PO/OPO drafts allow you to draft potential purchases without affecting expected inventory and availability. Once a purchase is confirmed, it will move to an open PO/OPO and affect expected inventory and availability.
How to create a PO/OPO draft
There are different ways to create a PO/OPO draft, but the easiest is:
Open up the Buy screen and click + Draft order (from either the Purchasing or Outsourcing tabs).
This action opens a new PO/OPO draft card where you can input the necessary details.
Filling out the draft
The draft card includes the following fields (required fields marked with *):
Supplier*: Select existing or type to create a new supplier
Expected arrival*: Date when goods are expected to arrive
Created date*: Defaults to today
Order #*: Auto-generated (e.g. PO‑1)
This number is editable, but it must be higher than the default value, or the sequence will reset on the next PO.
Order currency*: Default to supplier’s currency; multi‑currency available
Ship to: Choose destination if multiple locations exist
Add line items
At least one line item is required; you can add materials or products (must have “Buy” enabled):
For each item, add:
Item*: Choose or type to create a material
Quantity* + UoM* (up to 5 decimal places)
Price per unit*: Defaults from item card
Total price: Auto-calculated
Tax: Choose applicable rate (manage, edit, create, and delete tax rates from Settings → Tax rates.)
Supplier item code (optional; requires barcode feature)
Internal barcode (optional; requires barcode feature)
Expected arrival (per line; optional override)
Add additional costs (optional)
If you incur extra expenses (e.g. shipping, customs):
Click Additional costs below the items table.
Enter:
Cost*: e.g. “Shipping”
Reference: any notes
Distribution method:
By value: distributes based on item price.
Non-distributed: cost stands alone.
Total price* + Tax
Add missing items
If you have negative or pending stock from the supplier, Katana will prompt:
Click Add them… at the bottom.
Preview missing items, then Add individually or in bulk.
Quantities auto-adjust to meet needed stock levels.
Add notes
Use the Additional info section to add internal notes, instructions, reference numbers, or hyperlinks (e.g. www.example.com).
Confirming the draft
Once the purchase has been confirmed, click the draft's status and Confirm the order. This action will then place the draft in the Buy screen's Open table. It will also allow you to receive the order.
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