Purchase Orders

Purchase Orders (POs) are the core of Waqti's procurement workflow. This guide covers everything from creation to completion.

Overview

A Purchase Order in Waqti follows this lifecycle:

Draft → Pending Approval → Approved → Goods Received → Invoiced → Closed

Creating a Purchase Order

Step 1: Access PO Creation

1. Click Purchase Orders in the sidebar
2. Click + New PO button
3. Or use keyboard shortcut: Ctrl/Cmd + N

Step 2: Basic Information

Field	Required	Description
Vendor	Yes	Select from approved vendors
Department	Yes	Your department (auto-filled)
Delivery Date	Yes	Expected delivery date
Delivery Location	No	Specific address or location
Project	No	Link to a project for tracking
Budget	Auto	Auto-selected based on department

Step 3: Add Line Items

Click Add Line Item for each product/service:

Field	Description
Description	Detailed item description
Quantity	Number of units
Unit	Measurement (ea, kg, box, etc.)
Unit Price	Price per unit (SAR)
Tax	Auto-calculated 15% VAT
Account Code	GL account (optional)

Bulk Entry

Use Import from Excel to add multiple items at once.

Step 4: Attachments

Upload supporting documents:

• Vendor quotes
• Technical specifications
• Previous correspondence
• Approval documentation

Supported formats: PDF, DOC, DOCX, XLS, XLSX, PNG, JPG (max 10MB each)

Step 5: Submit

1. Review all information
2. Click Submit for Approval
3. PO enters the approval workflow

PO Statuses

Status	Description	Actions Available
Draft	Being created	Edit, Delete, Submit
Pending Approval	In approval workflow	View, Cancel (creator)
Approved	Ready for execution	Print, Create GRN
Partially Received	Some items received	Create GRN for remaining
Received	All items received	Create Invoice
Invoiced	Invoice matched	View
Closed	Completed	View only
Rejected	Not approved	View, Clone to new PO
Cancelled	Cancelled by user	View only

Editing Purchase Orders

Draft POs

Full editing available - modify any field.

Pending Approval POs

Cannot be edited. Options:

• Cancel and create new PO
• Wait for rejection to edit

Approved POs

Create an Amendment for changes:

1. Open the PO
2. Click Create Amendment
3. Make changes
4. Submit for re-approval

PO Amendments

Amendments track changes to approved POs:

When to Use Amendments

• Price changes
• Quantity adjustments
• Adding/removing items
• Changing delivery details

Amendment Process

1. Create Amendment on existing PO
2. Modify required fields
3. Provide amendment reason
4. Submit for approval
5. Original PO updated on approval

Amendment History

All amendments are tracked:

PO-2025-0042
├── Original: 10,000 SAR (Jan 15)
├── Amendment 1: 12,500 SAR (Jan 20) - Qty increase
└── Amendment 2: 11,800 SAR (Feb 1) - Price reduction

Goods Receipt

Record when items are delivered:

Creating a Goods Receipt Note (GRN)

1. Open the approved PO
2. Click Record Goods Receipt
3. Enter received quantities:

Item	Ordered	Previously Received	This Receipt
Paper A4	100	0	100
Toner	10	5	5

4. Add notes about condition/quality
5. Click Save Receipt

Quality Check

Mark items as:

• ✅ Accepted - Good condition
• ⚠️ Accepted with Notes - Minor issues
• ❌ Rejected - Return to vendor

Three-Way Matching

Waqti automatically matches:

Document	Checks
PO	Items and prices ordered
GRN	Items and quantities received
Invoice	Amount billed

Match Results

Result	Meaning	Action
✅ Full Match	All three align	Ready for payment
⚠️ Within Tolerance	Variance < 2%	Auto-approve or review
❌ Mismatch	Significant variance	Manual review required

Printing & Sharing

Print PO

1. Open the PO
2. Click Print or Ctrl/Cmd + P
3. Options:
   • Include company letterhead
   • Include terms & conditions
   • Include signature lines

Export Formats

• PDF - For sharing and printing
• Excel - For data analysis
• CSV - For import to other systems

Email PO

1. Click Share → Email
2. Enter recipient email
3. Add message
4. Send with PDF attachment

PO Templates

Save time with templates for recurring orders:

Creating a Template

1. Open a completed PO
2. Click Save as Template
3. Name your template
4. Edit which fields to save

Using Templates

1. Click + New PO → From Template
2. Select template
3. Modify as needed
4. Submit

Best Practices

Complete Information

Always include:

• Detailed descriptions
• Accurate quantities
• Delivery instructions
• Relevant attachments

Budget Awareness

Check budget availability before creating POs. The system will warn you but planning ahead avoids delays.

Track Progress

Use the dashboard and notifications to monitor your POs through approval and delivery.

API Reference

This module is also available via the Waqti REST API. See Purchase Orders API for programmatic access.

Related Topics

• Approval Workflows
• Vendors
• Budgets
• Invoices