Does a purchase order create the supplier invoice?

No. Enter the supplier invoice when the bill arrives, using the order to check it. The order itself never posts.

Can I raise a purchase order to a fuel station?

Yes, any supplier. Fuel bought on credit is still recorded through Fuel Tracking with Payment Status Not Paid; the order is the rate agreement.

Docs · Quotes and orders · How-to

Create a purchase order

You will have a numbered purchase order to a truck owner or other supplier, with the agreed lines and total, that their invoice can later be checked against.

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A purchase order is the price you agree with a supplier before the work: a truck owner’s hire for a route, a workshop’s service, a parts order. It is created on the Purchase Order tab of Bookings › Quotes & Orders, takes the PO prefix from Settings › Invoice Settings, and uses the same form as the sales quotation with a supplier in place of the customer.

When the supplier’s bill arrives, the purchase order is what you compare it with before saving the Supplier Invoice.

Before You Start

The supplier exists under People › Suppliers with the right Supplier Type (Truck Owner, workshop, Autoparts and so on).
The tax rate on the supplier’s side exists under Settings › Tax Rates.
The Transport Purchase Order row in Settings › Invoice Settings has the prefix and start index you want (PO by default).

Steps

Open Bookings › Quotes & Orders, switch to the Purchase Order tab and click Add. The order number fills from the PO series.
Pick the Supplier and set the Date and Valid Until.
Leave Status as Draft and enter the supplier’s quote or your Reference No.
Add line items: Description, Billing type, Qty, Rate; Amount is calculated. For a truck hire, one line per route or per trip at the agreed rate.
Add an Adjustment for any agreed deduction, choose the Tax, and check Gross, Round off and Grand total.
Fill Terms and Conditions with payment terms and Notes, then save.
Print or share it to the supplier from the list row, and set Status to Confirmed when both sides agree.
When the supplier’s bill arrives, open Invoices › Supplier Invoice and enter it, checking the lines against the order. Attach the bookings the hire covered to the order so the list shows what it was for.

Fields On This Screen

Field	What to enter	Required
Supplier	The truck owner, workshop or vendor	Yes
Order number	Automatic, PO prefix from Invoice Settings	Automatic
Date, Valid Until	Order date and how long the agreed price holds	Yes / Recommended
Status	Draft or Confirmed	Yes
Reference No	Supplier’s quote number or your reference	No
Description, Billing type, Qty, Rate, Amount (line)	What you are buying and at what rate	Yes
Adjustment, Tax	Deduction or extra, and the tax rate	No / Recommended
Gross, Round off, Grand total	Calculated totals	Calculated
Terms and Conditions, Notes	Payment terms and remarks	No

What This Changes

The order appears on the Purchase Order list with Voucher No, Supplier, Date, Grand Total, Attached bookings, Reference No and Status.
Nothing posts to the books. The supplier’s Current Balance changes only when the Supplier Invoice is saved.
Attached bookings show on the order, linking the hire to the trips it covered.

Tips

Put the per-trip rate on the order even for a monthly hire; it makes checking the owner’s bill a line-by-line match.
Use the supplier’s own reference in Reference No so both of you can find the order by the same number.
For parts and services bought into stock, the Purchase Invoice under Invoices is the receiving document; the purchase order stays the agreement.

Frequently asked questions

Need Help?

Chat with the NShine ERP support team on WhatsApp at +91 79950 87755, or ask from inside the app. Last checked 9 November 2026 against app.nshineerp.com.