# Purchase Order The Purchase Order (PO) module streamlines and manages asset and service procurement within the organization. It helps eliminate manual errors, ensures compliance, and provides visibility across procurement workflows. Adhering to ITIL v4 principles, the PO module ensures that procurement activities support value co-creation, optimize risk and cost, and maintain compliance through standardized workflows and clearly defined responsibilities. Users with assigned roles can manually create purchase orders. The system supports customizable PO numbering, threshold-based approval workflows, vendor quote attachment, and order tracking. ## **How It Works** The PO module supports core workflows depending on whether the item is available in inventory or needs to be procured from a vendor. ### **Direct PO Creation by Authorized Users** Used when specific roles (based on RBAC) are permitted to add a Purchase Order from the PO module directly. ![PO Creation Workflow](https://8249392-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FE4mkwSP8a1BSD9BFNFav%2Fuploads%2FRszf0sX0gif5uJh97Ckq%2F0.jpeg?alt=media)
StepDescription
Create PO

A department user submits a request for an item (e.g., a laptop) via Infraon Request Management.

Users with privileges will create a PO using the "Add" option in the PO module.

PO CreationThe PO is generated manually based on request data. A unique PO identifier (customizable format) is assigned. Line items such as model, quantity, price, and delivery terms are added.
Approval Workflow

The PO follows an approval process based on threshold values (1-level and 2-level).

Example: ₹1L – Procurement Head; ₹5L – Finance Head.

Order ConfirmationAfter approval, the PO is shared with the vendor. The vendor acknowledges the order and provides delivery timelines.
FulfilmentThe vendor ships the item. IT/Procurement receives and verifies the asset and updates the asset system.
Invoice & PaymentVendor sends invoice → Finance team processes payment → Linked with PO record.
ClosureOnce the item is received and payment is made, the PO is marked as Closed in the system.
{% hint style="info" %} This is a configurable workflow within the Infraon platform for Purchase Order creation and processing. Users with the necessary permissions can later modify the PO workflow from the [**Workflow** ](https://docs.infraon.io/infraon-help/infinity-user-guide/infraon-configuration/infraon-automation/workflow)module. The workflow can be customized to include multiple approval levels, threshold-based approvals, and additional process elements as required. {% endhint %} ## **What Do You See on the Screen?** This page displays the complete list of configured Purchase Orders (POs) categorized by vendor and allows users to perform essential procurement-related operations. You can filter records, view order statuses, configure approval rules, and manage vendor-wise orders with relevant actions like add, edit, or delete. Basic Details **| Purchase Order**
LabelActionDescription / Example
SearchType search query

Use this to find a purchase order quickly.

Note: Type at least three characters to initiate the search.

FilterClick the filter iconUse advanced filter logic for PO records.

Fields: Purchase Order Name, ID, Vendor, Department, Description.
Conditions: in, not in, equal to, not equal to, contains, not contains.
Filter by DateSelect from the dropdownNarrow down POs based on time ranges.

Options include: Last 30 Days, Last 60 Days, Last 90 Days, Custom, etc.
Configure ApprovalClick to open the configuration page.Opens the Approval Rule Configuration. You can define role-based approval rules with thresholds and conditions for different user personas.
ViewToggle iconSwitch between Grid and Card view to see how the PO list displays.
Add Purchase OrderClick the button

Add a new Purchase Order. Two options:

1. Manual: Add each field manually.
2. Import: Upload a .CSV file to bulk import POs.

Vendor PanelClick on vendor name or "+" icon.

Vendors are required to associate a PO with a supplier, which ensures traceability of who is fulfilling the PO.

The left panel shows all added vendors. Clicking the “+” icon allows you to add a new vendor.

EditClick the pencil iconModify the selected Purchase Order details.
DeleteClick the trash iconPermanently remove the selected Purchase Order.
### **Customize Purchase Order ID** When this setting is enabled, the system allows users to define a custom purchase order ID structure. The format can be configured using prefixes, numeric values, and selected fields to align with business-specific naming conventions. This format is applied automatically during purchase order creation, ensuring each PO is uniquely and consistently identified. Example Formats: * \#PO-00001 * \#PO-PURCHASE-00002 * \#PO-2026-IT-0100 You can configure this from: Purchase Order → **Actions** → **Customize Purchase** **Order ID** ![](https://content.gitbook.com/content/E4mkwSP8a1BSD9BFNFav/blobs/nixZkwxyzVVpM3NArENW/Unknown%20image) or **System Configuration → Formatting → Purchase Order** Customize Purchase Order ID Format **| Field Reference** | Label | Action | Description / Example | | -------------------- | ------------------------ | ---------------------------------------------------------------------------- | | Preview Section | View-only | Displays a live preview of the generated PO ID based on the selected format. | | Prefix | Enter text manually | Define a static prefix for the PO ID. Example: PO. | | Custom Format | Click to add fields | Add dynamic components such as Text, Vendor, Department, or Year. | | Field Type | Select from the dropdown | Options include Text, Alpha Numeric, Random, Year, Department, and Vendor. | | Value / No of values | Enter or select | Define the value (for Text) or length (for generated fields). | | Add Field | Click to add | Add multiple fields to structure the PO ID. | | Number Type | Select from the dropdown | Define how the numeric sequence is generated (e.g., Auto Increment). | | Starting From | Enter a numeric value | Set the starting number for the sequence. Example: 1. | ### **Configure Approval** This option allows you to define dynamic approval workflows for POs based on predefined conditions such as role-based submission and amount thresholds. Approval rules are essential for ensuring proper financial governance aligned with organizational policies. #### **Add an Approval Rule**
1. Click **Configure Approval**. 2. Select a **User Role** (e.g., NOC Operator). 3. Enter the **Request Threshold** value (e.g., ₹5,000). 4. Add a condition for **Asset Value** (optional). 5. Assign the **Approver** for each rule. 6. Click **+ Condition** to add layered conditions (optional). 7. Click **+ Add More Rule** to create additional approval scenarios. 8. Save the configuration. This rule engine allows multiple tiers of approval, ensuring purchases are validated based on business-critical thresholds. ### **Add Vendor** * Click the **+** icon in the **Vendor** option on the top right corner. * The vendor creation form includes three tabs: **Organization Details**, **Address**, and **Representatives**. Refer to the table below for guidance on filling in each field. [Click here](https://docs.infraon.io/infraon-help/infinity-admin-guide/infraon-platform/vendor#add-vendor) to view a step-by-step guide.