> ## Documentation Index
> Fetch the complete documentation index at: https://docs.planeconnection.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to Manage FBO Purchase Orders

> Create purchase orders for vendor procurement, track order status from draft through receipt, and manage line items and expected delivery dates.

This guide helps you create purchase orders for vendor procurement, track their status through the fulfillment lifecycle, and reconcile received goods against your inventory.

<Info>
  **Who should read this:** FBO managers, procurement staff, and inventory coordinators responsible for ordering supplies, parts, and products from external vendors.

  **Prerequisites:** At least one vendor must be configured in the vendor directory. See [Manage FBO Vendors](/en/how-to/fbo/manage-vendors) for vendor setup.
</Info>

<Info>
  The FBO module must be enabled for your workspace. Contact your workspace administrator if you do
  not see the FBO section in the sidebar.
</Info>

<Tip>
  Purchase orders flow through four statuses: **Draft** (being prepared), **Sent** (submitted to
  vendor), **Received** (goods delivered), and **Cancelled** (voided). You can only edit line items
  while the PO is in Draft status.
</Tip>

## Create a Purchase Order

<Steps>
  ### Step 1: Start a new purchase order

  Navigate to **FBO > Inventory** and click **New Purchase Order**. A form opens with an auto-generated PO number.

  ### Step 2: Select the vendor

  Choose the vendor from the dropdown. The vendor's contact information and address populate automatically from the vendor directory.

  ### Step 3: Add line items

  Click **Add Item** to add products to the purchase order. For each line item, specify:

  * **Product** -- select from the product catalog, or enter a custom description for items not yet in the catalog
  * **Quantity** -- the number of units to order
  * **Unit Cost** -- the per-unit purchase price from the vendor

  The **Total Cost** for each line item is calculated automatically (quantity x unit cost). The PO total updates as you add or modify line items.

  ### Step 4: Set the expected delivery date (optional)

  Enter the date you expect the vendor to deliver the goods. This date appears on the PO and helps you track overdue deliveries.

  ### Step 5: Add notes (optional)

  Enter any special instructions, shipping requirements, or internal notes about the purchase order.

  ### Step 6: Save as draft

  Click **Save** to create the PO in **Draft** status. You can return to edit it before sending to the vendor.
</Steps>

## Send a Purchase Order to a Vendor

<Steps>
  ### Step 1: Open the draft PO

  Navigate to the purchase order list and click the PO you want to send.

  ### Step 2: Review the line items

  Verify that all items, quantities, and costs are correct. You cannot edit line items after the PO is sent.

  ### Step 3: Send the PO

  Click **Send**. The status changes to **Sent** and the PO is locked for editing.
</Steps>

<Warning>
  Once a purchase order is sent, its line items cannot be modified. If you need to change the order,
  cancel it and create a new PO. Review all quantities and costs carefully before sending.
</Warning>

## Receive a Purchase Order

<Steps>
  ### Step 1: Locate the sent PO

  Filter the purchase order list by **Sent** status to find POs awaiting delivery.

  ### Step 2: Verify the delivery

  When goods arrive, compare the physical delivery against the PO line items. Confirm quantities and product condition.

  ### Step 3: Mark as received

  Click **Receive** on the purchase order. The status changes to **Received**. If inventory tracking is enabled for the ordered products, stock quantities update automatically.
</Steps>

<Note>
  For products with `track_inventory` enabled, receiving a purchase order increments the
  `quantity_on_hand` by the ordered quantity. See [FBO Point of Sale
  Reference](/en/reference/fbo-pos-reference#inventory) for inventory field details.
</Note>

## Cancel a Purchase Order

To cancel a PO that is in **Draft** or **Sent** status, open the purchase order and click **Cancel**. The status changes to **Cancelled** and no further actions are available. Cancelled POs remain in the list for audit purposes.

## Monitor Purchase Order Activity

Use the status filters on the purchase order list to review:

* **Draft** -- POs being prepared that need to be finalized and sent
* **Sent** -- POs submitted to vendors that are awaiting delivery
* **Received** -- POs that have been fulfilled
* **Cancelled** -- POs that were voided

If you want to identify overdue deliveries, check the **Expected Date** column for sent POs where the expected date has passed.

## Related

<CardGroup cols={2}>
  <Card title="Manage FBO Vendors" href="/how-to/fbo/manage-vendors">
    Add and manage the vendors that supply your FBO.
  </Card>

  <Card title="Use the FBO Point of Sale" href="/how-to/fbo/use-point-of-sale">
    Manage products and inventory that purchase orders replenish.
  </Card>

  <Card title="FBO Statuses" href="/reference/fbo-statuses">
    Purchase order statuses and lifecycle transitions.
  </Card>

  <Card title="Handle FBO Billing" href="/how-to/fbo/handle-fbo-billing">
    Manage invoices and financial transactions related to procurement.
  </Card>
</CardGroup>