Recurring POs
Recurring POs are reusable purchase schedules for costs that repeat on a pattern. Once approved, they can issue purchase orders automatically on the schedule you set.
Where recurring POs fit
| Area | How recurring POs are used |
|---|---|
| Suppliers | Each recurring PO is tied to one supplier. |
| Approval Groups | The recurring PO itself must be approved before it starts issuing purchase orders. |
| Purchase Orders | Approved recurring POs create purchase orders from the saved schedule and lines. |
Create a recurring PO
- Go to Purchasing → Recurring POs.
- Click New Recurring PO.
- Enter the title or reference.
- Set the Start Date and End Date.
- Enter the frequency using the interval and unit fields.
- Choose the supplier.
- Choose the company.
- Choose the approval group.
- Enter the notes.
- Click Create Recurring PO.
- Open the recurring PO and add at least one line item.
- Save the line items.
Submit a recurring PO for approval
- Open the recurring PO.
- Review the schedule and line items.
- Open the record you want to submit.
- Choose the Approval Group if the action bar shows one.
- Click Submit For Approval.
Review or update a recurring PO
- Go to Purchasing → Recurring POs.
- Open the recurring PO you need.
- Review the schedule, status, next issue date, and generated purchase orders.
- Update the line items if the recurring PO is still in Draft or Rejected.
Delete a recurring PO
- Open the recurring PO.
- Click the delete action.
- Confirm the change.
Things to know
- The recurring PO is approved once, then it issues purchase orders automatically from that point.
- Each purchase order issued from a recurring PO is automatically approved — no further sign-off is needed. They go straight to invoicing.
- If the next issue date is already due when approval finishes, a purchase order is issued straight away.
- Recurring POs keep their own approval dashboard and history separate from normal purchase orders.