Purchase Orders | Create and Manage Supplier Requests

Learn how to create, approve, track, and convert purchase orders in Kuvera Arc to manage supplier purchasing from request through billing.

A Purchase Order is the official document you create before goods are received or billed. In Kuvera Arc, purchase orders help you request products from suppliers, confirm quantities and pricing, follow approval workflows, and maintain a clear purchase audit trail.

Purchase Order vs Purchase Bill

Purchase Order

A Purchase Order is a pre-billing planning document. Create it before goods arrive or before a supplier invoice is recorded.

Use a Purchase Order to:

• Request products from a supplier
• Define quantities, rates, and delivery expectations
• Route the request through approval
• Keep a traceable record before financial transactions begin

Purchase Bill

A Purchase Bill is a financial billing document. It records the payable amount owed to a supplier.

A Purchase Bill is created after the purchase order is approved and goods have been received and verified through a Goods Received Note.

Purchase Order workflow

1. Create the purchase order

   Open the Purchase Order module and create a new order by selecting the supplier, warehouse, and products.

   New Purchase Order form

2. Add product details

   Enter quantities, rates, and applicable discounts for each product line. Set the expected delivery date and payment terms if needed.

3. Save or submit

   Save the order as a Draft to continue editing later, or click Save Purchase Order to submit it for approval.

4. Approval review

   An authorized user reviews the submitted purchase order and approves it or sends it back for correction.

5. Convert to Purchase Bill

   Once approved, the purchase order can be converted into a Purchase Bill. Supplier and product details are carried forward automatically.

6. Continue purchase processing

   Continue the purchase workflow through billing, goods receiving, and payment processing.

Purchase Order statuses

Draft

The purchase order has been created and saved but not submitted for approval. You can still edit all fields.

Pending

The purchase order has been submitted and is waiting for review and approval.

Approved

The purchase order has been reviewed and approved. It is eligible for conversion into a Purchase Bill.

Completed

The purchase order lifecycle has been completed after billing and related purchase processing are finalized.

Access Purchase Orders

Purchase Order in the Purchase sidebar

1. Open Purchase

   Go to the left navigation panel and click Purchase.

2. Select Purchase Order

   Click Purchase Order from the Purchase menu.

The Purchase Order Listings page opens. Use status tabs to filter by All, Approved, In Draft, Pending, or Completed.

Purchase Order listing

Purchase Order Listings page

Order Number

Unique system-assigned purchase order number.

Supplier Name

Supplier linked to the purchase order.

Status

Current workflow status of the order.

Expected Delivery Date

Date by which goods are expected from the supplier.

Amount

Total value of the purchase order.

Action

Opens the Purchase Order Details page.

Create a Purchase Order

1. Open Purchase Order

   Go to Purchase > Purchase Order.

2. Click New Purchase Order

   Click New Purchase Order.

   New Purchase Order button

3. Select supplier and warehouse

   Choose the supplier you are ordering from and the warehouse where goods will be delivered.

   Supplier and warehouse fields

4. Enter delivery and payment details

   Set the expected delivery date, payment terms, and reference number if applicable.

5. Add products

   Add products manually or use bulk selection to add multiple items.

6. Review totals

   Confirm subtotal, discounts, taxable amounts, VAT, and final order total.

7. Save the purchase order

   Click Save as Draft to save without submitting, or Save Purchase Order to submit for approval.

Purchase Order fields

Required fields

Select Supplier — Supplier from whom products will be purchased.

Select Warehouse — Warehouse that will receive the ordered goods.

Optional fields

Expected Delivery Date — Anticipated delivery date from the supplier.

Reference Number — Internal or external reference for tracking.

Payment Term — Agreed payment terms for this purchase.

Billing Address — Usually populated after supplier selection.

Delivery Address — Usually populated after warehouse selection.

Product line fields

Product Name — Product being ordered. Search by product name or code.

