How to Create a Purchase Order in Catalystk
A purchase order (PO) confirms what you are buying from a supplier – items, quantities, prices, GST and terms. With Catalystk's free purchase order software you can create a purchase order online in minutes: add the supplier, order date and payment terms, list the items with GST and HSN codes, then print or download the purchase order as PDF in a clean purchase order format, or email it to the supplier – free. Track every PO until the goods arrive with purchase order pending details.
- GST & HSN
- With / without price
- PO PDF
- Pending tracking
- Free
Before you start: add the supplier and the items once. Already have an approved request? Convert the purchase request to a purchase order instead.
Open Purchase Orders and click New Purchase Order
Every PO starts from the Purchase Orders list.
- 1
Go to Purchase → Purchase Orders
In the left menu, open Purchase and click Purchase Orders.
- 2
Click New Purchase Order
Click New Purchase Order and fill in the Supplier Information – name, contact and GST number.
Add the order date, type and payment terms
Set the commercial terms of the purchase order.
- 3
Fill in the PO details
Check the P.O. Number, set the Order Date, Follow Up Date and Payment Terms, and choose the Type – With Price or Without Price.
- 4
Add terms
Add Terms & Conditions and the Name of Purpose, and the shipping address if it differs.
Add the items and save
List what you are buying, with GST.
- 5
Add each item
Click + Add Item and enter the Qty, Price, Discount and Tax (with the HSN code). Free quantities can go in Free Qty.
- 6
Click Save
Click Save. Catalystk calculates the GST, sub total and total.
Print or email the purchase order PDF
Your PO looks like the sample at the top of this page.
- 7
Print or download
Click Preview or Print to get the purchase order PDF. Use Print Settings to choose what appears.
- 8
Email the supplier
Click Mail to send the PO. Need a change later? Use Revise.
Purchase order format – what to include
Catalystk adds all of these to every purchase order PDF.
| Part | What it shows |
|---|---|
| Your company | Name, address, GSTIN |
| Supplier | Name, address, GST number |
| PO number & date | The P.O. Number and Order Date |
| Items | Description, quantity, price, discount, GST and HSN |
| Totals | Sub total, tax and total |
| Terms | Payment terms and terms & conditions |
Track deliveries in the Pending Details tab of Purchase Orders – Ordered, Received and Pending for every item.
Tips for purchase orders
- Use Type “Without Price” when you send a PO without showing rates.
- Set a follow-up date to chase late deliveries.
- Use Revise for changes, so the supplier gets an updated PO.
- Check Pending Details to see which items are still to arrive.
Frequently asked questions
What is a purchase order?
A purchase order (PO) is the buyer's document that confirms items, quantities, prices, tax and terms with a supplier.
Can I add GST and HSN codes to a purchase order?
Yes. Each item has a tax and an HSN code, and Catalystk calculates the GST and totals.
Can I send a PO without prices?
Yes. Set the PO Type to Without Price.
Can I download a purchase order in PDF or Excel format?
Yes, as PDF – use Preview or Print. Pending items can be tracked in the Pending Details tab.
Can I email the PO to the supplier?
Yes. Click Mail on the purchase order.
How do I track what has been received?
Open the Pending Details tab in Purchase Orders – it shows Ordered, Received and Pending for every item.
Is the purchase order software free?
Yes. Purchase orders are part of Catalystk's free plan – create them online, nothing to download.
What's next: receive the goods – create a GRN from the purchase order.
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