Create draft purchase orders from selected project items, then review each order before sending it to your supplier.
Use a project with Orders enabled. Legacy projects retain the separate purchase-order export workflow.
For each item you want to order, check its Product Name, supplier, ship-to destination, quantity, and designer pricing. A placeholder needs product details before it is ready to order. Items already assigned to an active purchase order are excluded from creation.
Step 1: Select Your Items
Open Products in your project and select the items you want to order. Open Bulk Actions, then choose Create Order.
Step 2: Review Order Details
Review Order details. Gather groups eligible items by supplier and ship-to destination, so one selection can create more than one purchase order.
Check any excluded items. Add missing product names, suppliers or ship-to information in the project before trying those items again.
Review each group's order details, then select Continue.
Review the supplier and ship-to groups before continuing.
Step 3: Choose Fields and Create Drafts
In Line fields, choose the item details to include on the purchase orders. Double-check the specifications before creating the orders.
Select Create 1 draft PO or the button showing the number of drafts to create. If Gather shows a confirmation, review it and confirm creation.
Open each created draft using its purchase-order link.
Choose the specification details to include on the draft purchase orders.
Step 4: Review the Draft
Check the supplier and delivery information, line items, quantities and pricing. Enter freight and supplier tax where applicable, and review the purchase-order preview before sending it.
đĄ Note: Purchase-order edits do not update the Product Board.
Changes made on the purchase order do not sync back to the Product Board. If an item's specifications need to change on both records, remove it from the order, update it on the Product Board, then add it back from the existing purchase order.
Use the order's Edit PO and Add items controls for this step.
See Update Item Specifications on an Existing Purchase Order for the steps. The Product Board's Create Order action starts a new order workflow.
Creating a draft is separate from sending the order to your supplier.
What happens next
Purchase order costs can contribute to Budget Actuals even when the order is still a draft. Keep item costs, freight, and supplier tax current. See Understand and Track Actuals.
When the order is acknowledged and products begin shipping, use Track Orders, Shipments, and Receiving.
Troubleshooting
Problem | What to check |
An item is excluded | Review the listed missing information or its existing purchase order. |
More than one draft is created | Check whether the selected items have different suppliers or ship-to destinations. |
Product Board pricing did not change | Purchase-order edits stay on the purchase order. |
You use a legacy project | Use the legacy purchase-order export. |