Quantity — Number of units requested.

Rate per Item — Agreed purchase rate per unit.

Discount — Item-level discount, if enabled for the product.

Total Price — Automatically calculated from quantity, rate, and discount.

Billing address is usually populated after selecting a supplier. Delivery address is usually populated after selecting a warehouse. You can override these manually if needed.

Add products

Manual selection

Use the product search field to find items by product name or product code, then select items individually.

Enter the quantity and rate per item for each line. The total price is calculated automatically.

Manual product entry

Bulk selection

Click Add Items in Bulk to select multiple products at once.

Left panel

Search and browse the product list.

Right panel

Review selected products, adjust quantities, remove items, or clear all selections.

Bulk product selection

Discount handling

Products marked as discountable show an active discount field.

Products marked as no discount have the discount field disabled, so item-level discount cannot be applied.

Order totals

The order summary calculates purchase values automatically.

Subtotal

Sum of all line items before discounts.

Discount

Total item-level and order-level discounts applied.

Taxable total

Amount subject to VAT.

Non-taxable total

Amount not subject to VAT.

VAT total

Calculated VAT amount.

Final amount

Final purchase order total after discounts and taxes.

Purchase Orders support item-level discounts and order-level discounts. Both are included in the final calculated amount.

Complete all required fields and review supplier, warehouse, products, quantities, rates, and totals before clicking Save Purchase Order.

View Purchase Order details

1. Open Purchase Order

   Go to Purchase > Purchase Order.

2. Find the order

   Locate the purchase order in the listing table. Use status tabs or search by supplier name if needed.

3. Open details

   Click the Action icon on the order row.

   Open Purchase Order details

Purchase Order Details page

Basic order details

Status, purchase order ID, creation ID, creator, supplier, delivery date, payment terms, reference number, and addresses.

Product and pricing details

Product names, rates, quantities, discounts, line totals, subtotal, taxable total, non-taxable total, VAT, and final amount.

Purchase order data is read-only except in Draft status. Available actions depend on workflow status and user permissions.

Purchase Order actions

Actions are available from the Purchase Order Details page based on the order status and your permissions.

Duplicate Purchase Order

Creates a copy of the current purchase order as a new Draft.

The duplicate carries over supplier details, products, quantities, pricing, and discounts. A new purchase order number is assigned before submission.

Void Purchase Order

Cancels the purchase order and removes it from active processing.

When voiding:

• You must provide a reason
• The order is excluded from further workflow steps
• The record remains visible for audit history
• A voided order cannot be reactivated

Destructive actions like voiding are usually restricted to authorized users.

Print Preview

Opens a formatted, print-ready version of the purchase order with supplier details, product line items, pricing, tax breakdown, and totals.

Convert to Purchase Bill

Converts an approved purchase order into a Purchase Bill.

This action is available only when the purchase order is in Approved status. Supplier details, products, quantities, and pricing are carried into the new bill.

Voiding a purchase order is irreversible. Make sure you intend to permanently cancel the order before proceeding.

Filter purchase orders

Use Filter Data to narrow purchase order records.

Purchase Order filter panel

Order Number

Find a specific purchase order by order number.

Expected Delivery Date

Filter orders by expected delivery date.

Amount Minimum

Show orders with totals at or above this value.

Amount Maximum

Show orders with totals at or below this value.

Click Apply Filter to update the listing, or Cancel to close without applying changes.

Export purchase orders

Use Export Data to download purchase order records. Exporting does not modify purchase order data or workflow statuses.

Export Purchase Orders panel

Full Export

Exports all purchase order records in the system, regardless of active filters.

Current View Export

Exports only the purchase orders currently visible in the listing, including filtered results.

XLSX

Export purchase orders for spreadsheet use.

PDF

Export purchase orders for document sharing.

CSV

Export purchase orders for data processing or integrations.

Exports respect the selected export scope and any filters applied at the time of export.