> ## Documentation Index
> Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Create and Manage Purchase Orders
> Use purchase orders to request inventory from vendors, receive what arrives, and keep accounting aligned with the vendor bill.
## Where Purchase Orders Live
Go to **Purchasing** to review open POs, search by vendor or PO number,
filter by status, and create new purchase orders. Each row shows the PO total,
item count, invoice state, and receiving progress so purchasing can see what still
needs attention.
## PO Statuses
* **Draft**: the PO exists, but it is still being prepared or is waiting for approval.
* **Open**: the PO is ready to send to the vendor and can receive items.
* **Processing**: at least one item has been received, but more quantity remains open.
* **Fulfilled**: all ordered quantities have been received.
* **Cancelled**: the PO was stopped before any receipts were recorded.
* **Closed Short**: part of the PO was received and the remaining quantity will not arrive.
## Create a Purchase Order
1. Go to **Purchasing**.
2. Click **Create PO**.
3. Search for the vendor account.
4. Select the vendor.
5. Click **Create PO**.
6. Arcus opens the new PO detail page so you can add items.
**Start from a vendor account when that is faster**
Vendor account pages can also start purchasing work. Use that path when you are already
reviewing a supplier and want the new PO tied to that vendor immediately.
## Use the PO Detail Page
The PO detail page is where purchasing, warehouse, and accounting meet. The header shows
the PO number, status badges, document actions, edit actions, receipt actions, and the
receiving progress bar.
## Add Items
1. Open the PO detail page.
2. Click **Add Item**.
3. Search the vendor-linked product catalog.
4. Select the product.
5. Enter the quantity.
6. Review the unit cost and line total.
7. Click **Add Item**.
**Buy components, not kit parents**
If the product is sold as a kit, buy the component products from the vendor. Receiving
a kit parent would hide the actual components that need stock, cost, and fulfillment history.
## Receive Items
1. Open an open or partially received PO.
2. Click **Receive Items**.
3. Select the receiving location.
4. Enter the quantity received for each line.
5. Choose a bin when bin tracking is enabled for the entity.
6. Enter required serial numbers when the product is serialized.
7. Choose whether Arcus should create the vendor bill automatically.
8. Click **Receive Items**.
**Receiving changes inventory value**
Receiving a PO increases on-hand inventory at the selected location and creates the cost
history used by inventory value and margin reporting. Confirm the location, quantity,
serials, and cost before submitting.
## Vendor Bills and Accounting
When received goods arrive with an invoice, create a vendor bill from the PO or let Arcus
create one during receiving when your entity settings allow it. The bill stays connected
to the PO so AP can review what was ordered, what was received, and what the vendor is
asking you to pay.
* **Awaiting Invoice**: received quantities exist, but no vendor bill is linked yet.
* **Invoiced**: a vendor bill has been created for the PO.
* **Payment**: payments happen from AP and Bill Pay, not from the PO detail page.
## Approval Locks
Some entities require approval when a PO exceeds a purchasing threshold. While approval is
pending, Arcus locks editing, vendor email, receiving, and cancellation actions so the PO
cannot change after it was submitted for review.
* **Approve PO**: available to users with purchasing approval permission.
* **Reject**: requires a reason and returns the PO to the creator for correction.
* **Withdraw for Revision**: lets the creator unlock a pending PO and edit it again.
* **Self approval**: creators cannot approve their own PO when manager approval is required.
## Cancel or Close Short
Use **Cancel PO** only before anything has been received. If any receipt has
already been recorded, use **Close Short** when the vendor will not ship the
remaining quantity. That preserves the receipt history and closes only the open balance.
## Common Blocks
* **Create PO is unavailable**: confirm you have purchasing permission and selected an active vendor account.
* **A product is missing from Add Item**: confirm the product is linked to that vendor and is active.
* **Unit cost looks wrong**: review vendor purchase rules, quantity breaks, and whether the product has a default vendor cost.
* **Add Item is blocked**: the PO may be awaiting approval, cancelled, fulfilled, or locked by status.
* **Receive Items is blocked**: add at least one item, wait for PO approval, or reopen the buying decision before receiving.
* **Quantity cannot be received**: reduce the receive quantity to the remaining open quantity unless your settings allow over-receipt.
* **Serial fields appear**: the product is serialized, so every received unit needs a unique serial number.
* **Create Vendor Bill is blocked**: receive at least one item before creating the bill.
* **Cancel PO is blocked**: receipts already exist. Use Close Short instead.
* **Email to Vendor is blocked**: the PO may be pending approval or the vendor contact details may need correction.
## Related Articles
Follow the full PO, receipt, vendor bill, and payment workflow.
Record vendor bills, approve them, post them, and track AP aging.
Pay open vendor bills by check, ACH, ACH file, wire, or cash.
Track stock, locations, reorder points, and inventory movement history.
Send returned or defective stock back to suppliers for credit, warranty review, or replacement inventory.