Create Purchase Order

Learn how to create professional purchase orders (POs) in Digit Tally for ordering goods and services from your suppliers.

What is a Purchase Order?

A purchase order is an official document sent to a supplier to order goods or services. It includes:

• Items to be purchased
• Quantities required
• Agreed prices
• Delivery details
• Payment terms
• Your business's commitment to purchase

[SCREENSHOT: Sample purchase order document]

Accessing PO Creation

1. Navigate to https://suppliers.digit-tally.io
2. Click Purchase Orders in sidebar
3. Click + Create Purchase Order

[SCREENSHOT: Create PO button]

Step 1: Select Supplier

Choose supplier or add new one.

Field	Description	Required
Supplier	Search and select supplier	Yes
Contact Person	Supplier contact (auto-fills)	No
Email	Supplier email (auto-fills)	Yes

Quick Add Supplier:

• Click + Add New Supplier
• Enter supplier details
• Save and continue

[SCREENSHOT: Supplier selection dropdown]

Step 2: PO Details

Configure purchase order information.

Field	Description	Default
PO Number	Auto-generated	PO-001
PO Date	Order date	Today
Expected Delivery	When you need items	Date picker
Reference	Your internal reference	Optional
Delivery Address	Where to deliver	Your business address

[SCREENSHOT: PO details section]

Step 3: Add Items

Specify what you're ordering.

Item Table Columns:

Column	Description
Item Description	Product/service name
Quantity	Number of units
Unit Price	Price per unit (NGN )
Amount	Calculated total
Tax	VAT percentage
Total	Amount with tax

Adding Items:

1. Enter item description
2. Specify quantity
3. Enter agreed unit price
4. Select VAT rate (7.5% or exempt)
5. Amount calculates automatically
6. Click + Add Line for more items

[SCREENSHOT: PO items table]

Step 4: Terms and Conditions

Add purchase terms.

Common Terms:

• Payment terms (e.g., Net 30 after delivery)
• Delivery requirements
• Quality standards
• Return policy
• Warranty information

[SCREENSHOT: Terms section]

Step 5: Save and Send

Save Options:

• Save as Draft - Save without sending
• Save and Send - Email to supplier
• Save and Download - Get PDF copy

Email to Supplier:

Subject: Purchase Order [PO-001] from [Your Business]

Dear [Supplier Name],

Please find attached Purchase Order [PO-001] for NGN [Amount].

Delivery Required By: [Date]
Delivery Address: [Address]

Please confirm receipt and expected delivery date.

Thank you.

[SCREENSHOT: Send PO email]

PO Tracking

Track purchase order status:

• Draft - Not yet sent
• Sent - Sent to supplier
• Confirmed - Supplier confirmed
• Partially Received - Some items received
• Received - All items received
• Cancelled - Order cancelled

[SCREENSHOT: PO status workflow]

Receiving Items

When items arrive:

1. Open the purchase order
2. Click Receive Items
3. Enter quantities received
4. Add receiving notes
5. Save receipt
6. Convert to purchase invoice

[SCREENSHOT: Receive items interface]

What's Next?

• Create Purchase Invoice - Record supplier bills
• Suppliers App Overview - Learn more features

Professional Procurement

Using purchase orders creates a paper trail, prevents disputes, and helps manage inventory. Always issue POs for significant purchases.