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A Purchase Order (PO) is a formal, priced document you send to a supplier to request specific goods or services. Grow CRM’s Purchase Order editor works the same way as the invoice editor — line items, tax, discounts, terms, and notes — so if you already raise invoices in the CRM, the process of creating a PO will feel immediately familiar. Every PO is linked to a Supplier record and can be emailed directly from Grow CRM with a PDF attached.

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Statuses

Purchase Orders move through a lifecycle of statuses as your procurement process progresses. The table below describes each status and whether it is set automatically by the system or manually by you. Only the Sent status is set automatically — it is applied when you publish the order. Every other status transition is made manually using the Change Status action, giving you full control over how you track each order through your own process.

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Creating a Purchase Order

1

Go to Purchase Orders

In the left-hand navigation, select Purchasing → Purchase Orders.
2

Start a new order

Select New Purchase Order to open the creation form.
3

Choose a supplier and date

Select the Supplier you are ordering from and set the Date of the order.
4

Save and enter the editor

Select Save. Grow CRM immediately takes you into the order’s document editor, where you can build out the full details of the order.

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The Document Editor

Once inside a Purchase Order, the document editor lets you define exactly what you’re ordering and under what financial terms.
  • Line items — add one row per product or service. Each line item has a description, quantity, and rate. You can write a short or extended description per line. Choose your preferred tax mode:
    • Summary tax — a single tax total is calculated across the whole order.
    • Inline tax — tax is calculated and displayed per line item.
    • Discounts follow the same pattern: apply them per line item in inline mode, or as a single overall order discount in summary mode.
  • Adjustment — an optional flat amount (positive or negative) applied after tax has been calculated, with a label field so you can describe what the adjustment is for (for example, a delivery surcharge or a negotiated rebate).
  • Terms — your standard purchase terms. These are printed on the order and included in the PDF sent to the supplier.
Notes are for your internal use only. Whatever you write in the Notes field is never shown to the supplier on the document or in the PDF — it is visible only to your team inside Grow CRM.
Select Save Changes at any time to preserve your edits without leaving the editor. When you’re done, select Exit Editing Mode to return to the read-only view of the order.

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Publishing (Sending) a Purchase Order

When a Purchase Order is in Draft status, you can publish it to send it to the supplier. From the order’s document page, select the Publish action. Publishing does the following:
  • Emails the order to the supplier’s email address on file, with the Purchase Order PDF attached.
  • Automatically sets the order’s status to Sent.
Once an order has been published, use the Resend action (the email icon on the document page) to send the same order to the supplier again at any time — for example, if the supplier reports that they didn’t receive the original email.

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Managing an Order

After a Purchase Order has been created, a range of actions are available from the document page and the Purchase Orders list to help you manage it throughout its lifecycle.
Select the email icon on the document page to resend the Purchase Order to the supplier. This sends the same PDF and order details again without changing any content. Useful if the supplier missed the original email or needs a fresh copy.
From the document page’s Edit menu, select Download PDF to save a copy of the Purchase Order as a PDF file to your device. You can use this to file it externally, print it, or forward it manually.
From the Edit menu, open the Purchase Order URL to get a public link to the order. This link does not require the recipient to log in to Grow CRM, making it convenient to share directly with a supplier via email or messaging.
From the Edit menu, select Change Status and choose the new status from the list. Use this to move the order through its lifecycle — for example from Received to Invoiced once the supplier’s invoice arrives, or to mark the order Cancelled if it will not be fulfilled.
Select Edit Order from the Edit menu (or from the row’s action menu in the Purchase Orders list) to return to the document editor. From there you can update line items, tax mode, discounts, an adjustment, terms, or notes.
Pin any Purchase Order from the list page to mark it as important and make it easy to find again. Pinned orders are highlighted so they stand out in the list.
Delete a Purchase Order from the document page or from the list. Deletion is permanent — the order and all of its line items are removed from Grow CRM and cannot be recovered.