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Purchase Orders ​

Introduction - Purchase Orders ​

The Purchase Orders module in BeeBooks allows you to create and track official requests sent to suppliers. Purchase Orders (POs) help you manage what you’re buying, from whom, and when the items are due.

The typical flow is:

  1. Create a Purchase Order
  2. Receive Goods
  3. Convert to Bill
  4. Record Payment

Accessing Purchase Orders ​

To open the Purchase Orders module:

  1. Log in to BeeBooks.
  2. From the left navigation, click Expense Manager.
  3. Select Purchase Orders.

Create a Purchase Order ​

To create a new Purchase Order:

  1. Go to Expense Manager > Purchase Orders.
  2. Click + Add Purchase Order.

Supplier Information ​

  • Select an existing supplier from the dropdown.
  • Or, click + Add New Supplier to create one directly from the form.

Purchase Order Information ​

  • Purchase Order Number: Auto-generated by default.
    • You can customize the numbering sequence in Settings.
  • Reference: Add a reference number or code for internal tracking.
  • Purchase Order Date: Defaults to today’s date, but can be changed from the calendar.
  • Delivery Date: Select the expected delivery date from the calendar.

Payment Information ​

Choose the payment terms for this Purchase Order:

  • Due on Receipt
  • Net 15 (due in 15 days)
  • Net EOM (due at the end of this month)
  • Net Next Month (due at the end of the next month)
  • Custom Terms: Create your own payment terms by clicking + New.

Items ​

Add products or services to your Purchase Order:

  • Select from existing Items.
  • Or add a New Product/Service directly from here.
  • Enter details such as:
    • Description
    • Rate
    • Quantity
    • Shipping Charges
    • Adjustments

Additional Information ​

  • Terms and Notes: Add special terms, conditions, or notes for the supplier.
  • Attachments: Upload related files such as agreements, quotations, or supporting documents.

Save and Send ​

  • Save as Draft: Keep the Purchase Order as a draft to edit later.
  • Save and Send:
    1. When you click Save and Send, a Send Email window will open.
    2. The fields such as To, CC, Subject, and Message are auto-filled based on the supplier and your template settings.
    3. You can edit the subject or message in the Rich Text Editor, format the content, and personalize it before sending.
    4. A PDF version of the Purchase Order will be automatically attached. You can add more attachments if needed.
    5. Once ready, click Send to email the Purchase Order to the supplier.

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