Create a purchase order from the project that will carry the supplier commitment. Have the supplier, project task, purchase details and amounts ready.
Create the purchase order
Open the project and select Costs.
In Purchase Orders, select Add Purchase Order.
Search for and select the supplier in Supplier / Staff Member. If the supplier does not exist, you can add it from this form.
Enter a Purchase Order Name. Add a supplier reference and description if needed.
Choose the task under Task Allocation.
To enter individual line items on the next screen, leave Total Value (ex tax) blank. Review the issued and delivery dates and keep the status as Draft while preparing the order.
Select Save and Edit.
Select the supplier and project task before saving. Leave the total blank when you want to enter separate lines next.
Add the line items
Select Add Line Item on the purchase order.
Enter each line’s description, quantity and price. Select the account and tax where applicable.
Check the total excluding tax and the total including tax, along with the supplier and task allocation.
Submit or approve
Select Submit to request approval through your configured approval flow. If you have approval permission, select Approve. A draft PO does not reserve project budget; an approved PO does.
Numbering follows your organisation’s purchase order settings. See Purchase order settings reference for the numbering options.
Check the result
Confirm the PO is listed under the project’s Costs → Purchase Orders, with the expected supplier, value and status. Before any supplier costs are drawn against it, the full PO value remains available.