Purchase order settings
To set up your purchase order numbering;
Click on 'Settings' and go to the company tab
Select Documents
Enter your purchase order prefix e.g. PO and the number that you'd want this purchase order to start at
Click on 'Save Changes'
Now that you've sent your prefix and number each
Note; You may want to start the purchase order numbering after the last purchase order you created in your accounting system. Once you start to use Coreloops for purchase orders and sync to your accounting system this may interrupt with the numbering you have set up in your accounts system.
Creating Purchase orders
To create a purchase order:
Head over to the documents tab in the navgation menu
Click on Add and the select "Create Document"
Now let's set up your purchase order.
Select the document type as purchase order.
Add line items ( Shift + N) and fill in the values for each line item
Enter the item description, quantity, unit and unit rate for each line item.
You can then set the VAT rate
You can set discounts to be applied before (recommended) or after VAT
You can link each line item to a specific project and cost code
Note: You can split this purchase order and allocate each or several line items to different projects and/or cost codes.
Update the issue date and due date if needed
Select the supplier you want to send this purchase order to.
Set Delivery Details
To set a delivery address and details
Navigate to the bottom of the page
Click on set delivery Delivery Address
Select from one of your saved addresses
Enter contact details & delivery instructions
Approve & Send Purchase Order
Finally, once you've completed the purchase order and it's ready to send to your supplier
Click on the approve button then click "Approve & Send"
Review or update the message to your supplier
You can choose to send a copy to yourself by checking the option.
Default Attachments on Purchase Orders
Terms and conditions and other default documents are now automatically attached to all purchase orders when sending. When you open the Send Purchase Order modal, you will see the attachments listed — you can remove any attachment or add new ones using the + button.
[Image placeholder: Screenshot of the Send Purchase Order modal showing the Attachments section with the purchase order PDF and T&C PDF listed, plus a + button to add more]
To configure which documents are attached by default, go to Settings → Documents → Attachments tab. Select the document type (e.g. Purchase Order) and upload your default attachment.
[Image placeholder: Screenshot of Settings → Documents → Attachments tab showing the default attachment listed for Purchase Orders]
Purchase Order Notes
Notes are now included on the purchase order PDF. When you create or edit a purchase order, the Notes section appears in the right-hand sidebar under the Information tab.
[Image placeholder: Screenshot of the purchase order document view showing the NOTES section in the right-hand sidebar, with the Notes Source dropdown set to "Use company default"]
You have two options for the notes source:
Use company default — Pulls in the default notes set in Settings → Documents → General → Purchase Order Notes. Any changes to the company default notes will automatically apply to future POs.
Custom — Enter a note specific to that individual document.
To set or update the company default notes, go to Settings → Documents → General and scroll to the Purchase Order Notes section. Update the Default Notes field and save.
[Image placeholder: Screenshot of Settings → Documents → General page showing the Purchase Order Notes section with the Default Notes text field]
If you have already created a purchase order and want to pull in updated notes, click the Refresh PDF button on the document view.
Searching for Suppliers and Contacts When Sending
When sending a purchase order by email, you can now search for suppliers or contacts directly in the To field. Type the supplier or contact name and select from the autocomplete dropdown — Coreloops will automatically populate the email address saved against that supplier or contact.
[Image placeholder: Screenshot of the Send Purchase Order modal showing the To field with a supplier search autocomplete dropdown listing matching suppliers and their email addresses]
Note: If a supplier does not have an email address saved, a No email warning will appear. Update the supplier's profile to add an email address before sending.