Purchase order fields explained

Learn more about purchase order fields. Only the Contact, Date, Order number and Description fields are compulsory. The rest are optional and help you keep track of your purchase order and improve communication with your supplier.

Purchase order fields

Image showing purchase order header fields

FieldDescription
Contact

Enter the name of the supplier you would like to order products from. If you enter a name that's not already a contact, Xero adds it to your contacts.

Date

This will default to today's date. You can change this.

Date entry shortcuts in Xero

Delivery date

Let your supplier know the date you expect them to deliver the product.

Date entry shortcuts in Xero

Later, you may want to add an expected arrival date.

Order number

Use Xero's default numbering sequence or change the automatic numbering sequence automatic numbering sequence to your own.

Reference

Choose a reference to suit your organisation or your supplier. Later, you may want to search for your purchase order using your chosen reference.

Theme

This field appears only if you have set up branding themes. Branding themes let you customise the appearance of your purchase orders.

If you've entered a default theme for your supplier, it automatically displays.

Currency

If you have a Business Edition plan with multi-currency, you can select a foreign currency that you've already added, or click Add currency to add a new one. You can edit the exchange rate if required.

If you've entered a default currency for your supplier, it automatically displays.

Amounts are

If your purchase order has GST, select either Tax Inclusive or Tax Exclusive. The only difference between these two options is whether your purchase order lines and subtotal include or exclude GST. Both options calculate the same GST amount.

Select No Tax if your purchase order doesn't have GST.

Xero won't include the GST in your purchase order in your BAS in Xero. The main reason for accounting for GST in your purchase order is so you can record the correct unit price.

Purchase order line fields

Click + Add a new line to add an item to your purchase order. Click the delete icon Image of the delete row icon. beside the line item to delete it.

Use the Tab key on your keyboard to move between the lines. You can drag and drop the item lines to reorder them.

Image showing purchase order line fields

FieldDescription
Item

Select an inventory item if you have inventory items set up for your organisation. Inventory items speed up data entry by automatically filling in purchase order fields with information you've saved against your inventory items.

Select + Add Inventory Item to create a new inventory item.

Xero won't include your purchase order in any inventory reports in Xero.

Add an untracked inventory item

Add a tracked inventory item

Description

Enter as much text as you'd like to describe the goods or services you're ordering. You can apply line breaks within the description field by using Enter. You can include description-only lines in your purchase order.

Quantity

Enter the quantity of items you would like to purchase.

Use Xero's inbuilt calculator to help you work out transaction amounts

Unit price

You can enter positive, negative or zero amounts but the overall purchase amount can't be negative.

Use Xero's inbuilt calculator to help you work out transaction amounts

Disc %

You may have a discount agreement with your supplier, if so, enter the discount percentage.

If you've set a default discount for your supplier, this doesn't automatically display in your purchase order.

Account

Select the account (from your chart of accounts) that you would like your purchase order coded to. If you have set up a default purchases account for your contact, Xero automatically fills in this field for you.

Default tax setting, account and tracking settings

Xero doesn't include your purchase order in the general ledger. The main reason for coding your purchase order to an account now is to save time when you copy your purchase order to a new bill.

Create a bill from a purchase order

Select Add new account to create a new account in your chart of accounts.

Tax rate

Xero's default for this field is the tax rate assigned to the account you've chosen for your line item. You can change this by selecting another tax rate from the drop-down menu.

Even if you haven't entered an account, you're able to enter a tax rate.

Xero won't include the GST in your purchase order in your BAS in Xero. The main reason for accounting for GST in your purchase order is so you can record the correct unit price.

Tracking

Tracking categories let you track the performance of areas of your organisation. A tracking column displays if you have set up tracking categories.

If you have set up a default tracking account for your contact, Xero automatically fills in this field for you.

Default tax setting, account and tracking settings

Xero won't include your purchase order in Tracking Summary reports. The main reason for coding your purchase order to a tracking category now is to save time when you copy your purchase order to a new bill.

Purchase order delivery address options

Xero lets you choose a purchase order delivery address. To see the delivery address options, click on Delivery Address in your opened purchase order.

Image showing options for delivery address.

FieldDescription
Add new address

Xero lets you create multiple delivery addresses which you can label.

Add one-off address

Enter address details and delivery instructions for just one purchase order.

Search from contacts

Select a contact if, for example, you want to send your ordered items directly to a customer.

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