Purchase orders (POs) let you place orders with vendors before you receive goods or services. In Tracksales you can create purchase orders, edit them, and when the vendor delivers, convert a PO into a bill so you can track and pay it. This guide explains how purchase orders work in the app.

1. Creating a new purchase order

Go to Purchase Orders from the main menu and click Create Purchase Order. Then:

  • Select a vendor — Use the vendor search to choose who the purchase order is for.
  • Order # — Optional reference. If left blank, a reference (e.g. PO-002554) is generated automatically.
  • PO date — Set the date of the purchase order.
  • Expected date — Optional; when you expect delivery.

Add line items by searching for products. Each line uses the product’s cost price by default. Enter quantity and adjust rate if needed. You can set tax per line and add a description. Add or remove lines as needed; subtotal, tax, and total update automatically. Add any notes you want on the PO, then click Create Purchase Order to save. You are returned to the purchase orders list with the new PO’s details panel open.

2. Viewing purchase order details (split view)

From the purchase orders list, click a row to open its details in the panel on the right. You can review the PO, print it, send it by email, and use Convert to Bill when the vendor has delivered. The status (e.g. Open or Closed) is shown so you can see which POs are still pending.

3. Editing a purchase order

Open a purchase order from the list and click Edit. You can change the vendor, dates, line items (add, remove, or change quantity, rate, tax, and description), and notes. When you save, the PO is updated and you are returned to the list with that PO’s details panel open. You can edit open POs until you convert them to a bill.

4. Converting a purchase order to a bill

When the vendor accepts the PO and delivers the goods or services, you can turn it into a bill without re-entering the data:

  1. Open the purchase order from the purchase orders list.
  2. In the details panel, click Convert to Bill.
  3. A new bill is created with the same vendor, line items, and totals. You are taken to the bills list with that new bill’s details panel open. The purchase order is marked as Closed. You can then record payments against the bill; see Bill Management and Vendor Payments for next steps.

5. Purchase order reference numbers

Each purchase order gets a unique reference (e.g. PO-002554) when it is created. The number is generated automatically so you and your vendors can identify and track orders easily.

6. Managing the purchase orders list

From the Purchase Orders page you can search, filter by vendor or status, and change the page size. Use the Columns button to choose which columns to show; your choices are saved. Click any purchase order row to open its details in the panel on the right.

Summary

  • Create purchase orders with vendor, dates, and line items (cost price, quantity, tax).
  • View and edit open POs from the list; use the detail panel to print or email.
  • When the vendor delivers, use Convert to Bill to create a bill and close the PO; then pay the bill from the bills list.