A purchase order (PO) is your formal request to a supplier — what you want, how much, and at what price — issued before the goods arrive. It sets expectations and gives you a paper trail.
Raising a PO #
Go to vfile.app/purchase-order, choose the supplier and location, then list the items and quantities. A PO does not change stock or create a payable by itself.
Worked example #
You want to book stock for the season with Green Seeds Co. before prices rise.
- You add 300 bags of Corn AG 603 at ₨4,000 — a ₨1,200,000 order — and send the PO.
- Nothing changes in your stock or accounts yet.
- A week later the shipment arrives; you open the PO and convert it to a purchase.
- You confirm the received quantity and cost, mark it Received, and save — only now does stock rise and the payable appear.
If only 200 bags arrive first, receive those now and the remaining 100 later; vFile tracks the outstanding quantity.
What this affects #
- While it is just a PO — no stock, no payable, no accounting.
- On conversion — it becomes a real purchase: stock increases and the supplier’s ledger shows what you owe.
- PO status — pending, partly received or completed.
Frequently asked questions #
Does raising a PO add stock or a bill?
No. A PO is a request only. Stock and the payable appear when you receive it as a purchase.
Can I receive a PO in parts?
Yes — receive what arrives now and the rest later; the balance stays open on the PO.
Do I have to use POs?
No — you can record a purchase directly. POs are useful when you order ahead of delivery.