---
title: "11 \u2014 Order from the Winning Vendors"
space: "Setup Guide"
url: "https://jmtradelink.com/setup/11-purchase-orders"
updated: "2026-07-13"
---

The deal is Won — the buyer's order is in. Now honour the other side of the bargain: place your orders with the vendors whose rates won the combination round. One click drafts a Purchase Order for every winning vendor, each one copied straight from that vendor's own quote — the rate you order at is the rate they promised, with a paper trail to prove it.

## Before you start

- Your costing's status is **Won** — the buyer's Sales Order is submitted, see [Price It, Quote It, Win It](/setup/10-quote-and-win). The **Purchase Orders** entry only appears on a Won costing.
- A winning combination is selected on the costing — that happened back in [Pull Rates & Pick the Cheapest Mix](/setup/09-combinations). The POs follow exactly those vendor picks.

One Purchase Order is drafted per winning vendor quote — never a mixed order:

```mermaid
flowchart LR
    combo["Selected winning combination\non the Won costing"] --> pick1["Ocean Freight pick\nMSC's quote"]
    combo --> pick2["Procurement pick\nrice mill's quote"]
    pick1 --> po1["Draft PO to MSC\nrate from their quote"]
    pick2 --> po2["Draft PO to the mill\nrate from their quote"]
    po1 --> audit["Each PO carries a link back\nto the vendor's Supplier Quotation"]
    po2 --> audit
```

## Steps

### 1. Draft the Purchase Orders

1. Open your Won costing from **Export Costing** in the workspace sidebar.
2. Click **Create > Purchase Orders** at the top right.

![Create menu open on the Won costing JMC-PI-26-001, showing the Purchase Orders entry between Requests for Quotation and Revision](/files/em-setupguide-11-purchase-orders__create-menu-purchase-orders.png)

**How you know it worked:** a green alert reads "Draft POs created: …" with the new order numbers, and you land on the Purchase Order list showing them — one draft per winning vendor, all in **Draft** status.

![Purchase Order list after drafting: the two new draft orders at the top — the rice mill's at ₹ 80,25,140 and MSC's at $ 16,750, both dated today — above older draft orders from earlier deals](/files/em-setupguide-11-purchase-orders__po-list-after-create.png)

The list opens filtered to orders that came from vendor quotes, so orders you typed in by hand elsewhere stay out of the way. Older deals' orders still show — the freshest ones sit on top.

Two messages can stop you here, and both mean the same thing — the system refuses to guess a vendor:

- *"Select a winning combination first — POs follow the selected vendors."* — no combination is selected on the costing; go back to [Pull Rates & Pick the Cheapest Mix](/setup/09-combinations).
- *"These picks have no Supplier Quotation behind them, so no PO can be drafted: …"* — the named cost heads were priced from a manual rate rather than a vendor's submitted quote, so there is no vendor to order from for them.

> **Careful:** the button does not remember that it already drafted orders. Clicking **Create > Purchase Orders** a second time drafts a *second* set. If that happens, delete the extra drafts from the Purchase Order list.

### 2. Review each draft

Open each new order from the list and check it before committing:

![Draft Purchase Order to MSC: company Navchetan Agro Exports, supplier MSC, and one Ocean Freight line of 10 at $ 1,675.00 totalling $ 16,750.00](/files/em-setupguide-11-purchase-orders__po-draft-msc.png)

What the draft already carries, without you typing anything:

- **Supplier** — the winning vendor from the selected combination.
- **Rate and currency** — copied from that vendor's quote: here 10 containers of ocean freight at the quoted $ 1,675; the rice mill's order reads 269.3 net MT at its quoted ₹ 29,800.
- **Quantity** — taken from the matching charge line on your costing, in the same unit the vendor quoted (containers, net MT, bags…).
- **Required By** — your costing's expected shipment date.
- If a vendor quoted different rates per loading port, only the row for the **winning port** is ordered.

### 3. Check the paper trail

The claim "traceable to the winning quote" is on the order itself. In the **Items** table, click the pencil icon on the line to open its details, then expand the **References** section:

![References section of the Purchase Order line, with the Supplier Quotation field filled with PUR-SQTN-2026-00114 — the vendor's winning quote](/files/em-setupguide-11-purchase-orders__po-item-supplier-quotation-link.png)

**Supplier Quotation** names the exact quote this order was built from. If a vendor ever disputes the price, the chain is three clicks long: costing → winning combination → this quote.

### 4. Submit when you are ready to commit

The orders are deliberately left as drafts — nothing has been promised to any vendor yet. When you are ready, open each order and click **Submit**. A submitted Purchase Order is your firm commitment to that vendor; until then you can edit quantities, add terms, or delete a draft without consequence.

## Where this goes next

Buyer's order in, vendors' orders out — the deal is fully committed on both sides. Time to move the cargo: [Run the Shipment](/setup/12-shipment).