How To Create A Purchase Order In Coupa

To create a purchase order, you need to first raise a requisition.

This walkthrough will guide you through the process.

STEP 1/17

Search the name of the supplier you would like to raise a requisition for in the search bar above.

STEP 2/17

Click 'Request' to open the requisition form for your chosen supplier.

STEP 3/17

Add a description of the goods or services you are requesting.

This description will be visible to the supplier so please ensure you provide a clear description of what you are purchasing.

STEP 4/17

Enter the price of the goods or services.

On this page, you can only one line to the purchase order. For example, each line on the purchase order should reflect each line on the invoice. If you have a multi-year contract, you should create the PO to cover the entire contract.

Additional lines can be added before you submit the PO for approval.

Please see our confluence page here for further explanation.

STEP 5/17

For goods-based purchases, please enter the quantity.

Please ensure that the quantity you enter directly reflects the amount that will be ordered. Make sure you do not enter a quantity of 1 if you wish to partially goods receipt.

STEP 6/17

Enter the date on which you expect to receive the goods or service.

Please note this does not reflect the date that the payment will be made.

STEP 7/17

Click 'Submit'.

STEP 8/17

Click here to review your basket.

STEP 9/17

Review the shipping address.

To edit the shipping address, click the magnifying glass.

STEP 10/17

Attach proof of price for your requisition. This should be clear documentation that shows the amount you are requesting.

For example: You could provide a quote or pre-invoice from the supplier.

If you are raising a blanket PO, please show your justification for the amount raised.

STEP 11/17

Review the billing information. The Checkout entity needs to match the Checkout entity on the invoice.

To edit the billing information, click the magnifying glass.

STEP 12/17

If you would like to add an additional line, click the box to select the line. If you do not need to add a new line, please skip through the next steps until step 17.

STEP 13/17

Click 'Copy' to add a new line. If you are not adding a new line, please click next to skip this step.

STEP 14/17

You can add a different description for the new PO line in this box if required.

STEP 15/17

You can edit the price of the PO line here.

If you need to change any other fields, please reach out to Procurement@checkout.com

STEP 16/17

Please click 'Save' to add the new line to the PO.

STEP 17/17

Click 'Submit for Approval'

You have submitted a requisition for approval. Once approved, a purchase order will be created and sent to the supplier. 

Once your requisition has been approved and you have received the goods/service, please create the goods receipt.