Purchase Orders

Purchase orders are the formal purchasing commitment to a supplier.

Workflow

Draft -> Pending Approval -> Approved -> Sent -> Partially Received -> Received
      -> Rejected                                           -> Cancelled

Creating a Purchase Order

POs can be created:

• directly by a buyer
• from an awarded RFQ
• from a purchase agreement release

For a direct PO:

1. Go to Purchase Orders -> Create.
2. Select the supplier profile. The PO stores a supplier snapshot.
3. Set order date, expected date, currency, and exchange rate if needed.
4. Add product or free-text lines.
5. Enter quantity, unit cost, unit of measure, and tax group.
6. Save as Draft.

Approval Controls

• Submit the draft PO for approval before sending or receiving.
• The approval policy is selected by amount and configured rules.
• Staff requesters or submitters cannot approve their own PO.
• An owner may approve their own PO only when assigned to the current approval step. SikaBooks shows a confirmation and records the owner override in the audit trail.
• Rejected POs can be edited and resubmitted.
• Approved POs can be sent to the supplier.

PO PDF and Sending

Open an approved PO to mark it as sent and download the PDF. The PDF includes business details, supplier details, line items, taxes, totals, and terms.

Cancelling

Cancel a PO when the order should not continue. Cancelled POs remain in history and cannot be reactivated.

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