Create a Purchase Order
Overview
Creating a Purchase Order in SupplierGATEWAY formalizes the authorization to procure goods or services from an approved supplier. Purchase Orders provide a documented agreement that defines quantities, pricing, delivery terms, and conditions, and they support financial control, compliance, and audit requirements.
This article explains how internal users create a Purchase Order within SupplierGATEWAY, including where the function is accessed, how order details are entered, and what occurs after a Purchase Order is submitted.
Prerequisites
Before creating a Purchase Order, the following conditions must be met:
The user has access to the Procurement or Purchasing application.
The user has permission to create Purchase Orders.
The supplier record is active and approved.
Pricing, terms, and quantities have been finalized.
Required approvals or awards have been completed, if applicable.
Access the Purchase Order Function
Log in to SupplierGATEWAY.
From the main menu, select the Procurement or Purchasing application.
Navigate to Purchase Orders.
Select Create New or New Purchase Order.
The system opens a new Purchase Order workspace.
Create a Purchase Order
Step 1: Enter Purchase Order Header Information
Select the supplier from the supplier list.
Confirm the supplier’s status and details.
Enter the Purchase Order name or reference number.
Select the purchasing entity or business unit.
Enter the order date and requested delivery date.
Required fields must be completed before proceeding.
Step 2: Add Line Items
Select Add Line Item.
Enter item or service descriptions.
Specify quantities and unit pricing.
Confirm total line item amounts.
Repeat steps for each additional item.
The system automatically calculates totals based on entered quantities and pricing.
Step 3: Define Terms and Conditions
Review default terms and conditions.
Modify or add terms if permitted.
Attach supporting documents such as contracts or statements of work.
Attached documents become part of the Purchase Order record.
Step 4: Review Purchase Order Summary
Review supplier information, line items, totals, and terms.
Verify accuracy of all details.
Make any required edits.
Validation messages appear if required information is missing.
Submit the Purchase Order
Select Submit, Send, or Create Purchase Order.
Confirm submission.
The Purchase Order status updates to Submitted, Pending Approval, or Issued, depending on approval configuration.
Approval and Processing
If approvals are required, the Purchase Order is routed to approvers.
Approvers receive system notifications.
Once approved, the status updates to Approved or Issued.
Outcome
Once a Purchase Order is created:
The supplier receives the Purchase Order notification, if configured.
The Purchase Order is available for tracking and reporting.
Procurement and finance teams can monitor fulfillment and invoicing.
Related Articles
Create a Requisition
Review and Award a Bid
Manage Supplier Records
Understand Requisitions and Approvals
Comments
0 comments
Please sign in to leave a comment.