Purchase orders and LPOs, priced now or priced later
1flux purchase order software issues LPOs from awarded quotes, quick LPRs or directly, with VAT per line, reasoned revisions and every line tracked to the invoice.
In short
1flux purchase order software gives buyers one register for every order to a supplier, however it started: from awarded quotes, from a local purchase request (LPR) or directly. An order can be priced, or placed without prices and priced later. VAT is set per line, issued orders are revised with a reason, and a priced order prints as a “Local purchase order” with your letterhead.
What do LPO and LPR mean?
Many companies call a purchase order an LPO, short for local purchase order. It’s the document that commits you to buy. In 1flux, a priced purchase order prints with the title “Local purchase order”.
An LPR, or local purchase request, is a quick request to buy locally. In 1flux it skips the requisition, approval and quote comparison, and converts straight into a purchase order. For the longer explanation, read LPO, PO or LPR? Purchasing documents explained.
| Term | Stands for | In 1flux |
|---|---|---|
| PO | Purchase order | The order record, numbered PO- per legal entity and year |
| LPO | Local purchase order | The printed title of a priced purchase order |
| LPR | Local purchase request | A quick request without approval, converted into a PO |
The problem
“The price isn't agreed yet, but the site needs the material this week.”
“A quantity changed on a phone call, and the supplier's LPO no longer matches ours.”
“VAT is added by hand, differently by each buyer.”
“Nobody can say which lines are still to arrive.”
Three ways to raise a purchase order
| Route | Starts from | Good for | Currency |
|---|---|---|---|
| From awarded quotes | An approved requisition with recorded quotes | Sourced buying with evidence | The quote’s currency |
| From an LPR | A local purchase request | Quick local buys | The entity’s currency |
| Direct | Purchase orders → New purchase order | Repeat orders from known suppliers | The entity’s currency |
From awarded quotes: requisitions and quote comparison end in one draft order per awarded supplier, with the quote’s payment terms.
From an LPR: a requester lists the lines, warehouse, needed-by date and an optional preferred supplier, with no approval step. The LPR can be edited until it’s converted, with every change named in its activity. Download PDF prints it as a request for quotation, with a revision number in the file name after edits. Convert to purchase order asks for the supplier and a price per line: all lines priced makes a priced order, all blank an unpriced one.
Direct: pick the supplier, the deliver-to warehouse, an expected delivery date, an optional linked sales order and the lines. If it looks like a recent order to the same supplier, 1flux saves it with a “Similar order” warning.
Order now, agree the price later
1flux lets you place a “PO without price” when goods can’t wait for the negotiation. Choose Order without prices and the form reads: “Place the order now and agree prices later.”
- Receiving still works. Goods received against an unpriced order carry a provisional cost: the last recorded purchase price, or the item’s standard cost.
- Prices are agreed under control. Agree prices needs its own permission, “Add prices to an unpriced purchase order”, and, for entities on weighted-average costing, revalues the receipts through accounting while the goods are still intact in stock.
- Nothing slips. The Purchasing overview lists orders waiting for prices, and provisional receipts can’t be invoiced until prices are agreed.
An unpriced order prints as “Purchase order” rather than “Local purchase order”. See how provisional costs show up in inventory costing and valuation.
- Purchase order (No prices yet): Issued . Nothing posts.
- Goods receipt report (GRR-2026-0081): Provisional . Posts Dr Inventory , Cr GRNI.
- Agree prices . Nothing posts.
- Revaluation (At receipt-date rate) . Posts Inventory adjusted.
VAT on every line
1flux sets purchase tax line by line, with an Apply tax switch that names your default tax.
- Each line takes No tax or one of your entity’s purchase taxes with its rate.
- An item’s own inward tax code wins; otherwise the code marked as the default for inward tax applies.
- UAE entities start with Input VAT 5% and Saudi entities with Input VAT 15%, plus Zero-rated for both.
- The tax code and rate are frozen on each line at the order date’s rate.
Receipts value stock before tax. Input VAT is recognised only when the purchase invoice posts.
Issue, revise, short-close or cancel, with a reason
A purchase order in 1flux moves Draft → Issued → Receiving → Closed, or Cancelled. It closes by itself when every line is fully accepted.
- Draft (Edit order).
- Issued (Issue).
- Receiving (Receive goods).
- Closed (Every line fully accepted).
| Action | When | What it takes |
|---|---|---|
| Edit order | Draft | Any change to supplier, warehouse, dates, lines, prices or tax |
| Issue | Draft | The “Issue purchase orders” permission, a warehouse and prices on a priced order |
| Revise quantities… | Issued | A reason; never below the quantity already accepted |
| Revise prices and tax… | Issued priced order, before any goods are received | A reason |
| Short-close order… | Part-received | A reason for the quantity no longer needed |
| Cancel order… | Nothing received | A cancellation reason |
Every revision is stored with a snapshot, the change and the reason. The printed LPO shows “Rev N” only after a real revision, so your supplier always knows which version is current.
