Create a purchase order

Steps

1. Purchases → Create Purchase Order opens a blank order. Pick the Supplier — everything below is keyed to that one supplier.

   

   1 is Supplier, 2 is the Add Item row — Product, Qty, Expected Rate and an optional line number — and 3 is the footer: item count, running total, Save & Print (prints the current draft, doesn't send it) and Create PO.

2. Add lines manually. Type the product, quantity and rate, then Add.

   

   4 is the product you're ordering — BitMed shows the running Line total as you type. 5 is Compare supplier rates: expand it to see what other suppliers have charged for this product, and Use picks one of them — which also switches the Supplier for the whole order, since a single PO can only go to one supplier.

   

   6 is the line once added — Qty: 100.0 (Rec: 0.0, Can: 0.0) shows how much has been Received and Cancelled against it so far, both zero on a brand-new order. 7 and 8 both save the order as a Draft. Save & Print also prints it; Create PO saves it without printing. Reopen the draft from Purchases, review its details, save any edits with Update PO, then click Finalise PO to lock it.

3. Or let BitMed suggest the order for you. This page's own Create Purchase Order dialog is manual-entry only — it does not offer suggestions itself. The suggested route is the shortage order assistant, reached from Reports → Shortage Book: it groups your logged shortages and low-stock signals by supplier and raises one draft PO per supplier in a single action. Anything left without a supplier assigned falls through into this same dialog, pre-filled, so you can pick one (→ INV-08).

4. When the goods arrive → receive against this PO (→ PUR-03).

Common problems

• Draft vs sent

  Draft A PO remains in Draft status until it is finalised.

  At this stage the PO has not been sent to the supplier. You can still change the supplier, quantities, rates, and other order details. Save & Print only prints the current draft; it does not send the PO. Reopen the Draft from the Purchases list and make changes before finalising.

  Finalised Once the PO is Finalised, it is locked and considered confirmed — but finalising does not by itself send anything to the supplier. The PO can no longer have items added, removed, or edited. You must still print/share the finalised PO with the supplier yourself. If the supplier cannot fulfil a particular item, use Short-close for that line. Finalisation should be done only after all PO details have been reviewed and confirmed.

  Workflow: Create PO (Draft) → Reopen and review/edit → Update PO if edited → Finalise PO (locked) → Print/share with supplier

• A Purchase Order always has exactly one supplier. Picking a different supplier's rate under Compare supplier rates changes the whole order's supplier, not just that line — if you need to buy the same product from two different suppliers, that's two separate POs.