Does a purchase order affect my profit and loss?

No, a purchase order is a commitment, not a cost. It does not appear in your Profit and Loss or Balance Sheet. Nothing posts to your accounts until you add a creditor entry after converting the order to a bill.

Why is my bill date wrong after converting an order?

Conversion always sets the bill date to today, not the order date. You must open the bill in Purchases and change the date to match the supplier's paper. If you leave it, the cost may land in the wrong month.

Can I edit a purchase order after converting it to a bill?

No, a converted order cannot be edited, cancelled or deleted. The buttons are hidden because the bill was copied from those lines. If you need to make changes, correct the bill or raise a new purchase order.

App guides · Purchase Orders

How to raise a purchase order in Orbit

Name: Orbit Finance
Price: 249.00 MYR

A purchase order is a written commitment to a supplier, not a cost. It records what you ordered before anything moves. To use it, press New PO, add the supplier and items, then save. The order stays a Draft until you send it. It posts nothing to your accounts until you convert it to a bill and add a creditor entry.

Checked against Orbit Finance · 6 November 2026

What is a purchase order for?

It is your side of the deal written down before anything moves. It fixes the price and quantity to stop arguments later. It is a commitment, not a cost, so it does not appear in your Profit and Loss or Balance Sheet. It serves as a paper trail to check against the supplier's bill.

How do I raise a purchase order?

Press New PO.
Choose the Supplier from the list of contacts marked as suppliers.
Set the Date for the order and the Expected date for delivery.
Add a line per item by picking a product or typing a Custom item description.
Fill in the quantity, unit and unit price for each line.
Press Add line for more items and use Notes for delivery details.
Press Save to create the order with the next number, such as PO-0001.
Press the export icon in the list row to get a PDF for emailing.
Update the status to Sent when the supplier has it and Received when goods arrive.

How do I turn an order into a bill?

When the goods arrive, not before, find the order in the list and press the bill icon in its row.
Or open the row and press To Bill in the top bar.
Note the confirmation message, which names the new bill, for example BILL-0004.
Go to Purchases and open the new bill immediately.
Change the bill date to the date printed on the supplier's bill, as it defaults to today.
Check prices and quantities against what actually arrived.
Add the supplier's bill number in the Supplier ref field.
Go to Debtor and Creditor, open the Creditor tab and add an entry for the supplier.

How do I correct or cancel an order?

Press the pencil icon to edit an order that has not been converted.
Set the status to Cancelled if the order is dead, which prevents further editing.
Do not try to edit a converted order, as the buttons are hidden.
Do not delete a purchase order to tidy the list, as gaps in the series are visible.
Raise a fresh purchase order if you need a clean one after a mistake.

How do I work the purchase order list?

Use the status filter on the left of the toolbar to narrow the view.
Type into the search box to match a PO number, supplier name or amount.
Read the Converted to column to tie each order to the bill it became.

What this does to your books

Saving a purchase order posts nothing, and converting it to a bill posts nothing either, because both are documents. Neither one changes your stock. The accounts only change when you add a Creditor entry on the Debtor and Creditor screen, which posts Dr Purchases (5000) / Cr Creditors, Accruals & Other Liabilities (2000).

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