# Purchase orders

> Authorize purchases from suppliers and convert accepted purchase orders into bills.

Source: https://www.accountfun.com/docs/guides/purchase-orders/

Purchase orders (POs) are the supplier-side mirror of [quotes](https://www.accountfun.com/docs/guides/quotes/): a formal request to a supplier **before** the bill arrives. Like quotes, a PO **never posts to your ledger** — it exists to be sent, accepted, and converted into a [bill](https://www.accountfun.com/docs/guides/bills/).

## Create a purchase order

1. Go to **Purchase Orders → New Purchase Order**.
2. Set the **Supplier**, **Currency**, **Issue Date**, and an optional **Expected Date** (when you expect delivery).
3. Add line items — pick products/services to auto-fill the purchase details, or type each line: **Qty, Price, Discount, Account, Tax**.
4. Click **Create Draft Purchase Order**.

POs get a sequential number with your org’s prefix (default `PO-0001`).

## The workflow

Identical shape to quotes:

```text
DRAFT ──Send──▶ SENT ──Accept──▶ ACCEPTED ──converted fully──▶ CLOSED
                 │                                                   │
                 └──Decline──▶ DECLINED        VOIDED ◀──Void───────┘
```

**Send** marks the PO as sent to the supplier. You can then [email it directly](https://www.accountfun.com/docs/guides/business-email/) from the PO, or deliver the **Print / PDF** copy yourself. **Accept** records that the supplier agreed to fulfil it. A PO can’t be voided once some of it has been converted.

## Convert to a bill

On a **Sent** or **Accepted** PO with a remaining balance, click **Convert to Bill**. Each line shows **Original Qty · Already Billed · Remaining · Qty to Bill**; set the quantity to bill per line and choose **Create Draft Bill** or **Create & Approve Bill**.

You can convert **partially** — bill part of the order when a partial delivery arrives, and bill the rest later. The PO tracks how much has been billed and auto-moves to **Closed** when fully converted. Voiding a bill that came from a PO releases its quantity back to the PO.

## Worked example: partial delivery

You raise **PO-0011** to a supplier for 100 units at $5 each ($500). They accept and ship 60 units immediately.

1. Open PO-0011 → **Convert to Bill**.
2. Set *Qty to Bill* = 60 (the other 40 stay at 0).
3. `Create & Approve Bill` → **BILL-0042** for $300. PO-0011 is 60% billed, still **Accepted**.
4. When the remaining 40 arrive, convert again → **BILL-0051** for $200. The PO auto-moves to **Closed**.

Each bill is a real posted payable; the PO just remembered what was left.