Create Purchase Orders

In this help document, you’ll learn the different methods through which you can create purchase orders in Zoho Spend.

Create a Purchase Order

To create a purchase order:

• Cick Purchase Orders under Purchases.
• Click + New in the top right corner.
• Fill in the following details:
  • Vendor Name: Enter the name of the vendor for whom the purchase order is created.
  • Delivery Address: Choose if you are going to create the purchase order for an Organization or for a Customer. Select the address to which the items in the purchase order should be delivered.
  • Purchase Order#: Enter a unique number for your purchase order. If you want the purchase order number to be auto-generated, click the Gear icon next to the field, select Continue auto-generating purchase order numbers, enter the required Prefix and Next Number, and click Save.
  • Reference#: Enter the reference number for the purchase order. For example, if you’re creating the purchase order for a request for quote or purchase request in your organization, enter its number here.
  • Date: Select the date on which the purchase order is created.
  • Delivery Date: Select the date on which the items are expected to be delivered.
  • Payment Terms: Select the payment terms for the purchase order. Select an option from the dropdown. You can create new terms by selecting Configure Terms from the dropdown. Click + Add New, enter Term Name and Number of Days, and Click Save.
  • Shipment Preference: Enter the mode of shipment for the items in the purchase order.
  • Item Table: Add the items to be included in the purchase order. Enter or select the items required from Item Details. Other details of the item, such as the Account, Tax, Rate, and Amount, will be auto-populated.
    • Click + Add New Row to add more items.
    • To add items in bulk, click + Add Items in Bulk, select the required items and their quantities, and click Add Items.
• Once you’ve added the required details, click Save.

Create a Purchase Order From a Request for Quote

If an admin has awarded the items in a request to quote to vendors, you can create a purchase order. Here’s how:

• Cick Purchase Orders under Purchases.
• Click the More icon at the top and select Awarded.
• Select the request for quote for which you want to create the purchase order.
• Click Create Purchase Order in the top right corner.
• Select the Vendor to whom you awarded the items. The items awarded to the vendor will be listed.
• Select the items you want to include in the purchase order and click Continue. You’ll be redirected to the New Purchase Order page.
• Fill in the required details and click Save.

Create a Purchase Order From a Purchase Request

If an admin has approved items in a purchase request, you can create a purchase order for these items. Here’s how:

• Cick Purchase Orders under Purchases.
• Click the Approved tab and select the purchase request you want to convert to a purchase order.
• Click Create in the top right corner and select Purchase Order.
• Select the items to be included in the purchase request and click Continue. You’ll be redirected to the New Purchase Order page.
• Fill in the required details and click Save.

Clone a Purchase Order

If you want to create a new purchase order with details similar to an existing one, you can clone the existing purchase order. Here’s how:

• Click Purchase Orders under Procurement.
• Click the purchase order you want to clone.
• Click More in the top right corner and select Clone.
• Make the necessary changes on the page that appears and click Save.

Import Purchase Orders

If you’ve created purchase orders from external sources, you can import them into your Zoho Spend organization. Here’s how:

• Click Purchase Orders under Procurement.
• Click the More icon in the top right corner and select Import Purchase Orders.
• Click Choose File and select the file you want to import. Or, drag and drop the file that you want to import.

• Select the Character Encoding and File Delimiter.
• Click Next.
• Check the mapping of the fields and click Next.
• Click Import.