How to Create a Purchase Order in Xero

Creating purchase orders in Xero is an important part of keeping your purchasing organized. It helps you track what you’ve ordered, from whom, and when you expect delivery. But if you’re handling dozens (or even hundreds) of orders, entering them manually can eat up hours of your time.

That’s where SaasAnt Transactions comes in. With just a few clicks, you can upload bulk purchase orders into Xero without manually keying in each line. This guide will walk you through how to do it—quickly and accurately.

What Is a Purchase Order in Xero?

A purchase order is a document you send to a supplier to request products or services. It includes:

• Supplier details

• Items requested

• Quantities

• Pricing

• Expected delivery date

Purchase orders help manage stock levels, monitor supplier costs, and keep bookkeeping clean and clear in Xero.

Why Use SaasAnt to Create Purchase Orders?

Manually creating one or two purchase orders in Xero is fine. But when you're dealing with bulk data, it gets messy. Here's why businesses prefer SaasAnt:

• Bulk Upload: Add hundreds of purchase orders in one go

• Avoid Manual Errors: No more copy-paste mistakes.

• Fast and Flexible: Import from CSV or Excel

• Map Your Data Easily: Match your spreadsheet columns with Xero fields

• Easy Rollback: Fix any errors with a single click

Step 1: Prepare Your Purchase Order File

Start by creating a clean Excel or CSV file. Each row should represent a purchase order line. Make sure to include:

• Supplier name

• Order number (optional if auto-generated)

• Order date

• Delivery date

• Item name or description

• Quantity

• Unit price

• Tax rate (if applicable)

• Currency (if you're using multi-currency)

Tip: Use separate lines for different items within the same order and group them by the same purchase order number.

Step 2: Log in to SaasAnt Transactions

Go to SaasAnt Transactions and log in with your account. You can sign up for a free trial and connect your Xero organization if you're new.

Once you're in:

1. Choose Xero as your connected app.

2. Select the correct Xero organization from the dropdown.

Step 3: Upload Your Purchase Order File

1. Click on Import on the dashboard.

2. Upload your CSV or Excel file.

3. Select Purchase Orders as the transaction type.

SaasAnt will now show you a preview screen where you map your file columns to Xero’s purchase order fields.

Step 4: Map Fields to Xero Format

On the mapping screen:

• Match “Supplier Name” with Xero’s contact field

• Match “Item Description” with the item name

• Match “Order Date” and “Delivery Date”

• Ensure amounts and tax rates are mapped correctly

SaasAnt allows you to save your mapping for future imports, saving even more time later.

Step 5: Review and Import

Once everything is mapped:

1. Review the preview to make sure the data looks right

2. Check for any warnings or errors (SaasAnt highlights them)

3. Click Import to Xero

The tool will now push your purchase orders directly into your Xero account. Done in minutes.

Step 6: Review Purchase Orders in Xero

Now, switch over to your Xero dashboard:

1. Go to Business > Purchase Orders

2. You’ll see all your newly created purchase orders listed

3. Click on any one to review the details, send to the supplier, or convert to a bill when it’s fulfilled

Bonus: Edit or Delete Purchase Orders in Bulk

Made a mistake? No problem.

• Use SaasAnt’s rollback feature to delete all imported purchase orders in one click

• Edit your spreadsheet, re-import it, and you're good to go

This feature is a lifesaver when handling bulk transactions.

Real Results: From Hours to Minutes

Let’s say you manage 50+ suppliers and send out purchase orders every week. Typing them manually could take 2-3 hours. With SaasAnt, you can upload the entire batch in less than 10 minutes.

You stay organized, save time, and reduce mistakes—all while keeping Xero up to date.

Frequently Asked Questions (FAQs)

1. What is a purchase order in Xero?

A purchase order in Xero is a document you send to suppliers when you want to buy goods or services. It confirms what you're ordering, how much it costs, and when you expect delivery.

2. Can I import multiple purchase orders into Xero at once?

Yes. With SaasAnt Transactions, you can upload hundreds of purchase orders in one go using a CSV or Excel file—there is no need to enter them one by one.

3. What file format should I use for importing purchase orders with SaasAnt?

You can use CSV, XLS, or XLSX formats. Just make sure each column is clearly labeled and matches the required fields, such as supplier name, order date, item name, and price.

4. Do I need to use the same supplier name as in Xero?

Yes. For a smooth import, the supplier name in your file must match exactly with the one already in Xero. If the contact doesn’t exist, SaasAnt can create it during import (if enabled in your settings).

5. Can I group multiple line items under the same purchase order?

Absolutely. For each line item in your spreadsheet, use the same purchase order number. SaasAnt will group them under one purchase order in Xero.

6. Will SaasAnt duplicate my purchase orders in Xero?

No. SaasAnt checks for duplicates and gives you the option to skip them. You can also see a preview before importing to ensure everything looks right.

7. Can I undo an import if I make a mistake?

Yes. SaasAnt's rollback feature lets you delete imported purchase orders with one click. This makes it easy to fix and re-import corrected data.

8. Is SaasAnt safe to use with Xero?

Yes. SaasAnt is an Xero-certified app. It uses secure API connections, and your data is encrypted during transfers.

9. How long does it take to upload purchase orders using SaasAnt?

Most imports take just a few minutes, even with hundreds of records. This is a huge time-saver compared to entering them manually in Xero.

10. Is there a free trial for SaasAnt Transactions?

Yes. Before committing to a paid plan, you can start a free trial and test how it works with your Xero account.