3 min guideUpdated August 2026App review required

Create and send a purchase order

Create, issue and email a supplier purchase order with the relevant job, materials, prices and delivery instructions attached.

Best forOwner / Admin · Accounts
Before you beginUse a representative record and confirm you have the permissions required for this area.

Step by step

  1. Open Purchasing, create a purchase order and select the Purchase order type.
  2. For a Job Purchase Order, select the related job, then select the Supplier.
  3. Add the Delivery Address, Supplier Notes and line items with the required quantities and Unit Cost.
  4. Review the totals, then choose Save Draft or Issue PO. Issuing is not a separate approval workflow.
  5. Use Email with an active supplier template and recipient, then confirm Supplier delivery shows Sent and retains its timestamp.

Good practice

Creating a purchase order requires Purchase Orders write permission. Project Management / Production users need that permission granted explicitly before following this workflow.

Setup dependency

Settings that change this workflow

The same task can behave differently between organisations. Check these settings before treating a different result as an error.

Document numbering/settings/setup/numbering

Controls automatic or manual purchase-order number allocation.

Open in SignBas3 →
Product Catalogue/product-catalogue

Supplies reusable items, units, supplier references and current cost context.

Open in SignBas3 →

Screen reference

What you will see

SignBas3 purchasing workspace with synthetic supplier orders
Keep supplier, job, items, approval and delivery details on the same purchase order.

Screens show the synthetic BrightLine demonstration workspace. Your records, permissions and configuration will change the details you see.

If your workspace behaves differently, record the relevant job, client or record number and raise a support ticket so the team can investigate the exact context.