> ## Knowledge Base Index > Fetch the complete knowledge base index at: https://help.chrisp.chat/sitemap.xml > Use this file to discover available pages before exploring further. > Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash). # Purchase Orders # What's a purchase order? A **Purchase Order request** is used when an employee needs to **make a purchase or an order request on behalf of their company.** It is a request, often with a quote attached, that is used to inform the cost center owner so that the purchasing process can be started. Once the purchase order request has been **made** and has **passed** the **approval** **process**, a purchase order is **created**. Then, the Requester sends the **confirmation** to the **supplier**, including the **purchase order number.** Once the **order** is **shipped**, the supplier sends an **invoice** for the goods or services to be paid. The purchase order number will be used for the **3-way match** by the finance team when receiving the invoice. [![](https://storage.crisp.chat/users/helpdesk/website/-/8/2/d/7/82d7964e5abfc000/5eacc982-fc36-4283-ae96-6369ae_16b0y40.png)](https://downloads.intercomcdn.com/i/o/338875649/05fa6244bc2d77b91aa56b26/Approve+PO+-+EN+-+%C2%A3.png?expires=1777572900&signature=be0a5ca22310605db7444a0f7de93babd4e613bfdc87b80e395e99a8460bf1f7&req=dyMvHs57m4VWFb4f3HP0gG28JZWImEfDHFxnXMTHpVqhUZtowtN2V4PI%2FyZr%0AB4jHuUbt0ZiIMF%2BKog%3D%3D%0A) # Submit a Purchase Order Account Owners and any member with a Requester role can submit a Purchase Order on Spendesk. * Click on the **New request** button. * Select the **Make a Purchase request** and then **Request a Purchase Order.** * **Upload your document:** we support .JPG, .PNG, and .PDF files, you can upload several of them at the same time. Max size : 10 MB. * Once you've filled out the required information and are ready, click on the "**Confirm my request"** button. * Your Purchase Order request will be either **validated automatically or by an approver** (depending on your [approval policy](https://helpcenter.spendesk.com/en/articles/4067237-understand-your-approval-policy), which is explained in your **Profile** under your personal information). # Where to find Purchase order requests to approve As a requester, go to **Requests** to view your POs pending approval. Your approvers can find this request under **Requests > To approve** or in **Requests > All**. Once approved, a Purchase Order is created, you'll find it: * in the **Purchase Orders** tab as a Requester. * in the **Commitments > Purchase Orders** tab as a Controller. # Purchase order status ## What's the status of the Purchase order? An open Purchase order can have the following status: * **Waiting for delivery:** if current date < end date * **Late invoice:** if current date > end date & no invoice is attached to the PO * **Partially billed:** at least 1 invoice attached & amount billed (sum of invoices attached to PO) is less than PO amount * **Billed:** at least 1 invoice attached & amount billed (sum of invoices attached to PO) is equal to PO amount * **Overbilled:** at least 1 invoice attached & amount billed (sum of invoices attached to PO) is higher than PO amount # Itemisation in PO requests Customers on Scale+ plans, in all regions can now list items & quantities in their PO requests to make them more readable & error-proof, ready to generate a clear Purchase Order PDF. This helps avoid purchase order delays & gives Finance the information they need to approve upfront. The Budget Owner can now view the individual items in a purchase order request to manage everything correctly. [![](https://storage.crisp.chat/users/helpdesk/website/-/9/b/3/3/9b330f62d0e6a000/b481b691-59c6-4716-b486-df2b35_1lb2cc3.png)](https://downloads.intercomcdn.com/i/o/1160883243/3b5102752711a4541fb9bd44/Capture+d%E2%80%99e%CC%81cran+2024-08-28+a%CC%80+11_57_37.png?expires=1777572900&signature=e59e3123c0e5588346eecc49ff92113136129222afeeeec5a014e739064554e3&req=dSEhFsF2noNbWvMW1HO4zU1b3rZt8R7VMvQw5H3DoBWrT8KLJlJfgoVgRQ6t%0AvGlq%2B4o%2F9Rn%2Fjfg2HM0%3D%0A) # Download a Purchase order You can create a purchase order PDF proof, by clicking the "**Create a PDF**" button, when selecting a PO. This PDF will take into account your line itemisation. It will be viewable at all times, alongside the quote and the invoices. [![](https://storage.crisp.chat/users/helpdesk/website/-/e/f/8/7/ef872a1b1bf1b800/ad214de8-29e2-4f0b-af5f-5ac538_1r76sdv.png)](https://downloads.intercomcdn.com/i/o/1173760708/2dc981112d501f690dd10c89/Screenshot+2024-09-06+at+11_22_03.png?expires=1777572900&signature=765f52636d402e6fa5f875251fea7bce124ade062ccf723b8229d292ae19a61e&req=dSEgFc54nYZfUfMW1HO4zVYEdzYj1JZgZ4RBzSK35d3O70mKXlXl6b706svN%0AK8UJrN%2FCo7LjrLgT4f4%3D%0A) # Customize Purchase Orders Spendesk Procurement allows you to customize purchase orders for your business needs. To do so, navigate to Expenditures > Purchase