# How do I create a purchase order?

> Open Finances → Purchase Orders, click Create PO, choose the PO type, pick the vendor and the job it belongs to, add line items, then save it as a draft or submit it for approval.

- Product: WorkSkedge
- Section: Purchase Orders & Vendors
- Canonical: https://workskedge.com/help/purchasing/create-a-purchase-order
- Updated: 2026-08-31T22:05:16.788479+00:00
- Source: PURCHASE-ORDERS.md, api/purchase-orders.md, FINANCE-SETTINGS.md
- Keywords: create purchase order, purchase order software, construction PO, PO line items, vendor purchase order, not-to-exceed, blanket PO

## Steps

1. Go to Finances → Purchase Orders.
2. Click Create PO.
3. Pick the PO type: Standard, Service or Blanket.
4. Select the vendor.
5. Set what the purchase is for, then choose the project and work order.
6. Choose the Paid By method and attach a receipt if one is required.
7. Add line items with description, quantity, unit and unit price.
8. Add a budget or not-to-exceed amount if you track cost caps.
9. Save the PO as a draft, or submit it for approval.

Purchase orders live under **Finances → Purchase Orders**. Click **Create PO** to open the New Purchase Order screen, choose the PO type (Standard, Service or Blanket), select the vendor, tell WorkSkedge what the purchase is for, add your line items and save. A new PO starts in **Draft** so you can keep editing it before it goes for approval.

## Before you start

- The Purchase Orders module must be enabled for your company.
- The vendor needs to exist in **Resources → Vendors** first. Only approved vendors can be assigned to work orders.
- Every PO must link to a **project** or a **work order** — the server enforces the job link before a PO can be billed. With the destination set to Job/Project, a work order is required.

## Choose the PO type

| Type | Use it for | Line items |
| --- | --- | --- |
| **Standard** | Ordering specific materials or equipment | Itemised with quantity × unit price |
| **Service** | Hiring a subcontractor or service provider | Lump-sum amount |
| **Blanket** | An ongoing open account with a vendor | Spending cap, items added as costs come in |

## What to fill in

- **Vendor** (required) — who you are buying from.
- **What is this purchase for?** — the destination: Job/Project, Inventory or Overhead.
- **Project** and **Work Order** — the job the cost belongs to. Work Order is required when the destination is Job/Project.
- **Notes** — terms, conditions or special instructions.
- **Paid By** — Vendor Invoice, Credit Card, Cash/Debit or Reimbursement. This choice drives the rest of the workflow.
- **Budget amount** and **not-to-exceed amount** — used for cost warnings against the job.
- **Line items** — description, quantity, unit, unit price, and an optional per-line maximum.

## Notes and limits

- Leave the PO number blank and WorkSkedge generates one using the prefix, sequence and padding set in **Settings → Finance → Purchase Orders** (for example `PO-08966`).
- The PO number cannot be changed after the PO is created; every other field can be edited while the PO is still editable.
- Credit Card, Cash/Debit and Reimbursement POs all require a receipt upload.
- Field employees can raise POs and material requests from their device if **Allow field employees to create POs** is switched on in finance settings.

## Common errors

- **"Work order is required for Job/Project destination"** — either pick a work order or change the destination to Inventory or Overhead.
- **No vendors in the dropdown** — the vendor list is empty or the vendor you want is still Pending. Add or approve the vendor first.

## Screenshots

- Purchase Orders list showing PO number, vendor, project, work order, amount, status and payment status columns: https://workskedge.com/api/public/help-image/app/v2/purchasing-po-list.webp
- New Purchase Order screen with PO type options and the basic information fields: https://workskedge.com/api/public/help-image/app/v2/purchasing-new-po.webp

## FAQ

### Do I have to pick a project and a work order?

A purchase order must be linked to a project or a work order — WorkSkedge enforces the job link before the PO can be billed. When the destination is Job/Project a work order is required; Inventory and Overhead purchases do not need one.

### Can I choose my own PO number?

Yes. You can type a PO number of up to 50 characters when you create the PO. If you leave it blank WorkSkedge generates one from your prefix, next sequence and padding settings. The number cannot be changed afterwards.

### What is the difference between budget and not-to-exceed?

Budget is the estimated cost you expect. Not-to-exceed is the hard ceiling you have authorised, and it drives the over-budget warnings on the job.

### Can a field worker create a purchase order?

Yes, when Allow field employees to create POs is enabled in Settings → Finance → Purchase Orders. They get a Request Materials flow on the work order, and you can make the budget amount mandatory on those quick requests.

### Which PO type should I use for a subcontractor?

Service. It records a lump-sum amount instead of itemised quantities, which is how subcontract work is normally priced.