Purchase Orders

A purchase order (PO) is a commitment to buy something from a vendor before the bill arrives. POs are how you track on-order inventory, lock in pricing, and check the bill against what you agreed to.

Creating a PO

Go to Purchase Orders in the sidebar and click + New PO. Pick a vendor, set the date, and add line items — description, quantity, unit price, optional inventory item tag. Save as draft, then Send to mark it as out to the vendor.

PO numbers are generated using your company's PO prefix from Settings → Company Info.

Lifecycle

Status	What it means
draft	Editing, not sent
sent	Vendor has it, nothing received yet
partially_received	Some line quantities have arrived
received	All quantities arrived in full
billed	Converted into a bill
closed	Done — no further activity expected
cancelled	Voided before completion

Partial Receive

When a shipment arrives, open the PO and click Receive. Enter the quantity received on each line — it can be less than the full quantity. The PO advances to partially_received until every line is filled, then flips to received. If you tagged lines to inventory items, the on-hand quantities go up at receive time (not at PO time — POs are commitments, not stock).

Convert to Bill

Once the goods are received and the vendor's invoice lands, open the PO and click Convert to Bill. Geekonomics creates a new bill pre-filled with the PO's line items and links them. The PO status becomes billed.

Three-Way Match

If bill approval is on, the bill's approval screen surfaces a three-way match warning when the bill amount or quantities don't match what was on the PO and what was actually received. The approver sees the discrepancy before posting — useful for catching duplicate billing or wrong unit prices before they hit the GL.

What's next

Bills — where the PO eventually lands.