> ## Documentation Index
> Fetch the complete documentation index at: https://docs.zuper.co/llms.txt
> Use this file to discover all available pages before exploring further.
# Creating a Purchase Order from a Quote with SRS Items
**Navigation**: *Accounting → Quotes → Quote → New → Purchase Order*
## Overview
When a customer accepts a quote that includes SRS Distribution products, you can place the material order at your SRS branch without leaving Zuper. Zuper reads the line items on the quote, pre-fills your SRS vendor details, and sends the purchase order (PO) directly to SRS. Once SRS accepts the order, the SRS Order ID, delivery status updates, and supplier invoice sync back to the PO automatically — so your procurement and billing records stay in step.
Because the PO is built from the quote, you do not need to re-enter any line items manually. You can also create a PO from a quote in Draft or Accepted status, so you do not need to wait for customer acceptance before ordering materials.
***
## Before you begin
Three things must be in place before you create a PO from an SRS quote:
* Your SRS Distribution integration must be installed and at least one branch must be active. See [SRS Distribution integration — setup and branch management](/integrations/purchasing/srs-distribution-setup).
* Your parts catalog must be linked to SRS. See [Linking SRS products to your Parts and Services catalog](/integrations/purchasing/srs-catalog-linking).
* The line items on your quote must be mapped to SRS catalog products. Only mapped items appear in the item-selection step. You can still add items to a quote that you do not plan to procure from SRS.
### Configure purchasing settings
Before you create your first SRS purchase order, confirm the following settings are in place.
1. Go to **Settings**.
2. Select **Purchasing**, then select **General Settings**.
3. Select the **Purchase Orders** tab.
4. Under **General Settings**, confirm the following values:
| Setting | Required value |
| -------------------------------------------------- | ----------------- |
| **Require Vendor Approval** | Yes |
| **Automatically Send PO to Vendor after Approval** | Yes (recommended) |
5. Select **Save**.
**Require Vendor Approval** must be set to **Yes** when placing orders to SRS Distribution. If this setting is off, POs bypass the vendor acceptance step. The SRS Order ID will still appear on the PO once SRS processes the order.
***
## Create a purchase order from a quote
### Open the quote and start a purchase order
1. Go to **Accounting** from the left navigation menu and select **Quotes**.
2. Open the quote that contains the line items you want to procure from SRS.
3. Select **New** at the top right of the quote, then select **Purchase Order** from the dropdown.
The **Vendor** panel on the right side of the quote shows the SRS vendor pre-filled when your line items are linked to the SRS catalog. If you updated the vendor assignment on the quote directly, the PO inherits that change automatically.
### Select the items to purchase
The **Select the items you want to purchase** dialog opens, listing all eligible line items from the quote.
1. Select the checkbox next to each item you want to include in the PO. All items are selected by default.
2. Use the **Search Item** field to find a specific item by name.
3. Review the **Required Qty** column. This value is pulled from the quote line item.
4. In the **Select Vendor** column, confirm that the correct SRS branch is assigned to each item.
The SRS vendor branch is pre-filled based on your catalog settings. You can change the branch for an individual item by selecting a different option from the **Select Vendor** dropdown.
5. Select **Next**.
### Complete the purchase order details
The **Create Purchase Order** screen opens. For each product group, you will see the available SKU variants from SRS.
**Select SKU options**
1. Review the items listed under each product heading.
2. Select the checkbox next to the specific SKU variant — for example, a color or size option, you want to order.
3. Confirm the **Unit Purchase Cost** for each selected variant. Prices are pulled from the SRS catalog and updated based on the unit of measure.
4. Adjust the **Required Qty** field if needed.
5. Select the appropriate unit of measure from the dropdown next to the quantity field.
6. Add any line-level notes in the **Remarks** field.
The unit purchase cost updates based on the unit of measure you select, but the quantity does not. Verify the quantity and unit of measure together before proceeding — both values determine the total order amount sent to SRS.
**Complete the primary details**
1. Enter a **PO Title**. This is pre-filled as "PO for Quote" followed by the quote number and can be edited.
2. Select a **Delivery Method**. Select **Direct Shipment to Job's site** to send materials to the job address on the quote.
3. Select a **Delivery Time** — for example, **Anytime**.
4. Select a **Template** for the PO document.
5. Select a **Payment Term** — for example, **Immediate**.
6. Enter a **Required By** date. This field is mandatory.
7. Add any order-level notes in the **Remarks** field.
8. Select **Create Purchase Order**.
If your quote includes items from multiple vendors, Zuper creates a separate PO for each vendor in a single step. Each PO appears individually under the **Purchase Orders** panel on the quote.
***
## What happens after you create the PO
### Draft status and submission
The PO is created in **Draft** status and linked to the quote under the **Purchase Orders** panel in the right sidebar. The **SRS Order ID** field on the PO is empty at this stage.
To move the PO forward, open it and select **Mark as Submitted**.
If **Automatically Send PO to Vendor after Approval** is enabled in your purchasing settings, Zuper sends the PO to SRS as soon as it clears the approval step — no manual send is needed.
