# Purchase Order Template

### **Module Guide: Purchase Order Template**

#### **Module Location**

#### Purchasing > Purchase Order > Purchase Order Template

#### **Module Objective**

#### The **Purchase Order Template** module is used to create and save templates or drafts for routine and recurring purchase orders (POs). By creating a template, you can significantly speed up the PO creation process for frequent purchases made to the same vendor for the same items, while also reducing the risk of input errors.

### **1. Main View (PO Template List)**

#### The main page of this module displays a list of all PO templates that have been created.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/W1himage.png)

#### **View Explanation & Filters**

#### This page is for viewing and managing all existing PO templates.

- #### **Filters**: You can search for a specific template by **PO Template Number**, **Item Category**, or **Active** status.
- #### **Template List**: The table below will display all templates that match the filters, with columns such as **PO Template Number**, **Vendor**, **Order By**, and **Status**.

#### **Button Functions**

- #### **New**: The primary button to create a new PO template.
- #### **Print**: To print the details of a selected template.
- #### **Change Status**: To change the status of a selected template (e.g., from active to inactive).

### **2. Steps to Create a New PO Template**

#### **Step 1: Create a New Template**

#### From the Main View, click the **New** button to open the template creation form. 

#### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ljNimage.png)

#### **Step 2: Fill in Header Information**

#### On the form that appears, fill in the general information that will become the standard for this template:

- #### **Vendor**: Select the supplier (vendor) to whom you will frequently send this order. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Oy4image.png)
- #### **Payment Term**: Set the standard payment term.   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/31kimage.png)
- #### **Notes**: Add standard notes that will always appear on the PO.   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/8BHimage.png)

#### **Step 3: Detail the Standard Items**

#### In the detail table at the bottom:

1. #### Click the **\[+\] Multiple Item \[-\]** link to add a row. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/x3zimage.png)
2. #### Enter the **Item Code**, **Qty** (the standard quantity usually ordered), and **Unit Price** that applies for this item from this vendor.
3. #### Repeat for all items you want to include in the template.

#### **Step 4: Save the Template**

#### After all data is filled in, click the **Save** button in the bottom-left section to save your PO draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/kfvimage.png)

#### **How to Use the Template**

#### To use a created template, find the appropriate template in the Main View, select it, and then there will most likely be a button or action (for example, under \[Change Status\] or a separate button) to **'Create PO from Template'**. This will create a new Purchase Order document in the **Purchase Order** module that is automatically pre-filled according to the draft you created. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Ffgimage.png)

### **Tips & Important Notes**

- #### Use this feature for all your **routine purchases** (e.g., monthly raw material purchases) to save time and ensure consistency.
- #### If there is a price change from the vendor, do not forget to return to this module and **update the price** in the relevant template.