> ## Documentation Index > Fetch the complete documentation index at: https://help.kuverbooks.com/llms.txt > Use this file to discover all available pages before exploring further. # 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 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 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 Open the Purchase Order module and create a new order by selecting the supplier, warehouse, and products. Enter quantities, rates, and applicable discounts for each product line. Set the expected delivery date and payment terms if needed. Save the order as a **Draft** to continue editing later, or click **Save Purchase Order** to submit it for approval. An authorized user reviews the submitted purchase order and approves it or sends it back for correction. Once approved, the purchase order can be converted into a Purchase Bill. Supplier and product details are carried forward automatically. Continue the purchase workflow through billing, goods receiving, and payment processing. ## Purchase Order statuses The purchase order has been created and saved but not submitted for approval. You can still edit all fields. The purchase order has been submitted and is waiting for review and approval. The purchase order has been reviewed and approved. It is eligible for conversion into a Purchase Bill. The purchase order lifecycle has been completed after billing and related purchase processing are finalized. ## Access Purchase Orders Go to the left navigation panel and click **Purchase**. 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 Unique system-assigned purchase order number. Supplier linked to the purchase order. Current workflow status of the order. Date by which goods are expected from the supplier. Total value of the purchase order. Opens the Purchase Order Details page. ## Create a Purchase Order Go to **Purchase > Purchase Order**. Click **New Purchase Order**. Choose the supplier you are ordering from and the warehouse where goods will be delivered. Set the expected delivery date, payment terms, and reference number if applicable. Add products manually or use bulk selection to add multiple items. Confirm subtotal, discounts, taxable amounts, VAT, and final order total. Click **Save as Draft** to save without submitting, or **Save Purchase Order** to submit for approval. ## Purchase Order fields **Select Supplier** — Supplier from whom products will be purchased. **Select Warehouse** — Warehouse that will receive the ordered goods. **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 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 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. Click **Add Items in Bulk** to select multiple products at once. Search and browse the product list. Review selected products, adjust quantities, remove items, or clear all selections. 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. Sum of all line items before discounts. Total item-level and order-level discounts applied. Amount subject to VAT. Amount not subject to VAT. Calculated VAT 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 Go to **Purchase > Purchase Order**. Locate the purchase order in the listing table. Use status tabs or search by supplier name if needed. Click the **Action** icon on the order row. Status, purchase order ID, creation ID, creator, supplier, delivery date, payment terms, reference number, and addresses. 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. 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. 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. Opens a formatted, print-ready version of the purchase order with supplier details, product line items, pricing, tax breakdown, and totals. 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. Find a specific purchase order by order number. Filter orders by expected delivery date. Show orders with totals at or above this value. 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. Exports all purchase order records in the system, regardless of active filters. Exports only the purchase orders currently visible in the listing, including filtered results. Export purchase orders for spreadsheet use. Export purchase orders for document sharing. Export purchase orders for data processing or integrations. Exports respect the selected export scope and any filters applied at the time of export.