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How do I create a recurring purchase order?

Set the schedule once and ProcurementExpress creates a draft PO for every occurrence.

Recurring Purchase Orders let you turn a repeating need (a monthly supplier invoice, a regular delivery) into one schedule. ProcurementExpress creates a separate draft purchase order for each occurrence, so you keep a normal PO for every period - but you approve the whole series as one group.

Prerequisites:

  • Recurring Purchase Orders must be enabled for your account (it rolls out per company - contact support to switch it on).

  • A supplier and budget as you would use for any purchase order.

 

To create a recurring PO:

  1. Go to Purchase Orders and choose New Recurring PO (you can also pick Make recurring under Copy on an existing month's PO to start a new series).

  2. Set the schedule — how often (interval), on which day, and for how many occurrences.
    Add the line items and budgets as normal.

  3. Review the preview of every occurrence, then save. Each occurrence becomes its own draft PO.

  4. Submit the series for approval.

 

Approval — all or nothing:

  • You approve or reject the series on the series page, not each PO separately. The decision is applied to every occurrence in one go.

  • A rejection at any stage rejects the whole series; a budget refusal follows your usual approval rules.

  • While a series is pending approval, no single occurrence can be approved, rejected, overridden or cancelled on its own — the decision happens once, on the series.

 

Useful things to know:

  • Each occurrence appears in your normal PO lists with its real status (draft, pending, approved).

  • Reminders go out for approved but unsent occurrences (a due-date reminder, and an optional 5-day one).

  • Nothing is ever sent to the supplier automatically — each occurrence is sent by a person.

  • Editing an approved series only changes the months that haven't been sent, delivered or paid yet; your account's approval-after-edit rules decide whether approval restarts.