{"slug":"step-5-placing-a-purchase-order","sourcePath":"step-5-placing-a-purchase-order.md","title":"Placing a purchase order","status":"reviewed","editorialStatus":"approved","publicationBlocker":"","publishable":true,"needsReview":false,"reviewReason":"","category":"purchase-advice","lastReviewed":"2026-09-29","excerpt":"Place an order only after its products, quantities, prices, supplier constraints, totals, and delivery information are ready. Creating or changing an order requires Purchase edit access.","wordCount":925,"readingMinutes":4,"articleType":"How-to guide","qualityFlags":[],"searchText":"placing a purchase order place an order only after its products, quantities, prices, supplier constraints, totals, and delivery information are ready. creating or changing an order requires purchase edit access. placing a purchase order place an order only after its products, quantities, prices, supplier constraints, totals, and delivery information are ready. creating or changing an order requires purchase edit access. purpose use the final purchase workflow to review and place a proposed purchase order or draft, save an order for later, optionally email or export the placed order, and distinguish an optiply placement result from supplier transmission. prerequisites - open a proposed order, draft, or manual order with purchase edit access. - review every line in current order. - confirm quantities, prices, moq, lot size, minimum order value, totals, and expected delivery information where shown. - know whether the supplier communication method is email, edi, a supplier portal, or another configured channel. - if you plan to email the order, confirm that the supplier email template and recipients are available. steps 1. open the proposed order, draft, or manual order that you want to finish. 2. review the line values and the order summary. correct warnings, missing values, and supplier constraints before continuing. 3. to keep working later, select save order... or save order. if the save order dialog opens, review its message, select do not ask again only if appropriate, then select proceed. select cancel to return to the editor. 4. when the order is final, select place order..., place order, or the placement action shown by your editor. 5. in the place order confirmation, review are you sure you want to place your order? select cancel to return or place order to continue. 6. wait for the placement result before leaving the page or starting another order. review the displayed order identifier, supplier, and expected delivery date when available. 7. if the post-placement result offers send order details to supplier(s) by email, review the recipients. use my supplier emails, add new email, create, select all, or reset as needed, then select send. wait while the control shows sending emails.... 8. if you need a copy, select export as .csv, export as .xlsx, or export as .pdf. an export can also be available from a draft's options menu. fields and columns review before placement - current order — the products that will be included. - quantity — the quantity to place for each line. - price (base) and total price — the line price and total where shown. - weight and volume — container-related line values when available. - moq and lot size — supplier quantity constraints. - products in order, eta, and order value — the purchase summary. - expected delivery date — the planning date shown for the order or line. - supplier and order info — supplier constraints, dates, notes, and totals available in the side panel. save and place controls - save order... / save order — keeps the current work as a draft. the label and confirmation path can differ by account configuration. - do not ask again — suppresses the save confirmation for the applicable workflow when selected. - proceed — continues from the save confirmation. - place order... / place order — opens or confirms the placement action. - cancel — leaves the confirmation without saving or placing that action. email and export controls - send order details to supplier(s) by email — enables the recipient controls shown after placement. - my supplier emails — the available supplier email choices. - add new email and create — add a recipient when the workflow permits it. - select all and reset — select or clear the displayed recipient choices. - send — starts the email action; sending emails... indicates that it is still processing. - export as .csv, export as .xlsx, and export as .pdf — create a copy in the selected format. - export selection — choose supplier and webshop product fields for an advanced export. available labels include name, article code, ean code, sku, price (supplier), cost price, discount price, lot size, moq, and eoq. - column sort — choose default sort or an available supplier or webshop field for the exported file. - sort order — choose ascending or descending after selecting a sort column. at least one name field is required for an advanced export. the dialog warns when more than seven fields are selected. expected result a successful placement shows the placed order information in optiply and starts its order and delivery workflow. an export creates a file copy. an email action shows its own sending state when that option is used. limitations - saving creates a draft; it does not place or send the order. - an optiply placement result does not prove that a supplier received an email, edi request, or portal update. - email options appear only when a supplier email workflow is available. edi and portal transmission depend on supplier configuration. - an export is a copy of order information; it does not place or send the order. - available placement labels, fields, exports, and recipient controls vary by order, edition, permissions, and account configuration. - a future order can show a warning because placing it before its planned date can lead to unnecessary purchasing costs. errors and recovery - if a placement control is disabled, wait for loading to finish and correct invalid lines, missing prices, quantities, moq, lot size, or other displayed constraints. - if the confirmation is not the intended action, select cancel and return to the editor rather than continuing. - if placement does not complete, keep the order or draft open, read the displayed error, and check the placed-order list before retrying. - if the result is uncertain, do not create a duplicate order. record the visible order reference and contact optiply support with the supplier and approximate time. - if an email recipient or template is missing, review the supplier's configured email workflow. do not assume that a successful placement sent an email. - if an export fails or its format buttons are disabled, wait for the current save to finish, review the export fields and sort settings, and retry from the order result or draft.","customerSafe":true,"body":"# Placing a purchase order\n\nPlace an order only after its products, quantities, prices, supplier constraints, totals, and delivery information are ready. Creating or changing an order requires Purchase edit access.