Purchase Order

A Purchase Order is a document created by the buyer to request goods or services from a supplier. It records the details of the order before the actual purchase invoice (supplier bill) is received.

The purchase order includes important information such as supplier details, product or service information, quantity, price, tax, delivery details, payment terms, and notes for the supplier. It helps businesses manage and track procurement efficiently.

In Tigg, users can create a new purchase order, edit or approve draft purchase orders, and convert approved purchase orders into a purchase invoice once the goods are received or services are completed.

Before creating a Purchase Order, it is recommended to ensure the following master data is available in the system:

• Supplier
• Product/Service

The Purchase Orders list can be accessed by navigating to:
Purchase → Purchase Orders. This page displays all purchase orders created in the system and allows users to quickly manage and track them efficiently.

By default, the list displays the latest purchase orders, including both Draft and Approved purchase orders. These can also be viewed separately through their respective tabs.

 

Users can easily locate purchase orders using the following options:

1. Search – Find purchase orders by entering details such as purchase order number or supplier name.

2. Filter – Apply filters to narrow down purchase orders based on specific criteria.

3.  Sort – Sort the list based on columns such as date, supplier name, or purchase order number.

The Purchase Orders list can be exported by selecting:
Options → Export. This allows users to download the purchase orders data for reporting or analysis purposes.

Users can view purchase orders that have been voided by selecting:
Options → View Voided

Purchase Orders that are already marked as processed can be viewed by selecting:
Options → View Processed

When one or more purchase orders are selected, the following bulk actions are available:

• Void Selected – Mark selected purchase orders as void
• Export Selected – Export selected purchase orders

Process Selected – Mark selected purchase orders as processed

The purchase orders list includes a Status column to track progress.
Organizations can also create custom statuses from:

Configuration → Apps → Custom Status → Purchase Orders Status
This feature helps businesses monitor purchase  orders through different stages of the Purchase process.

Follow these steps to create a Purchase Order in Tigg:

1. Go to Purchase → Purchase Orders
2. Click Add New
3. Select the Location at the top of the form if the Billing Location feature is enabled. The selected location will determine the billing location for the purchase order.
4. Select the Suppiler Name from the dropdown list
•  If the supplier does not exist, Click Add New to create a supplier.
5.  The Reference Number field in a Purchase order is used to record an external or internal identifier related to the transaction. This may include any other reference that helps in tracking and reconciling the purchase order. It improves traceability and makes it easier to link the order with related documents or communications.
6. Enter the Purchase Order Number
• The number can be automatically generated if numbering is set to Auto in configuration.
• It can also be entered manually if numbering is set to Manual.
7. Enter the Purchase Order Date and Delivery Date
• Purchase Order Date:  The purchase order date indicates when the purchase order was created in the system. 
• Delivery Date:The delivery date indicates when the goods or services are expected to be delivered by the supplier.
8. Select the Currency and enter the Conversion Rate if the Purchase order needs to be prepared in a currency different from the organization’s base currency.
9. Add Product/Service lines
• Select the  item from the list.
• If the item is not already created, click Add New to create it.
• Enter Quantity, Rate, Discount, and Tax details for each item .
10. Enter Terms and Conditions if required
• These terms will appear on the Purchase order document and inform the customer about conditions related to the purchase
11. Add Reporting Tags if required.

Reporting tags can be used to categorize or label sales order for better tracking and reporting.

   12. Add Notes or Custom Fields if additional information needs to be included

   13.Click Save to record the Purchase order 

The purchase order can be saved as:

• Draft – Can be edited later
• Approved – Finalized and ready to be sent to the supplier

After approval, the purchase order can be converted into a purchase invoice.

Allows you to modify the Purchase Order details such as products, pricing, taxes, or supplier information.

Creates a copy of the selected purchase order. This is useful when preparing similar purchase orders for different suppliers.

A Purchase Order is automatically marked as processed when it is converted into a Purchase Bill.

It can also be manually marked as processed if the purchase order is no longer pending or does not require further action.

Marking a purchase order as processed helps keep the Purchase Order list organized by allowing users to focus only on pending purchase orders that still require follow-up or conversion into a transaction.

Marks the Purchase Order as invalid. Once the purchase order is voided, it cannot be reversed.

You can preview, print, or export the Purchase Order as a PDF.
Tigg provides default printing templates, which can also be customized from:

Configuration → Printing Templates.

The Email option allows you to send the purchase order directly to the supplier from Tigg. When this option is selected, an email is generated using the predefined email template, which helps maintain a consistent and professional communication format.

The purchase order is automatically attached to the email as a PDF document, allowing the supplier to easily review or download the purchase order. You can also review or modify the email content before sending it to ensure that the message includes any additional information if required.

 

Once a purchase order is approved, it can be converted into a purchase invoice.
During conversion:

• All details (supplier, items, quantities, prices, taxes) are automatically transferred
• Users can edit details before saving

This reduces manual entry and ensures consistency between documents.

Tasks can be created and linked to a purchase order to track follow-ups or required actions. Each task may include title, description, assigned user, due date, and status.

Users can upload and attach supporting files (e.g., quotations, agreements, approvals). These remain linked to the purchase order for easy access.

What's Next?

Once goods or services are received, record and track supplier invoices with purchase bills.

➡️ Learn more: Purchase Bills