Raise and send a purchase order

A purchase order is the instruction you send a supplier. It carries agreed prices, so it is also the thing an invoice gets checked against.

Three ways to start one

• From approved requests — Consolidate gathers approved PRs, groups the lines by supplier and offers one order per supplier. This is the normal route.
• From scratch — New order, pick the supplier, add lines. For repeat buying nobody needed to request.
• From a form template — a saved list of what you buy from a given supplier every week, so the order is a matter of filling in quantities.

Multiple suppliers on one list

If you build an order with items from several suppliers, Servora splits it when you save: one purchase order per supplier, each with its own number. You do not have to sort the list yourself.

Prices

Each line's unit cost defaults to the last price you paid that supplier for that item. Change it if you have negotiated something different — the price on the PO is the price the invoice will be checked against.

Approval and sending

If your company requires PO approval, the order sits at draft until an approver signs it. Once approved, Send does two things:

1. Emails the order to the supplier's address as a PDF, if one is set up.
2. Creates the delivery order automatically, if your company has that switch on.

The PDF is also downloadable from the order at any time — useful when a supplier takes orders by WhatsApp.

Changing an order after it has gone

Do not edit a sent order to match what turned up. Receive what actually arrived on the GRN — Servora keeps the difference as a shortfall against the order rather than pretending you ordered less. That variance is the number that tells you which suppliers under-deliver.