Create a purchase order

Build a draft order for the materials you buy from one supplier, set quantities in your purchase units, and order it so the material is expected from the supplier. This guide takes a standard order from an empty form to Ordered.

6 steps · ~4 minApplies to: Draft → OrderedAccess: Purchasing operate

Before you start

You’ll need at least one supplier and active items to buy. Items can carry a purchase unit and purchase-to-stock conversion; when they do not, the line falls back to the stocking unit with a factor of 1. You also need operate access to Purchasing (owners and admins have it by default; team members need it assigned).

1. Start a new order. From Purchasing > Orders, choose New Purchase Order. Ashicore opens an unsaved card titled New purchase order. You can enter a purchase order number right away, or leave it blank so Ashicore assigns the next PO number on the first successful save. Once the draft first saves, Ashicore changes the URL to the saved order and keeps the order in Draft.

   Ashicore · Purchasing New Purchase Order

   Order	Supplier	Status
   PO-1042	Cooperativa del Huila	Received
   PO-1041	Yirgacheffe Coffee FCU	Partially Received
   PO-1040	Crown Roasting Supply	Ordered

   The purchase orders list. New orders open unsaved; after a valid autosave, you can leave and return to them at any time.

2. Choose a supplier. Pick who you’re buying from. The supplier is required before the first save; edits you make before choosing one stay on the unsaved card. The supplier’s name is copied onto the order when the order is saved. Later edits to the purchase order refresh that copied name from the current supplier record.

   New purchase order Draft

   Supplier*

   Cooperativa del Huila

   CH Cooperativa del Huila 9 items

   YC Yirgacheffe Coffee FCU 6 items

   CR Crown Roasting Supply 4 items

3. Add material lines. Choose Add material for each item you’re ordering. Pick the item, enter Quantity in its UoM (for example, a 69 kg bag), and review Price per unit. The price prefills from the item’s default purchase price (and its default tax rate) and stays editable. Ashicore converts to stocking units and can show the resulting Landed cost — the stock-unit cost your inventory is valued at.

   Draft · PO-1045 · Cooperativa del Huila + Add material

   Item	Quantity	UoM	Price per unit	Total price	Landed cost
   Huila Green RVS-GRN-HUILA	12	Bag ×69 kg	$310.00	$3,720.00	$4.49
   Yirgacheffe Green RVS-GRN-YIRG	8	Bag ×60 kg	$372.00	$2,976.00	$6.20
   Material subtotal					$6,696.00

   Purchase unit vs. stock unit

   A “Bag (×69 kg)” line ordered twelve times becomes 828 kg of inventory. The landed cost per stock unit climbs above the raw $310 ÷ 69 = $4.49 once by-value additional costs are allocated in the next step.

4. Add additional costs (optional). Choose Add cost to capture freight, customs, or other charges. In the Cost column, pick Shipping, Customs, or Other. For each row, choose how it’s distributed: By value spreads it across the lines and raises your landed inventory cost, while Not distributed raises the order total only and leaves inventory valuation untouched.

   Additional costs

   Cost	Reference	Distribution	Amount
   Shipping	Ocean freight — Bill #4471	By value	$480.00
   Other	Pallet deposit	Not distributed	$60.00

   Material subtotal$6,696.00

   Shipping (by value, landed)$480.00

   Other (not distributed)$60.00

   Order total$7,236.00

   Where the money lands

   Only by-value costs flow into your inventory cost and, for tracked items, the lot cost when you receive. A not-distributed cost raises the order total but never the inventory valuation. Editing a by-value cost after receipt revalues tracked stock still on hand from this order; untracked shared-bucket materials save the edit without rebasing in v1.

5. Set delivery details. Add the delivery address and an optional expected arrival date. There is no Save button: valid changes autosave. Until you choose a supplier, the draft remains unsaved; after the first save, it has a PO number and can be reopened. It stays editable and deletable until the first receipt.

   Delivery & details ✓ Saved

   Expected arrival

   Apr 18, 2026

   Delivery address

   Riverside Yard

   Address line 1

   2200 Riverside Rd

   City

   Paonia

   Region

   CO

   Postcode

   81428

6. Order it. The normal supplier-facing path is the header mail action: choose Send PO email, review Send documents for PO-1045, and send the email. If the order is still Draft, Ashicore first moves it to Ordered, stamps the ordered date, and registers expected supply. You can also order a saved draft without emailing by opening the status menu and choosing Ordered; selecting Ordered first saves pending valid changes, and drafts with no material lines are rejected.

   PO-1045 · Cooperativa del Huila Send PO email

   Draft current

   Ordered select →

Done — the order is now Ordered

Expected supply is live after the email send or status change succeeds, and the order remains editable and deletable until the first receipt. Next, when stock arrives, receive it into inventory.

What’s next

• Receive stock — turn ordered quantities into inventory.
• The purchase order lifecycle — what you can edit, receive, or delete at each status.
• Sync a supplier bill — create a payable bill before or after receipt.