Create a Purchase Order

Introduction

This video shows how to create a purchase order in Einsys from the Procurement page.

Einsys lets you create purchase orders for suppliers, choose the correct currency, add order details, attach supporting files, and send the purchase order directly by email.

Purchase orders can be created using products from Inventory or as Free text order lines for services, custom items, or anything that does not need to be selected from stock.

What the video shows

1. Open Procurement.
2. Review the purchase order currencies available in your account.
3. Einsys includes common currencies such as Euros, Pounds, and US Dollars, and additional currencies can be added if your business needs them.
4. Click Add PO to create a new purchase order.
5. Choose the supplier from Contacts.
6. The supplier's accounting email is prepared from the supplier details, so the purchase order can be emailed once it is created.
7. Add the purchase order details, including issued date, due date, purchase order series, purchase order number, status, and description.
8. Attach files if supporting documents need to be sent with the purchase order.
9. Add order articles.
10. Search and select a product from Inventory when the purchase order is for an item already managed inside Einsys.
11. When a product is selected from Inventory, product information can be carried into the order line, helping keep the purchase order connected with the item record.
12. Use Free text when the order line is for a service, custom item, or anything that does not need to be pulled from Inventory.
13. Add the description, price, units, VAT option, VAT rate, and any additional line notes.
14. Review the subtotal, VAT, and total.
15. Click Create.
16. The supplier receives the purchase order by email, together with any attached documents.

Why this matters

Procurement in Einsys helps teams create and send purchase orders from one connected workflow.

Instead of preparing supplier orders manually, teams can choose a supplier, add products or free-text lines, attach supporting documents, and send the purchase order directly from the system.

Using inventory items helps keep product information connected to procurement activity. Free-text lines give flexibility for services, custom purchases, and one-off supplier orders.

Purchase order documents can also be personalised from Settings and Document Settings. Businesses can add their logo, purchase order terms, and conditions so every PO sent from Einsys reflects their company information.

This keeps procurement clearer, faster, and easier to track from the same operational platform.