What is Purchase Order Numbering?
Definition: Procurify assigns every Purchase Order an internal tracking number and allows you to configure a custom external number for vendor-facing documents.
Key Benefits: Customizing your external Purchase Order numbers helps maintain consistency with your existing accounting software or ERP. It also ensures vendors reference the correct sequence when submitting an invoice to your Accounts Payable team, streamlining the 3-Way Match process.
Understanding Internal vs. External PO Numbers
Internal PO Number: Procurify automatically assigns an internal tracking number starting with the "PF" prefix (e.g., PF1, PF2). You cannot configure or change this internal sequence. The system assigns this internal tracking number to every Purchase Order regardless of your external settings.
External PO Number: This is the identifying number displayed on the official Purchase Order document sent to your vendor. You can customize this sequence to match your organization's internal labeling system. Once set, the system will automatically increase this external number by a value of 1 for each new Purchase Order.
External Purchase Order Formatting Options
When creating a Purchase Order, you have three options for the external sequence:
None: The system will not display a PO number to your vendor. Your team will track the document internally using the "PF" number.
Use Next: The system systematically assigns the next sequential number based on the last Purchase Order created in your domain.
Custom: You manually change the prefix or number sequence. This interrupts the previous sequence and resets the system to count up from your new custom value.
How to Configure Custom Purchase Order Numbering
You must configure the external sequence during the Purchase Order creation process.
Navigate to Procure > Procurement.
Select the checkbox beside each approved item to add to your order.
Click Add to List, then select Create Purchase Order.
Locate the External PO field in the upper-left corner of the page.
Select Custom and enter your desired prefix and number sequence.
Finish creating the Purchase Order.
Best Practice: Always end a custom external sequence with a number (e.g., PO-1000). The system will only automatically increment the final numerical value in the text string.
Frequently Asked Questions
Can I replace the "PF" prefix? No. You cannot change or remove the internal "PF" numbering sequence. However, you can configure the external PO number to display your preferred prefix to vendors.
Can I create duplicate PO numbers? Yes. If you manually enter a custom number that matches an existing Purchase Order, the system will display a warning pop-up before you create the document.
Does custom numbering work with Automatic Purchase Orders (Auto POs)? If your domain utilizes Auto POs, you must configure your custom sequence manually on a standard Purchase Order before enabling the automation feature. The system will then use that sequence moving forward.