Create a purchase order from a supplier invoice
Ordered by email or phone and the invoice has arrived? Make the purchase order in Landara from the invoice itself, already linked and already received, then send it to Xero from the order.
Updated 19 September 2026
Not every purchase starts with a purchase order. You ordered by email, or on the phone, the goods and the invoice turned up, and now you want the order on record: to match payments against, to keep your buying history in one place, or to have a purchase order in Xero. Landara makes it from the invoice you already have.
Where to find it
On a calculated shipment, with Xero or QuickBooks connected, the Publish panel lists each supplier invoice. An invoice that is not linked to any purchase order has a Create purchase order link under it. An invoice that already belongs to an order shows that order instead, and an invoice made from an order never offers one.
What it makes
- The order, in Landara. Supplier, currency and your invoice's number as the supplier's reference. Each product becomes one line, in your Shopify SKU, priced from the invoice's printed unit price, so the order and its own invoice agree. A product printed on several lines becomes one line with the quantities added up. A line with no product code is left off, and the order says how many.
- The exchange rate. A foreign-currency order takes the rate the invoice was costed at, so receiving it and paying it work straight away.
- The link. The invoice is linked to its new order, just as if it had quoted the order's number.
- The receipt. The shipment is already calculated, so the goods are already in. The order is marked received on the spot, and nothing is counted twice: the invoice's costs and the order's receipt describe the same units, and Landara keeps them as one.
Landara then opens the order. It reads received, with the invoice listed under Supplier invoices and the history saying what happened.
The order is created in Landara, never straight in Xero. Xero gets a purchase order the same way as for any other order: Send PO to Xero on the order page. That keeps one order in one place, with the receipts, payments and bill attached to it.
If your workspace requires approval, the new order waits for an approver like any other and is not marked received until it is approved.
After that
It is an ordinary order. Record payments against it, send it to Xero, add freight to its shipment. When its bill is published, from the order or from the shipment, a purchase order you sent to Xero is marked billed there, and the order page shows Billed in Xero beside its number.
Purchase orders are sent to Xero only for now. With QuickBooks Online connected you can still create the order in Landara, receive it and record payments against it; its purchase order does not go to QuickBooks.
