---
title: Create a purchase order and send it on WhatsApp
description: Build an order from the order guide or a requisition, check the tax codes, mark it sent by WhatsApp or email, and record the supplier's reply.
order: 11
updated: 2026-09-16
keywords: purchase order, PO, WhatsApp, supplier, tax code, order guide
---

A purchase order is the record every delivery and invoice is matched against. This guide builds one, sends it, and records the reply.

**Before you start:** procurement write access. The supplier must exist in the catalogue.

## Build the order

1. Open **Purchasing › Orders** and click **New order**, or open **Order guide**, tick the below-par items and choose **Create order**.
2. Choose the supplier and delivery date.
3. Add lines: item, quantity, unit, unit price. Each line carries a tax code: SST 8%, SST 6%, exempt or out of scope. Most food ingredients are exempt or out of scope, so a normal ingredient order carries no tax line. See [Malaysian tax codes](/docs/reference/tax-codes).
4. Save. The order is _Approved_ once a person with approval rights confirms it.

## Send it

1. Open the order and choose **Mark sent**.
2. Pick the channel: **WhatsApp text**, **WhatsApp document**, **Email** or **Manual**. For WhatsApp text, the order is formatted as a clean message you copy into the chat with the supplier; for a document, the PDF is attached.
3. Confirm. The order is _Sent_ with the channel and time.

> **Note:** ChowChirp does not message the supplier itself. The order is prepared for the channel you use today, and the send is recorded.

## Record the supplier's reply

When the supplier confirms, or asks to change quantities, dates or substitutes:

1. Open the order and choose **Record supplier response**.
2. Enter the response: accepted, accepted with changes (edit the affected lines), or rejected.
3. Save. The order moves to _Acknowledged_. A supplier reply never changes the order by itself; your team records it.

## Track it to delivery

The action bar only offers legal next steps: sent, acknowledged, partially received, received, closed, cancelled. Receiving is done from **Stock › Receiving** against the order. See [Receive a delivery](/docs/how-to/receive-a-delivery).

## Related

- [Run a request for quotation](/docs/how-to/run-a-request-for-quotation)
- [Purchasing calendar and holidays](/docs/reference/purchasing-calendar)