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

Create a New PO

Step 1: Open Create New P.O.

Click Create Purchase Order on the left side of the menu

Step 2: Choose a Department

Choose your department from the dropdown list

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.

Optional: Custom Fields

Depending on your P.O. book configuration, additional custom fields may appear, for example:

• Delivery
• Delivery Address
• Job Number

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

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.

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.”

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.

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.

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.

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.

Step 6: Save as a Draft or Template (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.

If another user wants to use your template, they can create a PO based on an existing P.O. you created from that template.

Step 7: Create the P.O.

Once you have reviewed all information:

1. Click “Create P.O.”

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

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

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.

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.

Where to Find Your P.O. Drafts and Templates

To continue working on a saved draft or template:

1. Go to Add P.O.

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.

Questions or need help?
Our customer support is always available to help with any questions or setup assistance

Contact us
Email: 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
We look forward to hearing from you.

Updated on: 02/09/2026