The quick answer
To create a purchase order in NetSuite, open Transactions → Purchases → Enter Purchase Orders, select your vendor, add the items and quantities, then click Save. Check the saved PO number, order lines, and status before moving on.
A purchase order records what you intend to buy and from whom. You’ll choose a vendor, add the items and agreed prices, then check the saved order before moving on. The screenshots use sample data and fictional person and operating-company names.
Before you start
Have an existing vendor and item ready, along with the quantity and agreed price. Your account needs the Purchase Orders feature enabled, and your role needs access to create and view purchase orders.
If you use OneWorld, check the subsidiary placing the order. Your form may require a location, classification, or custom field that isn’t shown in this example. Navigation labels and field positions can vary by role and form.
01. Open a new purchase order
Go to Transactions → Purchases → Enter Purchase Orders, the path shown in this walkthrough. Menu labels can vary by role. If you arrive at the purchase-order list instead of the entry form, choose New.
Check that you’re on a new Purchase Order form. If your account uses OneWorld, confirm the correct subsidiary. Review the transaction date before adding the order details.
02. Select your vendor and review the details
Choose the supplier in the Vendor field. In the recording, we select Test Company and add test order in the Memo field.
Pause to review the values your account fills in. Check the date, currency, terms, and subsidiary where applicable. A value that defaults from a vendor record still needs to be right for this particular order.
For a physical delivery, also check the ship-to address and any required receiving location. These details may appear on another subtab in your form.
03. Add an item and check the line
On the Items subtab, select the item you want to purchase. Enter or confirm the Quantity and Rate, then check the calculated Amount.
In this example, the completed line should read:
- Item: Test Widget
- Quantity: 1
- Rate: 100.00
- Amount: 100.00
Commit the line with Add when the form presents that button. Before saving, make sure the item appears in the order’s line list. Repeat for any additional items.
A useful last check: look for a duplicate line, an unexpected quantity, or a rate that came from an old default. If your account uses units, taxes, or line locations, review those too.
04. Save the purchase order and verify the result
Click Save and wait for the saved record to open. If NetSuite reports a required field or validation error, resolve it before continuing.
The recording ends on PO51, for Test Company, with a total of 100.00 and a status of Pending Receipt. Your PO number will be different.
Check the saved order
- PO number: the saved record opened and NetSuite showed a confirmation.
- Order details: the vendor, item, quantity, and amount are correct.
- Status: Pending Receipt means this order has lines still open for receipt. With approval routing, a newly saved order may instead show Pending Approval until it’s approved.
You can reopen the PO from the purchase-order list to confirm the record is there.
Common questions
Does saving the purchase order email it to the vendor?
Saving creates the purchase order in NetSuite. It emails the vendor only if the transaction is marked or configured for email, or an automation sends it. Check the PO’s communication settings before assuming the vendor received it.
Why does my order show Pending Approval?
Pending Approval means your account requires approval before the purchase order can proceed. That requirement may come from standard approval routing, a workflow, or another account-specific configuration. Follow your account’s approval process; this walkthrough’s Pending Receipt status doesn’t mean yours will be the same.
Does Pending Receipt mean the items are in inventory?
No. Pending Receipt means the order has items still expected to be received. Saving the PO doesn’t put them into inventory; that happens through the appropriate receiving transaction, such as an item receipt, depending on your account’s setup.
What’s the difference between a purchase order and a vendor bill?
The purchase order records what you intend to buy: the vendor, items, quantities, and prices. A vendor bill records the supplier’s invoice and the amount owed, subject to your account’s approval and posting rules. Saving a purchase order doesn’t create a bill or pay the supplier.