Documentation

Expenses and purchase orders

Record immediate expenses with receipts and use purchase orders to commit spending before a bill arrives.

Plans
Core and above
Availability
Available
For
Owners, Bookkeepers
In KontoCore
Purchases → Expenses · Purchase orders

What this does

A purchase order has no accounting effect; it records what you intend to buy. When the vendor bills you, convert the PO to a bill so lines and amounts carry over.

How to

Record an expense

  1. 1Purchases → Expenses → New.
  2. 2Choose payee, payment account, date, and category.
  3. 3Attach the receipt, then save.

Create a purchase order

  1. 1Purchases → Purchase orders → New.
  2. 2Add vendor, items, quantities, and expected date.
  3. 3Send to the vendor. Convert to a bill when received.

Common mistakes

  • Treating an open PO as an expense in reports — it isn’t one until billed.
Terms used:ExpenseEvidence

Related articles

Vendors, bills, and bill paymentsAdd vendors, enter bills with due dates, pay them, and apply vendor credits.InventoryTrack product quantities and cost, adjust stock, and understand advanced warehouses, lots, serials, and assemblies.Documents and evidenceUpload receipts and documents, organize the library, link evidence to transactions, and use Intelligent Document Intake where available.

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Last reviewed September 25, 2026