Purchase order software that keeps you organized

FAQs on purchase orders

What is a purchase order?

A purchase order is a document you send to a supplier to confirm the items, quantities, prices, and terms of an order before the goods arrive.

A purchase order is a document you send to a supplier to confirm the items, quantities, prices, and terms of an order before the goods arrive.

What's the difference between a purchase order and an invoice?

You issue a purchase order to a supplier before goods change hands, while the supplier sends an invoice to request payment. In Xero, an approved purchase order converts into a bill you can pay.

You issue a purchase order to a supplier before goods change hands, while the supplier sends an invoice to request payment. In Xero, an approved purchase order converts into a bill you can pay.

Who creates a purchase order?

The buyer creates the purchase order and issues it to the supplier, setting out what they want to buy and on what terms.

The buyer creates the purchase order and issues it to the supplier, setting out what they want to buy and on what terms.

What are the main types of purchase orders?

In Xero you can raise a standard one-off purchase order, and for repeat purchases you can save time by duplicating an approved or billed order into a new one.

In Xero you can raise a standard one-off purchase order, and for repeat purchases you can save time by duplicating an approved or billed order into a new one.

How do I create a purchase order in Xero?

Go to Purchases, then Purchase orders, then New Purchase Order. Fill in the supplier, dates, order number, and items, then Save it or Submit it for approval. You can also raise one on the go in the Xero Accounting app.

Go to Purchases, then Purchase orders, then New Purchase Order. Fill in the supplier, dates, order number, and items, then Save it or Submit it for approval. You can also raise one on the go in the Xero Accounting app.

What is purchase order software?

Purchase order software lets you raise and track orders in one place, instead of juggling spreadsheets and paper. In Xero, those orders connect straight to your bills.

Purchase order software lets you raise and track orders in one place, instead of juggling spreadsheets and paper. In Xero, those orders connect straight to your bills.

How do purchase order systems work?

A purchase order system uses templates to raise orders, routes them for approval, and shows the status of every order on a single dashboard. In Xero, approved orders flow into bills for payment.

A purchase order system uses templates to raise orders, routes them for approval, and shows the status of every order on a single dashboard. In Xero, approved orders flow into bills for payment.

Can I control who approves purchase orders?

Absolutely. Xero user roles control who can access, approve, email, and delete purchase orders, so the right people handle each step.

Absolutely. Xero user roles control who can access, approve, email, and delete purchase orders, so the right people handle each step.

How do I track multiple purchase orders?

Xero shows which orders have been sent, filled, and billed, and which are still open, all in one place. You can add notes to any order and update its delivery date as things change.

Xero shows which orders have been sent, filled, and billed, and which are still open, all in one place. You can add notes to any order and update its delivery date as things change.

Can I handle partial deliveries against a purchase order?

Yes you can. Copy the purchase order to a bill and edit the quantities to match what turned up, and the order stays open so you can bill the rest as it arrives.

Yes you can. Copy the purchase order to a bill and edit the quantities to match what turned up, and the order stays open so you can bill the rest as it arrives.