Purchase orders

Purchase orders (POs) are the primary record of everything you buy from vendors. Every PO has a unique number (PO-0001 per tenant), a vendor, line items, and a status that tracks its progress from draft through delivery.

Creating a PO manually

From Procurement > New purchase order:

1. Select the customer (the deal or company this PO is for, optional)

2. Add line items: pick a product, quantity, and (optionally) a vendor override. Cost and description auto-fill from the product's preferred vendor link.

3. Save as draft, or submit for approval

The running total appears below the line items. Unit prices are stored in pence; the display converts to your tenant currency.

Raising a PO from a won deal

When you record a won deal's outcomes (the Choose outcomes step), tick "also raise a purchase order" on the Charge or Invoice outcome. concorbit raises a PO for the billed lines that are resold goods (a product with a vendor), grouped by vendor, so each supplier gets its own order. Labour and pure-service lines never generate a PO.

Raising a PO is idempotent: ticking it on both Charge and Invoice, or running the outcome step again, never procures the same line twice. The PO lands in the Procurement list under the Draft filter with status draft and never auto-submits, so a human always reviews and approves before it is placed with the vendor.

The old "create a PO automatically when a deal is won" behaviour has been retired in favour of this explicit step. A reusable "create purchase order" action is still available in the automation builder for custom workflows.

Assigning a vendor to a line

Each line item has its own vendor dropdown. The default is the product's preferred vendor (lowest cost or manually flagged). You can override per line, which is useful when the preferred vendor is out of stock or for specific customer requirements.

Submitting, approving, and ordering

• Submit for approval: moves the PO to pending_approval and adds it to the Approvals queue for an authorised user

• Approve: moves to approved, ready to send to vendor

• Mark as ordered: moves to ordered, records the date the order was placed with the vendor

Receiving goods

When a delivery arrives, open the PO and use Receive goods. For each line, enter the quantity received (which may be less than the ordered quantity for partial deliveries).

Partial deliveries advance status to partial_received. Once the received quantity equals the ordered quantity across all lines, the status auto-advances to received.

Goods receipts are stored separately (goods_receipts + goods_receipt_lines) providing an audit trail of exactly what was delivered on each date.

Closing and cancelling

• Close: finalises the PO for accounting. No further goods receipts can be added.

• Cancel: available at any point until the PO is closed (a closed or already-cancelled PO cannot be cancelled). Cancelled POs stay in the list for historical reference.