Creating purchase orders (POs) allows you to buy materials or services needed for your operations. Katana enables you to generate POs manually, automatically, or in batches, tailored to your workflow.
If you want to purchase the manufacturing service of products from a contractor and track required ingredients, create an outsourced purchase order.
Create a purchase order
You can generate POs via a few methods:
Global “+ Create”:
Click + Create → + Purchase order
From an MO or Stock list, click + Buy at the end of the item’s row (optional last-step flow).
Tick “Add other missing items from the same supplier” if you want to bulk-add.
Fill out the purchase order
Fill the following fields (required fields marked with *):
Supplier*: Select existing or type to create a new supplier
Created date*: Defaults to today
Order #*: Auto-generated (e.g. PO‑1), editable
Order currency*: Default to supplier’s currency; multi‑currency available
Ship to: Choose destination if multiple locations exist
Expected arrival*: Date when goods should arrive
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
Tip: When using “By value,” Katana recalculates landed cost based on each item’s price share.
Note: If all items cost “0,” allocation is by quantity. For details, see the Additional Costs guide.
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).
Finalize & send
Once ready, click Print or Generate PDF.
To email the PO, click the ✉️ Email icon:
Send to, Cc/Bcc, Subject, Body (pre-filled).
Add at least one attachment (e.g. Purchase Order template).
Send and track status ("Sending", "Sent", or "Failed").
Monitor & update status
PO delivery statuses include: Not Received, Partially Received, Received - each affecting your inventory. You can later add additional costs or adjust as needed.
Quick summary
Initiate via + Create, MO, or Stock
Select supplier & dates
Add items (materials/products)
Optional: add costs, missing items, notes
Finalize: print/email
Track delivery status
Learn how to revert a purchase order
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