> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.digitalpurchaseorder.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# How to Create a Purchase Order

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.


###### Video Tutorial

Prefer a visual walkthrough? Watch our video tutorial to learn **How to Create a Purchase Order**


${frame}[](https://www.youtube.com/embed/T_D19P0nh04)


### Create a New PO

**Step 1: Open Create New P.O.**

**Click Create Purchase Order** on the left side of the menu


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1igskjx.png =1136xauto)


**Step 2: Choose a Department**

**Choose your department** from the dropdown list


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_rkzxq3.png =1075xauto)




**Step 2: Add a Supplier**

You have two options:

**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.

|| If you are not able to create a new [supplier](https://help.digitalpurchaseorder.com/en/article/suppliers-tjhnbg/), it is because the admin has configured the system to allow only existing suppliers.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-08-21-at-10300_xfgccy.png =1063xauto)



**Optional: Custom Fields**

Depending on your P.O. book configuration, additional custom fields may appear, for example:
* *Delivery*
* *Delivery Address*
* *Job Number*



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-08-21-at-10312_wirkpl.png =1065xauto)



**Step 4: Add Items**

There are different ways to add items to your P.O.:

* **Enter items manually**
* **Generate items with an AI Prompt**
* **Select pre-saved items from the Product Catalog**

**Option 1: Enter Items Manually**

Click **“Add Items”** and enter the required information:

* **Item name**
* **Description**
* **Type of expenditure**
* **Quantity**
* **Net price**
* **Currency**

Depending on your settings and permissions, additional fields may be available, such as:

* **Account code**
* **Budget**
* **KOST**
* **FF1**

|| If you do not have permission to enter account codes or they are not required for your book, the P.O. can be created without them.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-08-20-at-18075_1x84ewy.png =941xauto)


**Option 2: Generate Items with an AI Prompt**

You can use an AI Prompt to quickly generate multiple P.O. items.

1. Click **“Generate Items with AI Prompt.”**
2. Enter a description of the items you want to create.
         For example: *3 items each US 10 for rent (Jan–Mar) + Sales Taxes 20%*
3. Click **“Create.”**

*DPO will generate the items based on your prompt.*

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1ylm9zq.png =1088xauto)


After the items have been generated, **review them carefully and complete any required information** that was not automatically assigned.

1. Open the first generated item.
2. Select the required **Type of Expenditure**.
3. Add an **account code**, if required.
4. Click **“Save.”**

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-08-20-at-18122_1jkkj9v.png =1075xauto)


To apply the same information to multiple generated items:
1. Click the **three-dot menu**.
2. Select **“Apply Expenditure Type to All.”**
3. If required, you can also apply the **account code** or **currency** to all items.

*Always review the generated items and their amounts before creating the P.O.*


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_3448v7.png =1077xauto)


**Option 3: Use Items from the Product Catalog**

You can also select pre-saved items from the **Product Catalog**.
When you **select a catalog item, DPO automatically fills in the corresponding item information**, reducing the need to enter the same details manually.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1dzk2am.png =994xauto)




###### Copy or Delete Items

While creating your P.O., individual items can be **copied** or **deleted**.

**Copying** an item is **particularly useful when several items contain similar information** and only details such as the amount or description need to be changed.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-21-at-13222_1wr6bbi.png =1113xauto)



**Step 5: Add Notes or Attachments**

You can add additional information to your P.O., including:
* **General notes**
* **Delivery address**
* **Supporting attachments**

Attachments can include documents related to the purchase, such as quotations or other supporting information.

|| Important: Attachments added while creating a P.O. cannot be deleted directly from the P.O. afterward. To remove an attachment, you must edit the P.O.

| **Tip:** You can add attachments to an existing P.O. at any time if you have the required permissions


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_oap02f.png =1027xauto)


**Step 6:** [Save as a Draft or Template](#6-where-to-find-your-po-drafts-and-templates) **(Optional)**

If you are not ready to create the P.O., you can choose one of the following options:

**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.

|| Note: Templates are user-specific and cannot be shared with other users. If another user needs to create a similar P.O., they can use an existing P.O. and select Create a New Purchase Order Like This.


If another user wants to use your template, they can [create a PO based](#3-copying-a-po) on an existing P.O. you created from that template.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_12qti4s.png =1015xauto)


**Step 7: Create the P.O.**

Once you have reviewed all information:

1. Click **“Create P.O.”**

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_rakegv.png =1050xauto)


2. DPO will create the purchase order and generate a unique **P.O. ID**.
3. The P.O. will enter the configured **approval workflow**.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-28-at-10414_b8xto3.png =1027xauto)



**Review Purchase Order Details**
Open the created P.O. to view its details.

**Overview**
* **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


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-22-at-14141_fxar9m.png =1035xauto)



###### Entering Accounting Fields After P.O. Creation

If a P.O. was created without accounting fields, they can be added later by a user with the required permissions.

* If you are the **current approver in the approval workflow**, **the accounting changes will be saved automatically** once you approve the P.O.
* If you are **not the active approver**, or if the P.O. is not currently in approval, you must **click**: **“Save”** at the bottom right to apply the changes.

|| Important: When updating accounting fields in DPO, always make sure the changes are saved correctly.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-21-at-13342_1z12r40.png =1049xauto)



###### 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.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-28-at-10530_tjrlws.png =1067xauto)


###### Where to Find Your P.O. Drafts and Templates

To continue working on a saved draft or template:

1. Go to **Add P.O.**

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_19bjeci.png =1044xauto)



2. Click on **"Open Drafts/Templates"**.
3. Select the draft you want to continue editing.
4. Complete the required information and create the P.O. when ready.

|| Important: A saved draft is not yet a created Purchase Order and therefore does not have the same status as a P.O. that has already entered the approval workflow.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1vrtf51.png =1057xauto)



${color}[#0d5068](**Questions or need help?**)
*Our customer support is always available to help with any questions or setup assistance*

**Contact us**
**Email**: [support@digitalpurchaseorder.com](mailto:support@digitalpurchaseorder.com)
Support: __+1 888 DPO 7254__
Support Int'l: +44 20 331 88 338
Berlin Office: +49 (0)30 55 572 5956

[Or book a personalized support call](https://calendly.com/d/gpk-ppc-rjg)
We look forward to hearing from you.