--- title: Purchase Order Management slug: neurons-for-itam/help/enu/latest/purchase-order-management createdAt: 2026-07-06T09:08:30.361Z --- :::ExpandableHeading ## Create and manage purchase order **To create a Purchase Order** 1. Open the **Purchase Orders** workspace and click **New**. 2. The **Requisition Number** is automatically generated. - Enter the **Purchase Order Number **if known; otherwise, enter it can be added later. 3. Enter data in **Submitted By**, **Date Submitted**, **Name**, and **Vendor** (required to associate contracts with line items) and then 4. Click **Save**. **Add Line Items to the Purchase Order** 1. Go to Line **Items** tab, select **New Line Item** from drop down and then select **Consumable**, **Hardware**, or **Software**. 2. Select the **Catalog Item**, if the item exists in the Product Catalog; fields will auto-populate, else enter data manually. - Consumables - **Item Name** - Hardware - **Item Name**, **Type**, and **Sub Type** - Software - **Item Name** (if applicable) 3. Enter **Quantity** and **Cost Per Unit**. The **Total Cost** is calculated automatically. 4. To Create asset or create consumable, select **Create Asset** or **Create Consumable** check boxes, if you want to create template asset records immediately. - When adding a hardware or consumable line item but asset or consumable records are not required, deselect the **Create Asset** or **Create Consumable** check box. After purchase, reopen the line item and enable the check box to generate the records in the appropriate workspace. - If the asset already exists, deselect the check box and manually link the line item to the existing asset from the **Assets** tab to track it without creating duplicates. - Starting with release 2026.2, the system groups consumables based on their asset subtypes. When you add an item that matches an existing asset subtype, the system groups it with items of the same subtype. You can receive partial deliveries and transfer stock in any quantity, and the system automatically updates quantities and locations to maintain accurate inventory. For more information, see [Handling Consumable Deliveries and Storage.](docId\:esWf4Nx_mrp7prZJYYdeb) - Prior release to 2026.2, when you buy the same consumables multiple times, the system makes a new record for each purchase instead of adding them together. The inventory shows multiple entries, transfers move one full record at a time, and the item does not show in the correct storage space. For more information, see [Limitation of Consumable Assets](docId\:atPan2AJ6nSCbxpWtGO9X). 5. For hardware, search for an existing **Contract** or create a new one. Only contracts associated with the selected vendor are available. Similarly, search for or create a **Contract line item**. Only line items linked to the selected contract are available. 6. Click **Save**. The line item is added to the **Line Items** tab, and contract line items appear under **Associated Contracts** tab. The purchase order appears under **Purchase Orders** tab for the related contracts, and any asset records created from the purchase order show the contract line item under the **Contracts** tab. 7. Add more line items to this purchase order as required. **Associated tabs** 1. Enter details in the other associated tabs as required: - **Vendor Details** – View vendor details here and click **Go to** to open the vendor record. - **Vendor Scorecards** – View or create scorecards for vendor performance on this order. - **Assets** – Link assets fulfilling this order. Linked assets display order details in the **Finance** tab of the **Hardware Assets** workspace. - **Invoices** and **Shipments** – Manage related invoices and shipments. - **Asset Requests** – Link any customer asset requests. These show order details under **Purchase Order** tab in **Asset Requests** workspace. - **Task** – Add and manage order-related tasks. Assign tasks to a team; status defaults to **Logged**, and notifications are sent to the team owner. Update status as progress occurs. Asset Administrators can manage tasks in the **Tasks** workspace. - **Journal** – Add emails or notes. - **Attachments** – Attach documents or include URLs (must start with https\://). - **Associated Contracts** – View contracts linked to catalog items and click **Go to** to open. - **Audit History** – Tracks changes to key order attributes automatically. 2. If you wish to add more line items later, click **Save**, or click **Submit**, if the order is complete. - After submission, the status changes to **Approved** and line items can no longer be added. Line items appear in the **Purchase Line Item** workspace. - After submission, if a **Purchase Order Number** was added, template asset records are created with status **On Order** and appear in both the purchase order **Assets** tab and the **Hardware Assets** workspace. - After submission, If no **Purchase Order Number** was added: template asset records are created only after entering the number and clicking **Save**. ::: ::::ExpandableHeading ## Limitation of Consumable Assets The system creates a new asset for each purchase of a consumable, even if the item already exists in stock. This prevents tracking the total quantity of a single item. For an example, if “USB two button mouse” is purchased three times with a quantity of 10 each, the system shows three separate assets of 10 instead of a combined total of 30. Stock transfers treat each asset individually, and consumables may not link correctly to storage spaces or appear under the **Consumables** tab. 1. Open the **Purchase Orders** workspace and click **New**. 2. Add a purchase line item for the consumable. For an example enter 15 in quantity text field. 3. Click **Submit**, and go to **Asset** tab and verify the created asset. 4. In **Take Delivery** quick action enter condition, location and storage space. :::Paragraph{indent="1"} Partial receipt of a PO line item is not supported; only full delivery can be recorded. ::: 5. Verify the consumable status changes to **In Stock** in status tab. 6. Click **Go To** to view the consumable asset. :::Paragraph{indent="1"} The asset is not linked to the storage space. ::: 7. Go to **Stock Management** tab, and select the storage space. :::Paragraph{indent="1"} The asset is displayed in the **Assets** tab and not in the **Consumables** tab. ::: :::: :::ExpandableHeading ## To set up an approval process By default, when you submit a new purchase order, its status changes to **Approved**. However, the Asset Administrator can configure the use of an approval process, so that the purchase order is approved only after the majority of the **Purchase Order Approvers** contact group has approved the item. 1. Click the :inlineImage[]{src="https://api.archbee.com/api/optimize/parib0MC3hVoUNdfQdnac/me-ATkIE-5GIWkU9SqV0h_configicon13x13.png" alt="Wrench icon Asset Administrators use to open the Configuration Console." caption size="10" width="13" height="13"} icon in the menu bar at the top of the page. The Configuration Console displays in a new browser tab. 2. In the left navigation, expand **Build** > **Global Constants**. Look for **ivnt\_PurchaseOrderThreshold** in the list. 3. Double-click in the **Value** column. Set the number to the number of members you'll assign in step 6 below, then click **Save**. 4. In the left navigation, expand **Configure** > **Users and Permissions** > **Groups**. 5. Double click the group called **Purchase Order Approvers**. 6. Under the **Member** tab, click **Link** and select the users you want on the approvers list. Click **Select**. 7. Click **Save** and close the Configuration console. Refresh the Purchase Orders workspace. Now, when you click **Submit** when creating a new purchase order, the status changes to **Under Review** and approval requests are automatically sent out to the appropriate people. When over 50% of the group has approved the item, the approval is completed and the status changes to **Approved**. For more information, see [Employees, departments, teams, and contact groups](docId\:W_NSXs4rdfB61gsaLd6az). :::