What are Independent Purchase Orders?
Independent Purchase Orders are POs created directly from your Purchasing dashboard without going through the RFQ or quote process. Use independent POs when you already know the supplier, pricing, and terms, allowing you to skip straight to ordering.
When to Use Independent POs:
Direct purchases from known suppliers
Repeat orders with established pricing
Pre-negotiated contracts or agreements
Emergency or urgent procurement
Suppliers not using Quotable (offline orders)
Creating Independent POs
Step 1: Start New PO
Go to Purchasing in your menu and click +Create PO → Create Manually. The PO creation form opens.
Step 2: Enter Supplier Information
Select supplier from your Contact Book or enter new supplier details manually:
Supplier Company Name
Contact Person
Email Address
Supplier Address
Step 3: Add PO Details
Fill in Purchase Order information:
PO Number: Auto-generated or enter custom number
PO Date: Today's date or custom date
Delivery Date: When you need goods delivered
Payment Terms: Net 30, net 60, advance payment, or custom terms
Step 4: Add Line Items
Add products from your My Products catalog or enter manually:
Product Description
Quantity needed
Unit Price (from your negotiated pricing)
Total Amount (auto-calculated)
Add multiple line items as needed. Include services, shipping, or other charges.
Step 5: Add Delivery Details
Enter delivery information:
Delivery Contact Name and number
Delivery Email Address
Delivery Address (complete shipping location)
Special Delivery Instructions if applicable
Step 6: Add Notes and Attachments
Include special instructions, terms, or requirements in the notes section. Upload attachments like specifications, contracts, or reference documents (Most standard file formats supported).
Step 7: Send to Supplier
Click Create and Send PO. The PO is sent to the supplier via email with a secure link to view details.
What Happens After Sending
Supplier Receives PO
Supplier gets email notification with PO details and secure link to view the complete Purchase Order. They can view without logging in to Quotable.
Sales Order Creation
When supplier receives your PO, a Sales Order is automatically created in their account (if they use Quotable) with status Pending Acceptance. Supplier reviews and accepts to confirm they'll fulfill your order.
Order Creation
Creating an independent PO automatically creates an Order in your system. The Order groups all related documents (PO, invoices, delivery records, payments) for tracking.
PO Status
Your PO starts with status New. Status updates to Confirmed when supplier accepts, or Rejected if supplier cannot fulfill.
Independent PO vs PO from Quote
Independent PO (Direct Order)
Created directly from Purchasing dashboard
No RFQ or quote required
You enter all details manually (or from My Products)
Useful for known suppliers and established pricing
Faster for repeat orders
PO from Quote
Created by accepting a supplier quote
All details auto-populate from quote
Ensures pricing matches quoted amounts
Better for competitive bidding scenarios
Useful for new suppliers or products
Both create the same PO document type, choose the method that fits your procurement scenario.
Managing Independent POs
View All POs
Access your Purchasing dashboard to see all Purchase Orders. Filter by status (New, Confirmed, Rejected, Completed, Cancelled). Search by PO number, supplier name, or order details.
Track PO Status
Monitor PO progression from New → Confirmed → In Progress → Completed. Status updates automatically as supplier accepts, ships, and delivers.
Edit Before Acceptance
You can edit independent POs before suppliers accept them. Update line items, quantities, pricing, delivery dates, or terms as needed. Click Update to save changes.
Cancel if Needed
Cancel POs if requirements change or supplier cannot fulfill. Cancelling a PO automatically cancels related Sales Orders on supplier side.
Supplier Response
Supplier Acceptance
Supplier reviews your PO and either accepts (confirms fulfillment) or rejects (cannot fulfill). You receive notification of their decision.
If Supplier Accepts
Sales Order is confirmed on supplier side. Supplier proceeds with fulfillment, creates delivery records, and sends invoice when ready.
If Supplier Rejects
PO status updates to Rejected. You can edit the PO and resubmit with adjustments, or create a new PO with different supplier.
Benefits of Independent POs
Speed
Skip the RFQ and quote process entirely. Create and send POs in minutes for urgent procurement needs.
Simplicity
Direct ordering when you already know supplier, pricing, and availability. No need for competitive bidding.
Flexibility
Use for any purchase scenario, emergency orders, repeat purchases, contract-based procurement, or offline supplier orders.
Integration
Independent POs integrate with the same workflow as quote-based POs. Track deliveries, receive invoices, make payments, all connected.
Result
Independent Purchase Orders give you procurement flexibility. Skip quotes when you don't need them, order directly from trusted suppliers, and maintain complete tracking from PO through delivery to payment.
Tips
Use independent POs for repeat orders with known suppliers
Add products from My Products catalog for faster line item entry
Include complete delivery details to avoid fulfillment errors
Attach contracts or specifications for reference
Set realistic delivery dates based on supplier lead times
Use custom PO numbers if following your own numbering system
Independent POs create Orders automatically for tracking
Edit POs before supplier acceptance if changes needed
Cancel promptly if requirements change
Supplier acceptance creates Sales Order on their side automatically
Track PO status to monitor supplier confirmation