A local purchase order your suppliers recognise
A priced order prints as “Local purchase order”, with your entity’s letterhead and its tax and commercial registrations, the supplier’s tax number, item codes, quantities with units, line notes, prices, tax columns and totals. Drafts are marked “Draft”.
Print the LPO, or save it as PDF from the browser, ready to send to your supplier.
What does 1flux purchase order software track on each order?
Each order page shows the tax breakdown, receiving progress, key dates, the source document and linked sales orders. Every line shows Accepted, Rejected, Pending and Invoiced quantities, with links to the GRNs, GRRs and journals.
- A receiving badge reads Not received, Partially received or Fully received.
- Late orders carry a “Delivery is late” callout.
- Receive goods opens a goods received note with the order already chosen.
- The register shows Open orders, Drafts to issue, Late and Issued this month, and filters by status, delivery (late, due today) and pricing (“Prices pending”).
What’s still to arrive?
The purchase order report lists ordered, accepted, rejected and still-to-arrive quantities by supplier, with the value to receive per currency. A Delivery lateness chart groups lines into Not due yet, 1–7, 8–30, 31–60 and over 60 days late. Filter by supplier or status and Export CSV.
How does a purchase order move through 1flux?
Five steps from raising the order to closing it.
Raise
From awarded quotes, an LPR or New purchase order, priced or without prices.
Issue
Issue the draft, then print the LPO and send it to the supplier.
Revise
Revise quantities or prices with a reason if anything changes.
Receive
Stores check the delivery in and the receipt report posts.
Close
Automatically when fully accepted, or short-close what won’t arrive.
Connected to the rest of 1flux
- RequisitionsAwards → draft orders
- Purchase ordersIssued → awaiting receipt
- Goods receivingPosted GRR → journal
- Accounting
- Sales: orders link to sales orders down to the line.
- Inventory: issued orders feed each item’s Awaiting receipt figure per warehouse.
- Accounting: an order never posts; the receipt report and the purchase invoice do. See purchasing in 1flux.
Who uses purchase orders in 1flux?
Buyers who issue and revise orders every day, and the finance team behind them.
Buyers
Issue and revise orders daily, with the supplier's copy matching yours.
Finance teams
Provisional costs controlled and VAT set consistently on every line.
What's the difference between an LPO and a purchase order?
1flux treats them as the same document: LPO, or local purchase order, is what many companies call a purchase order. In 1flux, the record is a purchase order numbered PO-. A priced order prints with the title “Local purchase order”; an order placed without prices prints as “Purchase order”.
Can I place a purchase order before the price is agreed?
Yes. Choose “Order without prices” and 1flux creates an unpriced purchase order. Goods received against it carry a provisional cost, from the last purchase price or the item's standard cost. When the price is agreed, someone with the “Add prices” permission uses Agree prices. For weighted-average entities, 1flux revalues the receipts while the goods are still intact in stock.
Who can issue a purchase order in 1flux?
1flux makes issuing the control on purchase orders: it needs the “Issue purchase orders” permission, which isn't an employee default, so you choose which roles hold it. Requisitions have their own approval step, and awarding supplier quotes needs a separate permission, so requesting, approving, awarding and issuing can sit with different people.
Can I change a purchase order after it's issued?
Yes. Revise quantities on any issued order, never below what's already accepted, and revise prices and tax until goods are received. Each revision needs a reason and keeps a snapshot, and the printed LPO shows “Rev N”. You can also short-close a part-received order or cancel one with nothing received, each with a reason.
Can I print the LPO or save it as PDF?
Yes. A priced purchase order prints as a “Local purchase order” with your entity's letterhead, tax and commercial registrations, the supplier's tax number, item codes, quantities with units, prices, tax columns and totals. Print it or save it as PDF from the browser. After a revision, the print shows “Rev N”, so your supplier always knows which version is current.
Can I raise purchase orders in a foreign currency?
Yes. A purchase quote can be in any currency, and orders created from awarded quotes keep it. Direct orders are in the entity's own currency. When goods are received, 1flux converts the cost at the exchange rate for the posting date, and posting stops with a clear message if no rate exists, so stock is never valued at a guessed rate.
Purchasing
Requisitions, quotes, LPOs, two-step receiving and receipt-based invoices in one flow.
Requisitions and quote comparison
Requisitions with a purpose, RFQ PDFs, recorded quotes and awards with a reason.
Goods receiving (GRN)
Check deliveries in on a GRN, then post stock and the journal on a goods receipt report.
LPO, PO or LPR? Purchasing documents explained
What an LPO is, how it differs from a PO, LPR, RFQ and requisition, and the order the documents flow in.
Procure-to-pay guide
Eleven steps from requisition to supplier payment, with the documents, controls, accounting, KPIs and a checklist.
Book a demo
Issue LPOs your suppliers and accounts both trust
See an order raised without prices, received, priced and revised in a live demo.
Last updated