Inventory & Procurement
How to create a purchase order in Easedesk — step-by-step Procurement guide
Complete step-by-step guide to creating, editing, importing and managing POs in the Easedesk Procurement module. Includes prerequisites, common errors and best practices.
Quick answer
To create a purchase order in Easedesk, open Procurement from the sidebar, click "New Purchase Order", fill the required fields and click Save. The new record is immediately searchable and triggers downstream automations — accounting posts, notifications, approvals — based on the module's wiring.
Before you start
Before you create your first purchase order in Easedesk, make sure the following are in place. Skipping any of these usually causes validation errors at save:
- •Vendors added with PAN, GSTIN, bank details
- •Approval workflow configured (Settings → Approvals)
- •TDS sections enabled (TDS → Sections)
Step-by-step: how to create your first purchase order
Follow these 9 steps to create a purchase order in the Procurement module. Most users complete this in under 2 minutes once the prerequisites are in place.
Step 1 — Open Procurement → Purchase Orders
List view shows POs with status — Draft / Sent / Acknowledged / Partial GRN / Complete / Closed.
Step 2 — Click New PO
Pick the vendor → autocomplete from your master. Easedesk warns if vendor is past 30/45 days dues (MSME).
Step 3 — Add line items
Pick from product master (HSN auto-applied) or add free-text for one-off services.
Pro tip: Group similar items into one PO to get better discounts and reduce approvals.
Step 4 — Apply discount and shipping
Discount can be % or absolute, line-level or PO-level. Shipping/freight is a separate line for landed-cost accuracy.
Step 5 — Send for approval
Routes via Approvals based on PO value. Approvers can approve from mobile.
Pro tip: Add a comment justifying the spend — your approver sees it and signs off faster.
Step 6 — Issue to supplier
After approval, click Send. Easedesk emails the PO PDF + WhatsApp link. Supplier can acknowledge from the link.
Step 7 — Record GRN on receipt
When goods arrive, open the PO → Create GRN → enter received qty (defaults to PO qty). QC flow triggers if enabled.
Step 8 — Match vendor bill
Procurement → Vendor Bills → New → pick PO → upload bill PDF. Easedesk auto-extracts via OCR and matches against PO + GRN.
Step 9 — Schedule payment
After three-way match, click Pay → pick payment date + method (NEFT/RTGS/cheque). TDS auto-deducted; net payable computed.
What happens after you save a purchase order
Creating a purchase order in Easedesk is rarely an isolated event — the platform's strength is that data flows automatically to all the right places.
The following downstream modules are updated automatically when you save:
- •Inventory (GRN updates stock)
- •Accounting (PO commitment, bill recognition, payment)
- •TDS (deduction at payment)
- •Banking (vendor payment posting)
- •GST (ITC claim)
Bulk-importing POs from a spreadsheet
If you're migrating from another tool or onboarding historical data, you don't need to create POs one at a time. Easedesk supports CSV bulk import from the list view.
Click the Import button on the Procurement list page. Download the sample CSV template — it includes every supported column with example values and validation notes in the header row. Fill it in your spreadsheet of choice (Excel, Google Sheets, Numbers), save as CSV, and upload.
Easedesk validates every row before commit — invalid rows are highlighted with the specific error and skipped, valid rows are imported. You can also run a "dry run" to preview the import without committing. For very large imports (> 5,000 rows), the import runs as a background job and emails you a summary when complete.
Editing a purchase order
To edit an existing purchase order, click its row in the list view to open detail mode, then click the Edit button at the top-right. All changes are recorded in the Audit Log along with the user, timestamp, IP, and the before-and-after value of each changed field.
If the purchase order has been used downstream (for example, an invoice that has been paid, or a PO that has a GRN against it), Easedesk locks certain fields to preserve the audit chain. The locked fields are clearly marked, and you can usually achieve what you need via a reversal + fresh purchase order or by raising a credit / debit document.
Deleting or cancelling a purchase order
Hard-delete is intentionally restricted in Easedesk because business records have downstream impact and auditors need a complete trail.
If a purchase order has not been used downstream, you can hard-delete it from the kebab menu (•••). If it has been used, Easedesk will offer to cancel or void instead — the record stays in the database with a Cancelled status, but no longer affects reports or downstream modules.
Cancelled POs can usually be revived if needed — open the cancelled record and click "Reinstate".
Best practices when working with POs
Customers who get the most reliable results follow these patterns:
- •Maintain 3+ approved vendors per critical item — avoids single-supplier risk.
- •Use RFQ for any PO > ₹1 lakh — Easedesk's comparative statement justifies the chosen quote for audit.
- •Settle MSME suppliers within 45 days. Beyond that, the expense becomes disallowed under Section 43B(h).
- •Schedule monthly vendor scorecards (price, quality, delivery, response) — use for renegotiation.
Frequently asked questions
How do I create a purchase order in Easedesk?
Can I import POs from a spreadsheet?
Why is my "New Purchase Order" button disabled or hidden?
Can I edit a purchase order after creating it?
What happens if I delete a purchase order?
Can I undo a save?
Can I create POs via API?
How do I duplicate a purchase order?
Can multiple users edit the same purchase order concurrently?
Is there a mobile-friendly version of this workflow?
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