# Issue a Purchase Order

After an RFQ evaluation is fully approved, a Purchase Order is created. You assign the Organisation PO ID (from your ERP or purchasing system) and send the PO to the supplier.

URL: https://www.procureflow.ai/docs/purchase-orders/issue-po



<Callout type="warn" title="Organisation-specific feature">
  This guide covers issuing a PO with an organisation-specific PO ID. It only applies to organisations that have this feature enabled.
</Callout>

<Callout type="info" title="Who can use this?">
  Available to <GuideRole>Procurement Buyer</GuideRole>, <GuideRole>Procurement Admin</GuideRole>, and <GuideRole>Admin</GuideRole>.
</Callout>

<Steps>
  <Step>
    Open the Notification Email and Click the Link [#open-the-notification-email-and-click-the-link]

    When a PO is created and requires your action, you will receive a system email from **ProcureFlow**.

    Click the link in the email to go directly to the Purchase Order page.

    <GuideScreenshot src="/docs/screenshots/purchase-orders/issue-po/01.png" alt="System email notifying you that a PO requires an Organisation PO ID: click the link to open the PO directly." caption="System email notifying you that a PO requires an Organisation PO ID: click the link to open the PO directly." />
  </Step>

  <Step>
    Open the PO requiring an Org PO ID [#open-the-po-requiring-an-org-po-id]

    The link opens the PO detail page. It shows all order information:

    * Supplier details
    * Line items
    * Related PR
    * The **Organisation PO ID Required** banner at the top right

    <GuideScreenshot src="/docs/screenshots/purchase-orders/issue-po/02.png" alt="PO detail page with 'Organisation PO ID Required' banner: supplier, line items, and totals visible" caption="PO detail page with 'Organisation PO ID Required' banner: supplier, line items, and totals visible" />
  </Step>

  <Step>
    Enter the Organisation PO ID [#enter-the-organisation-po-id]

    In the **Organisation PO ID Required** panel on the right side, enter your organisation's PO number in the **Enter Organisation PO ID** field.

    This is the PO reference number from your internal ERP or purchasing system (e.g., SCS-PO-2026-001).

    <GuideTip>
      **Tip:**

       Use your organisation's standard PO numbering format. The Org PO ID is what the supplier will reference on their invoice.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/purchase-orders/issue-po/03.png" alt="Organisation PO ID entered: ready to send to supplier" caption="Organisation PO ID entered: ready to send to supplier" />
  </Step>

  <Step>
    Click 'Save & Send PO' to send to supplier [#click-save--send-po-to-send-to-supplier]

    Click the **Save & Send PO** button. This does two things:

    * The PO is saved with the Org PO ID and immediately sent to the supplier via email.
    * The PO status changes to **Pending Supplier Acceptance**.

    <GuideScreenshot src="/docs/screenshots/purchase-orders/issue-po/04.png" alt="PO status updated to 'Pending Supplier Acceptance': supplier has been notified and will accept or reject the PO" caption="PO status updated to 'Pending Supplier Acceptance': supplier has been notified and will accept or reject the PO" />
  </Step>
</Steps>