Creating Purchase Orders

Step-by-step guide to creating purchase orders in Alpha.

Creating a PO

Step 1: Navigate to Purchase Orders

1. Go to ERP > Purchase Orders
2. Click New Purchase Order

Step 2: Select Supplier

1. Search for existing supplier
2. Or create new supplier inline
3. Supplier details populate automatically

Step 3: Add Line Items

1. Click Add Item
2. Search and select product
3. Enter quantity needed
4. Confirm or negotiate price
5. Repeat for additional items

Step 4: Review Pricing

Step 5: Set Delivery Details

1. Expected delivery date
2. Delivery address (receiving location)
3. Special instructions

Step 6: Save and Submit

Choose action:

• Save as Draft - Continue editing
• Submit for Approval - Route to approvers

PO Creation Methods

Manual Creation

Create PO from scratch:

• Best for ad-hoc purchases
• Full control over details
• Review before submission

From Reorder Suggestion

System suggests orders:

1. View Reorder Suggestions
2. Review suggested products
3. Select items to order
4. Generate PO

From Requisition

Convert internal request:

1. Approve purchase requisition
2. Convert to PO
3. Select supplier
4. Submit

Blanket Orders

Standing orders for regular purchases:

1. Create blanket PO
2. Set quantity/value limits
3. Release against blanket
4. Track usage

Multi-Supplier Orders

Splitting by Supplier

Different items from different suppliers:

1. Create separate POs per supplier
2. Or split single order
3. System creates multiple POs

Price Comparison

Compare supplier pricing:

1. View product's suppliers
2. Compare prices
3. Select best value

Order Details

Delivery Instructions

Include for supplier:

• Delivery time window
• Dock assignments
• Contact person
• Special handling

Internal Notes

Notes not sent to supplier:

• Approval notes
• Budget codes
• Project references

Validation

Required Fields

Before submission:

• Supplier selected
• At least one line item
• Valid quantities
• Expected delivery date

Budget Check

If budgeting enabled:

1. System checks available budget
2. Warns if exceeding
3. Requires override or adjustment

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