Create a purchase order

Create a purchase order (PO) to get spending approved before a vendor bills you. You start a draft, add what you’re ordering, then submit it to an Admin.

Who can do this: Admin, Manager

Start the draft

In the sidebar under Finance, select Purchase Orders, then New PO.
Choose the Facility and Cost type: Project, Operating or Maintenance.
Enter a Title. It’s printed on the PO.
Choose the Vendor, or type a new name and add it.
For a project PO, choose the Project and, if you like, the vendor’s Bid. For a maintenance PO, choose Preventive or Reactive under Maintenance, and link a Work order if there is one.
Enter the Needed by date. Leave Payment terms blank to use the facility’s default.
Select Create draft.

The PO page opens. The PO already has its number, like KCP-2026-0001. The number stays with it, so a deleted or cancelled draft leaves a gap in the sequence.

If you see That PO number is already used by another facility, two facilities share a prefix. Ask an Admin to change it in PO settings.

Add the line items

Under Line items, select Add line.
Enter the Description, Qty, Unit and Unit price. The amount and totals update as you type.
Add more lines the same way. Use the trash button to remove one.
Check the Tax rate and enter any Shipping. The tax rate starts from the facility’s default.
Under Notes, add Notes for the vendor, which print on the PO, and Internal notes, which don’t.
Check Bill to, Ship to and Terms and conditions. These start from the facility’s PO settings, and you can change them for this PO.
Select Save in the bar at the bottom of the page.

To change the title, vendor, cost type, links, Needed by or Payment terms, select Details.

Submit it for approval

Select Submit for approval. Any unsaved changes are saved first. The PO needs at least one line and a total above $0.

The PO moves to Awaiting approval, and you can’t edit it unless you revise it.