How to Create a Purchase Order

Create and send purchase orders (POs) to obtain materials needed for your jobs, or to fill out your inventory with standard materials needing to be kept on hand.

In this article:

Creating a Purchase Order from a Job with an Accepted Quote

Creating a Purchase Order from the Purchase Orders Tab

Creating a Purchase Order for Stock Items

Creating a Purchase Order from a Job with an Accepted Quote

To create a PO from a job, follow these steps:

Go to Jobs and click into the job you want to create the purchase order for.
Navigate to Resources > Materials.
Click Source.
Select a location. This will determine where inventory items are sourced from, and where purchased items are ordered to.
Enter dates for Order After and/or Required By.
Click Source.

You will be taken back to the Materials List, and in the Source column you will see which items are to be sourced from your Inventory, and which items need to be purchased.

Next, from the User Menu Panel on the left, navigate to Purchase Orders and click Pending Items.
Choose your job from the drop-down menu.
Click Create.

You will be taken to a summary of your PO, which you can now send to the supplier.

Note: If your job contains materials that need to be ordered from more than one supplier, clicking Create will generate a separate PO for each supplier.

Creating a Purchase Order from the Purchase Orders Tab

To create a PO from the Purchase Orders tab, follow these steps:

Go to Purchase Orders and click Create.
Choose a supplier from the drop-down.
Enter a reference (optional).
Select a location for the order to be delivered to.
Click Create again.
You will be shown a draft of your PO. Enter a delivery date.
Choose a template from the drop-down, if applicable.
Select a job from the drop-down if the PO is to be allocated to a specific job.
Enter any delivery instructions or notes, if applicable.
Add items to the PO (see below).
Read More: Managing your Purchase Orders.
Click Save Changes.

If your purchase order is for a job, it will now be linked to that Job and visible in Jobs > [Job #] > Resources > Purchase Orders.

Step 1 - click 'Create' and enter your purchase order details.	Step 2 - Add your details, link your job then click 'Add New' and select either a service or materials.
Step 3 - now you've chosen a material to add, enter your units and the location. Search for your product by filling out some of the fields which will reduce your catalogue list.	Step 4 - now you've reduced your list, select your product and finalise by clicking 'Create'.

Creating a Purchase Order for Stock Items

If you need general items that are not for specific jobs, or if your business prefers to bulk-order stock items which are allocated to jobs over time, follow these steps to create a purchase order:

Go to Purchase Orders and click Create.
Choose a supplier from the drop-down.
Enter a reference (optional).
Select a location for the order to be delivered to.
Click Create again.
You will be shown a draft of your PO. Enter a delivery date.
Choose a template from the drop-down, if applicable.
Enter any delivery instructions or notes, if applicable.
Add items to the PO (see below).
Click Add New and choose either Material or Service:

Material: You can type in a new material or product that is not currently set up in your catalogue. Once you receive the PO, the material will go into your inventory.

Service: You can type in a new material or product that should not be set up in your catalogue. Once you receive the PO, the material will not go into your inventory. This is considered a sundry line.

Example: A stationary order for pens would be entered as a service, because you don't need to add these to your inventory.

You will be taken to a new screen to enter the details of the material/product.

Enter either the Item Quantity or number of Units (required). Note: these fields will recalculate automatically depending on what Units per item is set to.
Edit the Location and/or Bay Location if applicable.
Name the material (required).
Select a Supplier or add a new supplier (optional).
Enter the SKU and/or barcode (optional).
Select a Category or add a new catagory (required).
Enter the Brand/Range/Finish/Colour (optional).
Enter the item dimensions (optional).
Enter the Price, Units per item, and Price per unit (required).
Click Create.

You will be taken back to the draft PO, where you can add more items if required.

Once you've added all your items, click Save Changes.

From here you have the option to email, print to PDF, export as a CSV, or invoice the PO as shown below:

Please Note: Whether or not you can see the Receive and Split options depends on how your purchase order statuses are set up. You cannot fully or partially receive a PO just by updating the status.

Automation: Once you email the purchase order, the status will automatically update to Sent.

Recommended Process for Bulk Ordering Items from Suppliers

Jobman is designed so that purchase orders are created at the moment they are ready to be sent. Rather than create a purchase order at the beginning of the week, spend days adding to it, then send at the end of the week, our recommended process is:

Set up your jobs, and add materials to them throughout the week (or as needed) - remember to click 'Source'!
Once all jobs have materials added to them and you are ready to send a purchase order, you can then create a purchase order and add all pending items to it for that particular supplier.
Jobman will automatically allocate the items in the purchase order to the specific jobs they are intended for.
Once you've created the PO and added all pending items, you can also add stock items if desired.
Send the PO.