# Purchase orders for IFS Cloud

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

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

## What IFS Cloud does on its own

Procurement with purchase authorization.

## What you need in IFS Cloud

- Procurement
- Authorizers and authorization routing templates

## Setting it up in IFS Cloud

Where to find it: Purchase requisition and Purchase Order; Purchase Authorization

1. Set up authorizers: individual, group, project role, position, requisitioner or buyer.
2. Create authorization routing templates with step numbers.
3. Attach them to purchase requisition or purchase order authorization rules.
4. Release the rules. Only released rules are used.
5. A purchase order stays Planned until authorized.

## Good to know in IFS Cloud

- Steps run in order, lowest step number first.
- Authorization is bypassed if the demand code of the order line is an MRO type.
- Changes after authorization are controlled by Allow Changes after Authorization.

## How to do it in IFS Cloud

### How to raise a purchase order and get it approved in IFS Cloud

In IFS Cloud, create a purchase order with the supplier, lines and prices. Submit it for approval and send it to the supplier only after it is approved. Full guide: https://www.pulsify.tech/how-to/raise-a-po-and-get-it-approved-in-ifs-cloud/

### How to match a supplier invoice to a purchase order in IFS Cloud

In IFS Cloud, open the purchase order, compare each supplier 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-ifs-cloud/

### How to handle a partial delivery against a purchase order in IFS Cloud

In IFS Cloud, keep the purchase order open, check each supplier 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-ifs-cloud/

## What Pulsify adds

1. Raise and approve the purchase order in IFS Cloud as you do now.
2. Open purchase orders come into Pulsify from IFS Cloud.
3. When the supplier 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 IFS Cloud. We set up the connection for you.

What Pulsify does not do:

- Raising purchase orders in Pulsify is for Xero only. In IFS Cloud you raise them in IFS Cloud.

## Common questions

### Can IFS hold a PO until it is authorised?

Yes. It stays Planned until authorized, and a requisition line cannot become an order until authorized.

### Can approval have several steps?

Yes. Routing templates have step numbers that run in order.

### Are any orders exempt?

Orders whose demand code is an MRO type bypass authorization.

### 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://docs.ifs.com/ifsclouddocs/25r2/Procurement/AboutPurchaseAuthorization.htm

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