\n\n## Purpose\n\nUse the final Purchase workflow to review and place a proposed purchase order or draft, save an order for later, optionally email or export the placed order, and distinguish an Optiply placement result from supplier transmission.\n\n## Prerequisites\n\n- Open a proposed order, draft, or manual order with Purchase edit access.\n- Review every line in **Current order**.\n- Confirm quantities, prices, MOQ, Lot Size, minimum order value, totals, and expected delivery information where shown.\n- Know whether the supplier communication method is email, EDI, a supplier portal, or another configured channel.\n- If you plan to email the order, confirm that the supplier email template and recipients are available.\n\n## Steps\n\n1. Open the proposed order, draft, or manual order that you want to finish.\n2. Review the line values and the order summary. Correct warnings, missing values, and supplier constraints before continuing.\n3. To keep working later, select **Save order...** or **Save order**. If the **Save order** dialog opens, review its message, select **Do not ask again** only if appropriate, then select **Proceed**. Select **Cancel** to return to the editor.\n4. When the order is final, select **Place order...**, **Place order**, or the placement action shown by your editor.\n5. In the **Place order** confirmation, review **Are you sure you want to place your order?** Select **Cancel** to return or **Place order** to continue.\n6. Wait for the placement result before leaving the page or starting another order. Review the displayed order identifier, supplier, and expected delivery date when available.\n7. If the post-placement result offers **Send order details to supplier(s) by email**, review the recipients. Use **My supplier emails**, **Add new email**, **Create**, **Select all**, or **Reset** as needed, then select **Send**. Wait while the control shows **Sending emails...**.\n8. If you need a copy, select **Export as .csv**, **Export as .xlsx**, or **Export as .pdf**. An export can also be available from a draft's **Options** menu.\n\n## Fields and columns\n\n### Review before placement\n\n- **Current order** — the products that will be included.\n- **Quantity** — the quantity to place for each line.\n- **Price (base)** and **Total Price** — the line price and total where shown.\n- **Weight** and **Volume** — container-related line values when available.\n- **MOQ** and **Lot size** — supplier quantity constraints.\n- **Products in order**, **ETA**, and **Order value** — the purchase summary.\n- **Expected delivery date** — the planning date shown for the order or line.\n- **Supplier and order info** — supplier constraints, dates, notes, and totals available in the side panel.\n\n### Save and place controls\n\n- **Save order...** / **Save order** — keeps the current work as a draft. The label and confirmation path can differ by account configuration.\n- **Do not ask again** — suppresses the save confirmation for the applicable workflow when selected.\n- **Proceed** — continues from the save confirmation.\n- **Place order...** / **Place order** — opens or confirms the placement action.\n- **Cancel** — leaves the confirmation without saving or placing that action.\n\n### Email and export controls\n\n- **Send order details to supplier(s) by email** — enables the recipient controls shown after placement.\n- **My supplier emails** — the available supplier email choices.\n- **Add new email** and **Create** — add a recipient when the workflow permits it.\n- **Select all** and **Reset** — select or clear the displayed recipient choices.\n- **Send** — starts the email action; **Sending emails...** indicates that it is still processing.\n- **Export as .csv**, **Export as .xlsx**, and **Export as .pdf** — create a copy in the selected format.\n- **Export selection** — choose supplier and webshop product fields for an advanced export. Available labels include **Name**, **Article code**, **EAN code**, **SKU**, **Price (supplier)**, **Cost price**, **Discount price**, **Lot size**, **MOQ**, and **EOQ**.\n- **Column sort** — choose **Default sort** or an available supplier or webshop field for the exported file.\n- **Sort order** — choose ascending or descending after selecting a sort column.\n\nAt least one name field is required for an advanced export. The dialog warns when more than seven fields are selected.\n\n## Expected result\n\nA successful placement shows the placed order information in Optiply and starts its order and delivery workflow. An export creates a file copy. An email action shows its own sending state when that option is used.\n\n## Limitations\n\n- Saving creates a draft; it does not place or send the order.\n- An Optiply placement result does not prove that a supplier received an email, EDI request, or portal update.\n- Email options appear only when a supplier email workflow is available. EDI and portal transmission depend on supplier configuration.\n- An export is a copy of order information; it does not place or send the order.\n- Available placement labels, fields, exports, and recipient controls vary by order, edition, permissions, and account configuration.\n- A future order can show a warning because placing it before its planned date can lead to unnecessary purchasing costs.\n\n## Errors and recovery\n\n- If a placement control is disabled, wait for loading to finish and correct invalid lines, missing prices, quantities, MOQ, Lot Size, or other displayed constraints.\n- If the confirmation is not the intended action, select **Cancel** and return to the editor rather than continuing.\n- If placement does not complete, keep the order or draft open, read the displayed error, and check the placed-order list before retrying.\n- If the result is uncertain, do not create a duplicate order. Record the visible order reference and contact Optiply support with the supplier and approximate time.\n- If an email recipient or template is missing, review the supplier's configured email workflow. Do not assume that a successful placement sent an email.\n- If an export fails or its format buttons are disabled, wait for the current save to finish, review the export fields and sort settings, and retry from the order result or draft."}