When is a PO created
Once a purchase request is approved it becomes a purchase order with a unique PO number. A PDF PO is generated automatically, which you can download or send directly to the supplier from Moss. All newly created purchase orders appear in the tab "Purchases" > "Open".
When is a PO PDF generated
Once the purchase order has been created, a PDF is automatically generated using the requester’s contact details and the address saved in the supplier profile.
If the supplier address is missing, the PDF is not generated and a warning is shown on the purchase order screen. The PO PDF can be generated manually once the supplier address has been added.
Once a PO PDF is created it can be re-generated in case of changes made to the purchase order (only Admins can edit a purchase order after approval).
Configuring your POs
Customising PO numbers
Organisations can configure PO numbering to align with their internal processes:
Custom Prefix: Set a prefix for all POs (e.g., "PO-2025").
Length of Prefix: Choose 3-12 alphanumeric characters.
Starting/Next Number: Define the starting sequence for PO numbers / what the next number generated should be.
Steps to configure PO numbers:
Navigate to "Settings" > "Accounts Payable" > "Purchase order" > "PO number format".
Enter a custom prefix and starting/next number.
Save the changes.
Adding a company logo to PDFs
To personalise PO PDFs, add a company logo:
Supported formats: HEIC, JPEG, JPG, PNG.
Maximum file size: 20 MB.
Steps to upload a logo:
Navigate to "Settings" > "Accounts Payable" > "Purchase order" > "Company logo".
Upload the logo file.
Save the changes. The logo will appear on all generated PDFs.
FAQs
Can I edit PO details after approval?
During ‘pending approval’ everything can be edited. Post-approval, only Admins can edit a Purchase Order.
What happens if duplicate PO numbers are generated?
The system prevents duplicates by maintaining a history log. If a conflict arises, you’ll be prompted to adjust the configuration.
Can approvers edit purchase request details before approving them to ensure the details of the PO is correct?
Yes.
Can POs be generated manually without a PR being submitted in Moss?
No, but it is something we are considering adding in the future.
We already have a system for generating POs and existing PO numbers. How can I continue the PO numbering in Moss?
You can choose the prefix and starting number for the next PO that will be created in Moss in settings.