Purchase orders are numbered automatically (PO-1, PO-2…) the moment you create them — no manual numbering needed. You can also give a PO an optional title. Each PO tracks from creation through delivery.

Which account gets billed

When the selected vendor has billing accounts on file, a “Bill to account” field appears under the vendor. Pick the account the supplier should invoice — it is printed on the purchase order. The field stays hidden for vendors with no accounts.

Importing a supplier quote with AI

Already have the supplier's quote? On the new purchase order page, click “Import a quote” and choose the quote as a PDF or a photo (JPG, PNG or WebP, up to 10 MB). FreeMee AI reads the vendor, the quote number and date, shipping, tax and every quoted line, then pre-fills the form. Nothing is created until you save, so check every line first. A line is linked to a catalogue part only when its code matches exactly (the supplier part number recorded on the part, or the part's own part number, barcode or reference); the other lines are added as free-text items marked “Not linked”. Prices are never converted: if the quote is in another currency, a warning tells you so. Each import costs 5 AI credits, charged only when the quote could be read. You can also attach the quote in the FreeMee chat and ask it to turn it into a purchase order. Requires the “Create purchase orders” permission.

Steps

1. Navigate to Purchase Orders
2. Click 'New Purchase Order'
3. Select vendor
4. Add line items with parts, quantities, prices
5. Set expected delivery date
6. Optionally fill the Ship To section — you can prefill it from a customer
7. Add notes
8. Submit for approval

Each line specifies a part, quantity, unit price, and calculated total.

Adding Items

1. Click 'Add Line Item'
2. Search and select part
3. Enter quantity
4. Confirm unit price
5. Total calculated automatically

Non-catalog items

Not every purchase needs a saved inventory part. Click 'Add custom item' to enter a free-text name, unit and quantity for a one-off or urgent buy. Custom items are purchase-only — they appear on the order and its PDF but never create an inventory part or change stock when the order is received.

POs go through approval to control spending.

Flow

1. Submit (PENDING)
2. Reviewer checks details (APPROVED or rejected)
3. Send to vendor (ORDERED)

Approvers

• ADMIN — Any PO
• MANAGER — Within budget authority
• WAREHOUSE_MANAGER — Inventory orders
• BUYER — Process orders

Receiving a delivery updates inventory automatically. An order can arrive in several deliveries: receive what actually came in, and the order stays open for the rest.

Closing an order that will not be completed

If the supplier will not deliver the rest, tick 'No further deliveries expected — close the order' in the receive dialog. The order becomes Received, the missing quantity leaves On Order, and the order shows how much was never delivered. A partially received order cannot be cancelled or deleted: its deliveries are part of your stock history.

Delivery history

The Deliveries card of the purchase order lists every delivery: its number, date, who received it, the delivery note number, the quantity received on each line and where it was put away. Once goods have been received, the order lines are locked; the other details remain editable.

Partial deliveries

When only part of an order arrives, receive what came in: the order moves to Partially received, each line shows what was received and what remains, and only the remainder stays On Order. Receive the next delivery the same way — the order becomes Received once every line is complete. You can never receive more than what remains on a line.

Steps

1. Open the purchase order and click 'Receive items'
2. Enter the date and, if you have it, the supplier's delivery note number
3. Check 'Receiving now' on each line against what actually arrived — it starts at the remaining quantity; lower it for a partial delivery
4. Optionally choose the location the goods go into (otherwise each part's default location)
5. Note any damage or discrepancy on the line
6. Click 'Confirm receipt'
7. Stock, average cost and the On Order quantity update automatically

Track every purchase order from approval request to delivery.

Pending

Awaiting approval

Approved

Approved, ready to send to the supplier

Ordered

Sent to the supplier, goods expected

Partially received

Some goods arrived, the rest is still expected

Received

Every line delivered, or the order was closed with what arrived

Cancelled

Rejected or cancelled

PO Statuses

Pending

Awaiting approval

Approved

Approved, ready to send to the supplier

Ordered

Sent to the supplier, goods expected

Partially received

Some goods arrived, the rest is still expected

Received

Every line delivered, or the order was closed with what arrived

Cancelled

Rejected or cancelled

Analyze spending patterns and vendor costs.

Available Reports

• Spending by vendor
• Spending by part category
• Monthly trends
• Approval processing times
• Delivery performance