Creating Purchase Orders

Purchase orders (POs) are how you tell your vendors what you need. Peasy helps you build POs from your item list, send them to vendors by email, and track their status from draft to received.

How to Get There

Go to Buy > Purchase Orders in the sidebar.

Your First PO

If you're creating your first purchase order, the easiest path is to build it from the cart on the Items page. Peasy groups items by vendor and creates one PO per vendor automatically.

Option A: Build a PO from Your Cart

This is the recommended workflow, especially if you've been working from the Low or Order views.

1. Add Items to Your Cart

1. Go to Buy > Items.
2. Switch to the Order tab to see what needs ordering.
3. Enter a quantity in the Cart Qty column for each item you want to order.
4. Click the cart icon in the top-right toolbar to open the cart panel.

2. Review the Cart Panel

The cart panel shows your items grouped by vendor. For each vendor group you'll see:

• The vendor name and total cost
• Each item with its quantity and unit cost
• An email toggle showing whether that vendor's PO will be emailed
• An ETA button to set the expected delivery date
• A pin icon to move a vendor's order to the Later tab if you're not ready to submit it

If you have multiple locations, items are also grouped by receiving location.

3. Review and Submit

1. Click Review & Submit at the bottom of the cart panel.
2. The review dialog opens, showing each vendor's order with:
   • A PO number you can edit
   • An email preview with editable To and CC fields
   • A PDF preview of the PO document
   • ETA and receiving location settings
3. If you have multiple vendors, move between them using the chevron arrows.
4. Choose whether to send emails during submission:
   • Send emails on → create the POs and email them to vendors
   • Send emails off → create the POs without emailing yet
5. Finalize the submission.

Peasy creates the POs, sends any selected emails, clears your cart, and shows a confirmation toast.

Option B: Create a PO Manually

If you want to build a PO from scratch without using the cart:

1. Go to Buy > Purchase Orders.
2. Click New PO.
3. Select the items you want, enter quantities, and assign vendors.
4. Move to the review step.
5. Edit PO numbers, ETAs, email recipients, and preview the email or PDF.
6. Submit the PO or create it without sending.

What You'll See on the PO Page

Each purchase order shows:

Purchase Order Statuses

You can update the status directly in the table by clicking the status dropdown.

Viewing PO Details

Click on any PO to open the detail panel on the right. Here you can see:

• The full list of items on the order with quantities and costs
• Edit line items, quantities, and prices
• Add or remove items from the order
• See the total cost

Send the PO

If you created a PO without sending the email during the review step, or if you want to send it again later, you can email it directly from the PO detail panel.

Step by Step

1. Go to Buy > Purchase Orders.
2. Click the PO you want to send. The detail panel opens on the right.
3. In the panel header, click the mail icon to open the send dialog.
4. Review the two tabs:
   • Email — preview and edit what will be sent
   • PDF — preview the attached purchase order PDF
5. On the Email tab, review and edit:
   • To — pre-filled from the vendor record
   • CC — optional additional recipients
   • Subject — editable, with a suggested default
   • Email body — fully editable message
6. Click Send PO to send the email.

The PO status updates automatically when appropriate. If the PO is already in a later status, sending it again does not move it backward.

The Action Buttons on a PO

In the PO detail panel header, you’ll see:

If You Don’t Send by Email

Not every vendor accepts emailed purchase orders. You can also:

• Print the PO and hand it off, save it, or attach it to your own email
• Call it in and use the PO detail panel as your reference
• Order online using the vendor website saved on the vendor record

If you place the order outside Peasy, update the PO status manually so your team knows it has been placed.

Editing a Purchase Order

Most fields on POs are editable right in the table or in the detail panel:

• PO number, dates, and notes
• Status
• Line items (quantities, prices)

Changes save automatically.

Filtering Purchase Orders

• Search — Find POs by number, vendor name, or item
• Location filter — Show POs for a specific location
• Status filter — Show only drafts, submitted, etc.

Common Questions

Can I create a PO without using the cart? Yes. Go to Buy > Purchase Orders and click New PO to build a purchase order from scratch. You can select items, enter quantities, and assign vendors manually.

Can I add items to a PO after submitting it? Yes. Open the PO from the list and use the detail panel to add new line items, change quantities, or adjust prices. Changes save automatically.

What happens when I receive against a PO? The PO status updates to Partial if some items are received, or Received once everything arrives. Your on-hand inventory increases at the receiving location. See Receiving Pending Orders for the full process.

Can I create a PO for multiple locations? Each purchase order is tied to one receiving location. If you need to order the same items for different locations, create a separate PO for each one.

How do I duplicate a PO? Right-click a PO row (or use the three-dot menu) and select duplicate. This creates a new draft PO with the same line items and vendor.

What's the difference between Draft and Sent? A Draft PO is still being prepared and has not been sent to the vendor. A Sent PO has been finalized and optionally emailed. You can still edit a sent PO, but the vendor has already been notified of the original.

Good to Know

• PO numbers are editable — use whatever numbering system works for your business.
• You can delete a PO from the detail panel if it was created by mistake.
• When a PO is fully received, it automatically updates to "Received" status.
• POs are linked to the Receive workflow — once items arrive, you mark them as received there.
• The cart persists between visits, so you can add items over time and submit when ready.
• The Later tab in the cart panel lets you save vendor orders you are not ready to submit yet.
• If a vendor has a minimum order amount and your order is below it, the review step shows a warning.
• The vendor needs an email address on their record for the email flow to work. If there is no recipient, update the vendor in Managing Vendors.
• You can resend a PO anytime if the vendor missed it or you made changes after the first send.
• The email includes a formatted summary of line items, quantities, costs, totals, and the PDF attachment.

Related

• Managing Buy Items — The items that go on your POs
• Managing Vendors — Set up vendor email and ordering details
• Receiving Overview — What happens when orders arrive
• Managing Bills — Track vendor invoices for your orders