Create draft purchase orders from selected project items, then review each order before sending it to your supplier.
Watch the video: How to Turn Product Board Items into Purchase Orders in Gather
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.
Get Your Items Ready To Order
Before items can be pulled into the order system, they need three things: a Product Name, a Supplier, and a Ship To. Spreadsheet View shows all three columns at a glance. Product Name is the supplier-facing name, the one your vendor will recognize, so the Name field can stay general and client-friendly.
Set the ship-to for several items at once: select the items, open Bulk Actions, and choose Set Ship-To. Ship-to comes from your contacts list.
Decide which items are ready to purchase: this depends on how your team works. It could be an item status, or a custom product tag. For example, you can tag items "Ready to Order" and then filter by that tag before you select everything. See Product Tags: Create and Manage Them and Filter Items by Product Tags.
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. Items missing a supplier, ship-to, or product name, and items already on an open purchase order, are left out so nothing goes out incomplete. Add the missing 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. Image, product name, SKU, quantity, unit price, and line total are always included. Double-check the specifications before creating the orders, because the item details lock once the purchase orders are created.
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. It reminds you that edits on the purchase order won't sync back to the product board.
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
To adjust a draft with your real costs, export it, and mark it as sent, see Edit a Purchase Order and Mark It as Sent.
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. |
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