HOW-TO

How to raise a purchase order and get it approved in NetSuite

Short answer

In NetSuite, create a purchase order with the vendor, lines and prices. Submit it for approval and send it to the vendor only after it is approved.

Last checked

Raising a purchase order means writing down what you are buying, from whom and at what price and getting sign-off before you order. What is purchase order?

Before you start

  • Purchase Orders feature
  • For approval: Approval Routing with the Purchase Order preference, or a SuiteFlow or Purchase Order Approval Workflow

The NetSuite way

Where to find it: Transactions > Purchases/Vendors > Enter Purchase Orders

  1. Go to Transactions > Purchases/Vendors > Enter Purchase Orders. Some Oracle pages write this as Transactions > Purchases > Enter Purchase Orders.
  2. Pick the Vendor, date and Receive By date.
  3. Add items or expense lines with quantity and rate.
  4. Save. A purchase order is a non-posting transaction.
  5. If approval is on, an employee over their Purchase Limit sends it to the supervisor or Purchase Approver (Approval Routing), or it starts Pending Approval (SuiteFlow). The approver uses the Employee Center.

Limits in NetSuite

  • With Approval Routing on, supervisors need Employee Center access and you can approve only 25 transactions at a time.
  • With SuiteFlow, every PO is created Pending Approval by default.
  • Approval routing works through the Employee Center. Oracle says to enter purchase requests there to keep the hierarchy.

Words NetSuite uses

  • SuiteFlow. The built-in workflow tool used to build custom approval and routing rules.

The Pulsify way

  1. Raise and approve the purchase order in NetSuite as usual.
  2. When the invoice arrives, Pulsify links it to the purchase order and matches the lines.
  3. Differences in quantity or price are flagged for review before approval.

Pulsify connects to NetSuite. We set up the connection for you.

What Pulsify does not do here

  • Raising and creating POs in Pulsify works with Xero only today. For NetSuite, Pulsify matches bills to the POs you raise there.

Common mistakes

  • Turning on Approval Routing without giving supervisors Employee Center access.
  • Trying to approve more than 25 transactions in one go.

More help

Sources

Last checked 2026-10-19. Confidence: confirmed.

Common questions

Where do I raise a purchase order in NetSuite?

Go to Transactions > Purchases/Vendors > Enter Purchase Orders. Some Oracle pages write it as Transactions > Purchases > Enter Purchase Orders. Pick the Vendor, date and Receive By date, add lines and Save. A PO is a non-posting transaction.

How does PO approval work?

With Approval Routing, an employee over their Purchase Limit sends it to the supervisor or Purchase Approver. With SuiteFlow, every PO is created Pending Approval by default. The approver uses the Employee Center.

Is there a limit on approving POs at once?

With Approval Routing on, you can approve only 25 transactions at a time. Supervisors also need Employee Center access.

Does Pulsify email the PO to the supplier?

No. Send the approved PO yourself.

Pulsify setup guides

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