--- title: "Create and manage purchase order" slug: "create-purchase-order" updated: 2025-05-16T10:39:16Z published: 2025-05-16T10:39:16Z canonical: "products.egretail.cloud/create-purchase-order" --- > ## Documentation Index > Fetch the complete documentation index at: https://products.egretail.cloud/llms.txt > Use this file to discover all available pages before exploring further. # Create and manage purchase order ## New purchase order New purchase order can be created manually by clicking on the **New purchase order** button in the “Purchase orders” view. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image-HV20R5EA.png) The "New purchase order" dialog opens. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image-UK99QOJH.png) *****Select the ordering "Store" if the user has access to more than one store. *****Select "Order type", you have three options: Replenishment, Preorder, and Internal transfer. *****Select "Supplier". *****Select "Delivery date" using the "Calendar icon" or write the date. Click **Create** to create a new purchase order. The Purchase orders details view open, it has status "Draft". --- ## View order details Purchase orders are maintained via the purchase orders details page. You can view and edit details about the purchase order on this page. Which fields you can see and what you can do with the order depends on the order status. Click on the order number for the relevant order line in the **Order no.** column to open the order. The purchase orders details page will then be displayed for the selected purchase order. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image-PPA0TU06.png) Purchase order details page have two tabs, **Order lines** (opens when the order is created) and the **Overview** tab. --- ### Order lines tab In the **Order lines** tab, you find an overview of the items in the purchase order. If you just have created a new purchase order it has no items. If it is an existing purchase order, you will see the items in the purchase order, if items are added. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image-PSTYTH3R.png) --- ## Add item > [!NOTE] > Following item attributes are needed to create purchase order manually: > > - Supplier saved on the item needs to be the same as the supplier for which purchase order is created. > - Item needs to have flag **Can be ordered** set to **True** and the flag **Ordering blocked** set to **False.** > - Supplier sales start on the item must be empty or earlier than now. > - Supplier sales end on the item must be empty or later than now. > - Assortment code of the store for which purchase order is created, must match the assortment code on the item. If the item has another assortment code than the store, it will not be visible in the item search! Items can be added to the purchase order by searching for the item. Only items that are active for the store and the supplier, and have the same assortment code can be found in the item search. If order line or order contains item that does not belong to store assortment, then a warning is displayed. Click the **Add item** button at the top left above the table. The "Find item" dialog opens. You can search for the item e.g., by item text or GTIN in the search field. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image-MLCZQ6O0.png) Search result is displayed: ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image-3JHC1PI4.png) Select relevant item. The item is added and expanded. Information about the item is displayed. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image-GFNAXNDB.png) Active wholesale price for the item is automatically added if the item has price. Focus is on" Quantity" when the price is successfully found, and 0 % is automatically entered in the discount field. Enter **Quantity.** If the item does not have a price then you must add wholesales price. --- #### Fields in expand view **ORDER** **Order line note:** An order line note can be added, it will be displayed in the "Order line note" column and in the order confirmation below the order line. **Quantity:** Enter order quantity (required). --- **STOCK LEVEL** **In order:** Display quantity of remaining order lines for this item to this store. **Available quantity**: Display the available quantity. **Order point**: Order point. **Sales past 30 days**: Sales past 30 days. **Sales next 30 days last year**: Sales next 30 days last year. --- **DELIVERY DATES** **Delivery date:** Delivery date. Date can be changed by adding another delivery date, or by using the "calendar icon" to set a new date. --- **PRICE** **Wholesale price:** If the item has price, the wholesale price is added. If the item does not have a price, you must add the items wholesale price when adding item to the purchase order. **Discount:** 0 % is default value, discount can be changed. --- **BUTTONS** There are 3 buttons below the expanded information when the item is added: - **CANCEL** – Cancel adding item. - **ADD + NEXT (SHIFT+ENTER) –** Add the item to the order and the "Find Item" dialog opens again, and you can add another item. - **ADD (ENTER)** – Add the item to the order. If order line with item that does not belong to store assortment is added to proposal, such order line is deleted when processing proposals. --- ### Edit/view item information It is possible to view and edit item lines in the orders whit status "Draft", "Submitted" or "Edited". Click on the "**+** icon" to the left on the item line. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image-30492RVD.png) The item row is expanded and shows more information about the ordered item. The possibility to make changes depends on the order status. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image-46I371BG.png) There are 3 buttons below the information when existing item lines are expanded: - **CANCEL**– Cancel the changes and collapse the information. You can also collapse the item line by clicking on the "**–** icon" to the right. - **SAVE + NEXT (SHIFT+ENTER)** – Save changes and moves to the next item in the order. - **SAVE (ENTER) –** Save changes. --- ### Delete item It is possible to delete an item from the order by clicking on the "more-button" on the desired item line and select **Delete**. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image(270).png) The "Delete row" dialog open. You must confirm that you want to delete the row by clicking the **Delete** button. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image-0HGBDSWW.png) --- ### Cancel order See [Cancel order](/v1/docs/cancel-order). --- ### Export to Excel See [Export order rows to Excel](/v1/docs/export-order-rows-to-excel). --- ### Select all If you want to do an action on all order lines, you can use the **Select all** function. Click on the **Select all** button. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image-NVB53G9P.png) All order lines will be selected (marked). Then it is possible to e.g., edit delivery date for all order lines at once. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image-XDGWWAQ0.png) --- ### Edit delivery date You can edit the delivery date for the whole order, one order line, selected order lines or all order lines. The dialog text depends on if order lines are selected or not. 1. Click on the **Edit date** button. The "Edit delivery date" dialog opens. 2. Select new delivery date using the "Calendar icon" or writing the date. 3. Click **Save**, to save changes. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image(321).png) Dialog when order line(s) isn’t selected If only one of the order lines is selected, you get two options: Edit row or Change for order. 1. Select relevant option and edit delivery date. 2. Click **Save** to save changes. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image(322).png) --- ### Edit order Orders with status **Confirmed** are by default not editable but can be edited by using the “Edit order” function. 1. Click on the **Edit order** button to switch to edit mode. The order has still status confirmed but can be edited. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image(319).png) 1. Click on **Edit** to open the order opens in edit mode. 2. Order lines can be added, existing rows can be modified, order notes can be added/edited, and rows can be deleted. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image-YNEWVL9M.png) It is NOT possible to remove the all order lines. **At least one order line is required!** If you try to remove the only/last order line, you get this information; "Cannot remove all lines from a confirmed order". Click **Finish editing** when editing is finished. --- ### Edit delivery dates It is possible to edit the time of delivery by clicking on the **Edit** button. The "Edit delivery dates" dialog opens. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image(324).png) You can change the estimated time of arrival by changing the date and/or time. Click **Save,** to save the changes. If you have edited the estimated time of arrival, it will be shown in the **Overview** tab, in the **Delivery** section . ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image(325).png) --- ### Submit/Print/confirm order See [Submit, print and confirm order](/v1/docs/submit-print-and-confirm-order). --- ### Receive goods See [Receive goods](/v1/docs/receive-goods). --- ### Set to done See [Set to done](/v1/docs/receive-goods#set-to-done). --- ## Overview tab The **Overview** tab gives an overview of the delivery. It is divided into five sections: Overview, Delivery, Statistics, Price and History. ![](https://cdn.document360.io/5c3fbf4a-b177-42ef-a5c9-ab5c60ca2ba9/Images/Documentation/image-LYG3XBC8.png) --- ### Add/edit order note See [Deliveries: add/edit order note](/v1/docs/deliveries#addedit-order-note).