Creating a PO

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.

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

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.