# Purchase orders for Business Central

Business Central has purchase orders built in. Pulsify matches each purchase invoice to the purchase order you raised in Business Central and shows what is left to bill.

A purchase order is the written order you send a vendor before they deliver, so the bill can be checked against it later.

## What Business Central does on its own

Purchase orders with approval, partial receipt and over-receipt codes.

## What you need in Business Central

- Purchasing permissions
- Approval workflow if POs need approval

## Setting it up in Business Central

Where to find it: Purchase Orders (search for it)

1. Search for Approval User Setup. Create the approver first, then the purchaser with that approver.
2. Search for Workflows, choose New Workflow from Template and pick Purchase Order Approval Workflow.
3. Turn on the Enabled toggle.
4. On the purchase order choose Send Approval Request. The order moves to Pending Approval.
5. The approver uses Requests to Approve. Once approved the order is Released and can be received against.

## Good to know in Business Central

- The order is locked while Pending Approval. Choose Cancel Approval Request to edit it, then send it again.
- Over-receipts need an over-receipt code with a tolerance percent on the item or vendor.
- Partial deliveries use Qty. to Receive, so the rest stays open.

## How to do it in Business Central

### How to raise a purchase order and get it approved in Business Central

In Business Central, 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. Full guide: https://www.pulsify.tech/how-to/raise-a-po-and-get-it-approved-in-business-central/

### How to match a purchase invoice to a purchase order in Business Central

In Business Central, open the purchase order, compare each purchase invoice line to the purchase order line on quantity and unit price and query any difference before you approve. Full guide: https://www.pulsify.tech/how-to/match-a-bill-to-a-purchase-order-in-business-central/

### How to handle a partial delivery against a purchase order in Business Central

In Business Central, keep the purchase order open, check each purchase invoice against what has been billed so far and close the purchase order only when the last delivery is invoiced. Full guide: https://www.pulsify.tech/how-to/handle-a-partial-delivery-against-a-po-in-business-central/

## What Pulsify adds

1. Raise and approve the purchase order in Business Central as you do now.
2. Open purchase orders come into Pulsify from Business Central.
3. When the purchase invoice arrives, Pulsify matches it to the purchase order line by line and flags differences.
4. A panel shows how much of the purchase order has been billed and what is left.

Pulsify connects to Business Central. We set up the connection for you.

What Pulsify does not do:

- Raising purchase orders in Pulsify is for Xero only. In Business Central you raise them in Business Central.

## Common questions

### Can Business Central purchase orders need approval?

Yes. Create a workflow from the Purchase Order Approval Workflow template and turn it on. The sender chooses Send Approval Request and the order moves to Pending Approval, then Released once approved.

### How do I receive part of a purchase order?

Enter the delivered amount in Qty. to Receive on the line and post the receipt. Qty. Received then shows less than Quantity, and you invoice what arrived.

### Should every purchase have a purchase order?

Most teams set a dollar amount or a supplier list. Regular small bills such as power often skip a PO and go through approval instead.

## Sources

- https://learn.microsoft.com/en-us/dynamics365/business-central/purchasing-how-record-purchases
- https://learn.microsoft.com/en-us/dynamics365/business-central/walkthrough-setting-up-and-using-a-purchase-approval-workflow

Source: https://www.pulsify.tech/purchase-orders-for-business-central/ (last checked 2026-10-19)