Purchase Orders

Purchase Orders (POs) let you formally request goods or services from a vendor. Once goods are received, a purchase order converts to a Bill for payment.

Requires the MoneyPro add-on.

Creating a purchase order

1. Go to MoneyPro → Purchase Orders.
2. Click + New Purchase Order.
3. Select the Vendor (a contact of type Business or Individual).
4. Choose a Document Template.
5. Add Line Items — products or services being ordered.
6. Set the PO Date and Expected Delivery Date.
7. Optionally add: reference, notes, terms & conditions.
8. Click Save.

Purchase order statuses

Converting to a bill

When goods or services are received:

1. Open the purchase order detail page.
2. Click Convert to Bill.
3. A bill is created automatically with the same line items and vendor.
4. You can then record payment against the bill.

Bulk convert: Select multiple POs on the list view and use Bulk Actions → Convert to Bills.

Approval workflow

Purchase orders support the same approval workflow as quotations:

1. After creating a PO, click Request Approval.
2. Select approvers from the user list.
3. Approved POs are marked as Approved before being sent to the vendor.

Approval workflow is configured under Settings → MoneyPro → Purchase Order Approvals.

Document status workflow

POs support a configurable Document Status field for formal review processes (e.g. Draft → Reviewed → Approved → Sent to Vendor). Update from the PO detail page.

Bills (vendor invoices)

Bills are the vendor-side equivalent of invoices — they represent money your business owes to a supplier.

Creating a bill

1. Go to MoneyPro → Bills.
2. Click + New Bill (or convert from a Purchase Order).
3. Select the Vendor and add line items.
4. Set the Bill Date and Due Date.

Paying a bill

1. Open the bill detail page.
2. Click Record Payment.
3. Choose payment mode and account, enter amount and date.
4. The bill moves to Paid once fully settled.

Bill statuses

Filtering

Filter purchase orders and bills by:

• Status
• Vendor
• Date range
• Amount range

Tips

• Link purchase orders to items in your Item Library so stock levels update automatically on conversion to a bill.
• Use Debit Notes (under MoneyPro) to handle vendor credit situations similar to how Credit Notes work for customers.