Convert an Approved Requisition Into a Purchase Order

When you already know the supplier, you do not need to run a competition — you can turn an approved requisition straight into a purchase order. A purchase order (PO) is the formal, numbered order placed on a supplier: this is what we are buying, at these prices, on these terms. Converting carries the requisition’s items across so you do not re-key them. It is still only a commitment — no money moves on a PO; the ledger waits for the goods receipt.

Who / when: the procurement officer converts a requisition the moment it is approved and the supplier is already decided — a routine reorder from your usual vendor, or a requisition that named a preferred supplier you are happy with. We will follow Ngozi the procurement officer, taking an approved requisition through to a live order.

1. Procurement officer — open Procurement → Requisitions and open the requisition you want to order. It must be in the Approved state (see Raise and Approve a Purchase Requisition); a draft or pending one cannot convert.
2. Procurement officer — press “Convert to PO”. Veona pre-fills the Supplier from the requisition’s preferred supplier if it had one — change it to whoever you are actually buying from.
3. Procurement officer — set the Payment Terms and confirm the Currency, then press “Convert”. Veona raises a purchase order against that supplier, carrying the requisition’s item lines across, and stamps the new PO number back onto the requisition (its status becomes Converted, with Converted To showing the PO).

Note

The purchase order itself lives in the Stock module, because that is where it is received and tracked against on-hand. From here you manage it under Stock → Purchase Orders (the list of open and historical orders). Converting from a requisition and awarding an RFQ both produce the same kind of stock PO — the difference is only how you chose the supplier and price.

Tip

If you want to compete the price across several suppliers before committing, do not convert — raise a request for quotation from the requirement instead and award the best quote; see Run an RFQ and Award the Winner. Convert when the supplier and price are already settled; run an RFQ when they are not.

What happens next

You now have a live purchase order on the supplier. The next event in the chain is physical: the goods arrive and are received into stock. That goods receipt is the first step that touches the general ledger, and it is also what the supplier’s invoice will be matched against. Continue with Receive the Goods Against the Order.

Follow the trail

• Previous: Raise and Approve a Purchase Requisition
• Next: Receive the Goods Against the Order
• Related: Run an RFQ and Award the Winner · Keep a Signed Stock Movement Ledger