Create Purchase Orders

The Create Purchase Order feature in Digital Purchase Order (DPO) makes it easy to start and manage the procurement process. P.O.s help track vendor agreements, pricing, and delivery terms—ensuring transparency and control. With DPO, creating and managing P.O.s is streamlined and accessible from any web-enabled device.

Create a New PO

Click Create Purchase Order on the left side of the menu

Choose your department from the dropdown list

Add a Supplier

Select an existing supplier → Choose a supplier already stored in the system from the list.

Create a new supplier → If this option is enabled by your admin.

Optional: Based on your P.O. book configuration, custom fields like “Component” may appear.

Click “Add Items” and enter the following:

Item name
Description
Type of expenditure
Quantity
Net price
Currency

Additional fields (depending on your settings and permissions) may include:

Account code
Budget
KOST
FF1

If you do not have permission to enter account codes, the P.O. will be created without account codes.

You can also select pre-saved items if available. DPO will auto-fill item details.

Add Notes or Attachments

Include general notes or a custom delivery address
Optionally, upload attachments related to your P.O.

Did you know? You can add attachments to a P.O. at any time, as long as you have the required permissions.

P.O. Draft or Template

Choose one of the following options (optional):

Save as Draft → Saves your input without submitting, so you can finish it later.

Save as Template → Save this document as a reusable template for future use.

After reviewing the selected items, click “Create New P.O.” to save the purchase order and start the approval process. The P.O. will then be created and will automatically receive a unique P.O. ID.

A detailed How to create a P.O. video can be found on our website.

Click on a purchase order to view its details

Click on the created P.O. to view its details
On the left, you will see the approval chain – who needs to approve and who is next in line
In the middle, you will see the requester – clicking the name allows you to send them an email directly
In the top right, you will find all relevant vendor information

Recode Accounting Fields in DPO

When recoding any accounting fields in DPO, you must use the green checkmark icon (either in the top-right corner of the window or next to the item’s coding) to save your changes. If the changes are made by the current approval level, they are saved automatically upon approval, and the checkmark icon will not appear.

Copying a P.O.

Navigate to Purchase Orders in the menu and click Create a new Purchase Order like this. You will be redirected to the Create New P.O. window, where all data from the existing purchase order is copied automatically. A new purchase order with a new P.O. ID will be generated, so you do not need to re-enter the data manually.

Any Questions?

Our support team is happy to help:

Email: support@digitalpurchaseorder.com

Phone: +1 888 376 7254

Or schedule a free demo – we look forward to hearing from you.

Updated on: 20/01/2026

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