Purchase Order fields explained
Understand each field on a purchase order form and what information to enter.
Jul 11, 2026
This reference explains each field you'll see when creating or editing a purchase order in Usystems.
Header fields (top of the order)
| Field | Required? | What to enter |
|---|---|---|
| PO Code | Auto (or manual) | System auto-assigns a code, or you type a custom one. |
| Vendor | Yes | Choose the supplier you're ordering from. Must be a contact marked as a vendor. |
| Status | Auto | Starts as Draft, changes as you confirm and receive items. |
| Order Date | Yes (pre-filled) | Date you created or confirmed the order. Adjust if needed. |
| Expected Delivery Date | No | When you expect the goods to arrive. Helps track late deliveries. |
| Currency | Yes | Which currency the prices are in (e.g., USD, AFN). Controls exchange rates if applicable. |
| Notes | No | Internal reminders or instructions (e.g., "Deliver to warehouse B", "Call before delivery"). Not visible to the vendor unless you share it separately. |
Line item fields (for each product/service)
| Field | Required? | What to enter |
|---|---|---|
| Product / Service | Yes | The item you're ordering. Search by name or code. |
| Quantity | Yes | How many units you're ordering. |
| Unit | Auto | Based on how the product is defined (pieces, kg, box, etc.). |
| Unit Price | Yes | Price per unit. If you've negotiated a different rate, enter it here. |
| Line Total | Auto | Quantity × Unit Price. Calculates automatically. |
| Warehouse | Sometimes | If your company has multiple warehouses, specify where this item should be received. |
| Notes | No | Item-specific notes (e.g., "Red color", "Size small only"). |
Footer / summary fields
| Field | What it shows |
|---|---|
| Subtotal | Sum of all line totals (before any discounts or taxes). |
| Discount | Dollar amount or percentage off (if applicable). |
| Tax | Sales tax or other applicable taxes on the order. |
| Total | Final amount you owe the vendor (Subtotal ± Discount + Tax). |
Tips
- Vendor is critical: Make sure you've selected the right vendor, as it affects which warehouse the goods go to and which account is charged
- Expected Delivery Date: Helps you plan—Usystems can alert you if delivery is overdue
- Unit Price: Always double-check this matches your negotiated rate to avoid cost surprises
- Line Notes: Use these for special instructions about individual items (e.g., special color, packaging requirements)
- Currency: If you work with international vendors, ensure the currency matches their invoice
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