How-to guide

How to generate purchase orders from a CSV

Create vendor-ready purchase order PDFs from approved procurement rows.

20 minute guide

What you'll need

1
Freeze the approved PO export
Generate purchase orders only after requester, vendor, amount, tax, delivery address, and delivery date are approved. Export one row per PO with stable headers such as po_number, vendor_name, buyer_name, department, order_date, delivery_date, item_summary, subtotal, tax, total, and delivery_address. Keep budget notes or approval comments out of the vendor-facing file unless they belong on the document.
2
Map procurement fields
Open the purchase order template and connect each CSV header to the matching Liquid variable. Give special attention to the delivery address, item summary, total, and buyer name because those fields drive vendor fulfillment and internal traceability. Add payment terms or receiving instructions only if they are approved for every row in the batch.
3
Preview vendor-facing edge cases
Render several purchase orders before sending anything externally. Include rows with long vendor names, multi-item descriptions, high totals, and unusual delivery locations. Compare each PDF against the source row and confirm the vendor can understand exactly what was ordered and where it should be delivered.
4
Generate and archive the batch
Run the final PO batch and store the generated PDFs with your procurement or accounting records. If vendors receive the files by email or portal upload, keep the file names tied to the PO number so receiving, finance, and vendor contacts can reconcile the document later.

How-to guide

Create vendor-ready purchase order PDFs from approved procurement rows.

20 minute guide

1
Freeze the approved PO export
Generate purchase orders only after requester, vendor, amount, tax, delivery address, and delivery date are approved. Export one row per PO with stable headers such as po_number, vendor_name, buyer_name, department, order_date, delivery_date, item_summary, subtotal, tax, total, and delivery_address. Keep budget notes or approval comments out of the vendor-facing file unless they belong on the document.
2
Map procurement fields
Open the purchase order template and connect each CSV header to the matching Liquid variable. Give special attention to the delivery address, item summary, total, and buyer name because those fields drive vendor fulfillment and internal traceability. Add payment terms or receiving instructions only if they are approved for every row in the batch.
3
Preview vendor-facing edge cases
Render several purchase orders before sending anything externally. Include rows with long vendor names, multi-item descriptions, high totals, and unusual delivery locations. Compare each PDF against the source row and confirm the vendor can understand exactly what was ordered and where it should be delivered.
4
Generate and archive the batch
Run the final PO batch and store the generated PDFs with your procurement or accounting records. If vendors receive the files by email or portal upload, keep the file names tied to the PO number so receiving, finance, and vendor contacts can reconcile the document later.