Purchase Orders

Navigate via Spend management → Purchase orders.

#Purchase Order States

State	Meaning
IN_DRAFT	Editable draft
APPROVED_ACCOUNTING_ENTRY_PENDING	Approved; finalising accounting entry
OPEN	Active and available for matching against bills
CLOSE_PENDING	Close in progress
CLOSED	Closed (no further matching)
CANCEL_PENDING	Cancel in progress
CANCELLED	Cancelled
RESET_PENDING	Being reset to a prior state

#Creating a Purchase Order

1. Click + Create purchase order
2. Fill in the header:
   • Vendor
   • Entity
   • Currency
   • PO date / expected delivery date
3. Add line items:
   • Description
   • Quantity, unit price
   • GL account
   • Tax code
   • Cost center / custom dimensions
4. Save the PO in draft, or submit it for approval

Once approved, the PO transitions through APPROVED_ACCOUNTING_ENTRY_PENDING to OPEN and is available for matching.

#Matching POs to Bills

When entering a bill, you can link it to a PO by setting the PO number on the bill. Light then tracks the matched amount against the PO's open quantity.

#Closing a PO

When all bills against a PO have been received (or the PO is no longer needed), close it from the PO detail view. It transitions through CLOSE_PENDING to CLOSED.

#Purchase Requests (PRs)

Purchase requests are a separate, upstream document used to request approval to buy. PRs live under Spend management → Purchase requests and, once approved, can be converted into POs. PRs are an optional workflow — companies that don't need a request layer can use POs directly.

#Related Articles

• Entering bills
• Bill approval
• Managing vendors