orders > Settings. * **Company Logo** - Upload a logo for your PO PDF **Footer text** - Customize comments & specific instructions for every PO [![](https://storage.crisp.chat/users/helpdesk/website/-/1/9/b/b/19bb643cff8ada00/202c75a7-1644-4401-8451-d96748_173mtd2.png)](https://downloads.intercomcdn.com/i/o/dqepe2ly/1426017099/8b9998afe533d02e76aeccccfcd7/image.png?expires=1777572900&signature=54bcd7da7faab8791fa5db39958803df70037e34c6ea8fab4a46e494d5eac4e8&req=dSQlEMl%2FmoFWUPMW1HO4zbtMa6B9oIobfgw9wE9K7RfHUabSdCG%2BsbYWAnWi%0AzfUr%0A) All this information will be pre-fill on any PO PDF, PO owner can still edit it for any specific needs. On PO PDF, Billing Address and Shipping Address are customizable and you can add your Spendesk Billing Contact (inbox email) on your PO PDF. # Send PO PDF to supplier You can now send PO PDF directly to the supplier contact's email inbox. On PO PDF panel, check the box "Send to supplier" and click on "Create PDF". A modal will appears that allow to enter the supplier contact email address, a customizable object and message. When the PO PDF is sent to the supplier, you have a new tag "Sent to supplier". [![](https://storage.crisp.chat/users/helpdesk/website/-/c/e/6/b/ce6b8d4d30819000/82fa55d6-a0e5-40c7-bad3-4ca409_q9iks1.png)](https://downloads.intercomcdn.com/i/o/dqepe2ly/1426023772/aba3256174196a0c35b05af1e8e5/image.png?expires=1777572900&signature=8db786f6993a00d070290f5e3cf0656bc462a1a2837bde08238edd8194851aaf&req=dSQlEMl8noZYW%2FMW1HO4zdFzGkbL%2FWVSYEfPdEk0DzLLitFDk0ExK0%2Fi%2BdBV%0AKkw0JTOMMBlBW4rXyLk%3D%0A) ## PO PDF Data Here are all the information you'll find on the PO PDF. * **PO Number** - automatically generated by Spendesk (not customizable currently) * **PO Generation Date** - automatically filled at PO PDF Creation * **Bill to** - Your company name, your company address (editable) * **Supplier section** - supplier name and supplier address (editable - not automatically currently, improvement planned in Q1 2026) * **Description** - PO description filled by the request (editable, can be replace by an external Description for the supplier) * **Shipping Address** - default value is Billing Address (editable, can be replaced by any other shipping address) * **Expected delivery of goods or services** - automatically filled with purchase order start date/end date * **Comments & specific instructions** - for any other comments or instructions you can use this section. If you want to set default comments & specific instructions you can go to Purchase Orders>Settings and set a default text. * **Billing contact** - automatically filled with your Generic Spendesk Inbox email address (can't be edit) # Edit PO After Approval ## Overview The Purchase Order Edit feature allows you to modify approved Purchase Orders when changes are needed, eliminating the need to delete and recreate POs. This feature comes in two versions: * **Version 1**: Direct editing by Controllers/AOs without re-approval ## How It Works ### Controllers and Account Owners can: * Click "Edit PO" in the Purchase Orders section * Make changes to fields like amount, dates, cost center, and description [![](https://storage.crisp.chat/users/helpdesk/website/-/5/2/f/3/52f314af6406a800/9d55ff7c-dabf-4e1b-b05f-569c49_ki4iwx.png)](https://downloads.intercomcdn.com/i/o/dqepe2ly/1603738688/c3771c9d8006142ef1119fd50063/image.png?expires=1777572900&signature=583aacfd2052c3e72b792f76a9544a88612945bdd9b9b652982abdac5a11d7a7&req=dSYnFc59lYdXUfMW1HO4zTjyYw7nocHRZ77lhiiUXCVK6gsg8muK1xhqwpm1%0AfMIykkXFMExrrEVVSt0%3D%0A) ## What It's Not **Cannot modify:** Supplier information, and the original PO number is always maintained. ​ ​**Cannot edit** POs that are fully invoiced, closed, or have line items already linked to invoices or delivery notes. ​ The total PO amount cannot be reduced below already invoiced amounts, and quantities cannot be less than already invoiced or receipted amounts. ​ Direct edits by Controllers/AOs bypass approval controls and should only be used for minor corrections, not significant changes affecting budgets. ​ ​**Cancel a Purchase Order** You can cancel a PO as long as no invoice is attached. # Close a Purchase order You can close a PO as long as **all attached invoices are paid.** It's possible to assign several invoices to a PO but not several POs to an invoice. To close a purchase order, go to the **Commitments > "Purchase Orders"** tab, select the purchase order you wish to close, scroll down the main page and click the button to close it. Sometimes, the "End this purchase order" button is hidden when you scroll down the purchase order details, so you need to scroll down the main page after clicking on a purchase order. It is possible to close a partially invoiced purchase order only if the associated invoices have all been paid. This can be the case when the amount of the invoices is lower than the amount of the original purchase order.