### Vendor accepted status and SRS Order ID
Once SRS accepts the order, Zuper automatically updates the PO status to **Vendor Accepted**, populates the **SRS Order ID** field with the order reference number from SRS, and records the **PO Sent Date**.
The SRS Order ID appearing on the PO confirms that SRS has accepted and is processing your order.
### Delivery status updates
SRS pushes delivery status updates back to the PO in Zuper. The **Delivery Status** field reflects the current state of the shipment:
| Status | What it means |
| -------------- | ------------------------------------------------------- |
| **In Transit** | Materials have left the SRS warehouse |
| **Arrived** | Materials have arrived at the delivery address |
| **Delivered** | Materials have been delivered to the delivery recipient |
### Receive items after delivery
After the materials are delivered, verify receipt in Zuper.
1. Open the PO from the **Purchasing** module or from the **Purchase Orders** panel on the quote.
2. Select **Receive Items**.
3. Enter the quantity received for each line item.
4. Select a delivery location if applicable.
5. Select **Confirm**.
Zuper records the inward transaction and updates the PO status to **Fulfilled** or **Partially Fulfilled** depending on whether all items were received.
### Invoice sync from SRS
When SRS issues an invoice for the delivered materials, it syncs automatically to the PO in Zuper. The PO status updates to **Invoiced**.
You do not need to manually enter the SRS invoice. Zuper fetches it automatically once SRS marks the order as invoiced on their end.
***
## Add an SRS product to a purchase order
The **Add product from SRS** option appears only when the vendor on the purchase order is an SRS Distribution branch. If you do not see this option, confirm the correct vendor is selected on the purchase order.
1. Go to the **Purchasing** module and select **Purchase Orders**.
2. Open an existing draft purchase order, or select **+ New Purchase Order** to create a new one.
3. In the **PO Items** section, select **+ Add**.
4. From the dropdown, select **Add product from SRS**. The **Add Product from SRS \[Branch Name] catalog** dialog opens.
5. In the **Supplier Product** field, select the product you want to order from the SRS catalog.
6. In the **Option** field, select the variant you need — for example, a color such as Brown or Gray.
7. In the **Required Qty** field, enter the quantity. Then select the unit of measure from the adjacent dropdown — for example, PC or RL.
8. Review the **Unit Purchase Cost** field. Zuper populates this automatically from the SRS catalog. Update it if needed.
9. In the **Remarks** field, enter any notes or special instructions for this line item. This step is optional.
10. Select **Add Product**. The product appears as a new line item in the **PO Items** section, with the vendor SKU, option, and cost pre-filled.
Repeat these steps for each additional SRS product you want to add to the purchase order.
To view all products available in an SRS branch catalog, go to **Vendors**, open the branch vendor record, and select the **Product Catalog** tab. Each product lists its vendor SKU, unit purchase cost, and available options.
## Limitations
Before you submit a PO, confirm all item selections, quantities, and delivery details. Once a PO is submitted, the following restrictions apply:
**Cancel** and **Delete** are only available while the PO is in **Draft** status. Once a PO is submitted, you cannot cancel or delete it from Zuper. Contact SRS directly to coordinate any changes, then update the **Remarks** field on the PO in Zuper for your records.
Editing a line item on a submitted PO pulls the price from your Zuper catalog, not from the current SRS vendor price. If the catalog price has not been updated, the line item cost may be set to \$0. Review your catalog pricing before editing line items on a submitted PO.
***
## FAQs
Yes. You can create a PO from a quote in either Draft or Accepted status. The quote does not need to be accepted by the customer before you order materials.
This means the line item is not linked to an SRS catalog product. Go to your Parts and Services settings and confirm the item is mapped to the correct SRS SKU. See [Linking SRS products to your Parts and Services catalog](/integrations/purchasing/srs-catalog-linking) for guidance.
The SRS Order ID populates only after SRS accepts the order. If the field remains empty after submission, verify that **Require Vendor Approval** is set to **Yes** in your purchasing settings and that the PO has been sent to SRS. If the issue continues, contact [support@zuper.co](mailto:support@zuper.co).
Yes. The unit purchase cost from SRS is tied to the unit of measure. Selecting a different unit of measure — for example, switching from each to pallet — updates the cost accordingly. Always confirm the unit of measure and cost together before creating the PO.
Cancel and Delete are not available once a PO is submitted. Contact SRS directly to arrange a cancellation, then add a note in the **Remarks** field of the PO in Zuper to record the outcome. If the issue continues, contact [support@zuper.co](mailto:support@zuper.co).
***
## Related articles
* [SRS Distribution integration — setup and branch management](/integrations/purchasing/srs-distribution-setup)
* [Linking SRS products to your Parts and Services catalog](/integrations/purchasing/srs-catalog-linking)
* [Creating a CPQ proposal with SRS pricing](/integrations/purchasing/srs-cpq-proposal)
* [Understanding purchase order status](/purchasing/purchase-orders/purchase-order-status)
* [Creating a purchase order](/purchasing/purchase-orders/create)