Creating a Purchase Order

There are 2 ways you can create Purchase Orders for jobs. You can also generate purchase orders for standard inventory materials that you keep on hand.

These can be done manually from the Purchase Orders tab or alternatively you can use our 'Source' function to purchase order all materials that have been quoted for a job.

By using the Source function, you can allocate materials for a job that you have quoted from your inventory and if you don't have these on hand, this will allow you to generate the purchase order.

View materials and purchase orders for a job from the Resources tab within a job.

Creating a Purchase Order for a Job from an Accepted Quote

Once you have created a job from an accepted quote you can source the materials required for this job from your inventory and from purchase order.

Click into the job you require to source your materials for.
Click into the 'Resources' tab.
Click into 'Materials'.
Click the 'Source' button as shown in the screenshot below & a pop up will appear.
Choose the location you want to source from or purchase order to and enter dates as required.
Click 'Source' and you will now see if the stock has been allocated from inventory is requires a PO.

Generating the Purchase Order for Materials

Now you've sourced these materials to come from a purchase order, these will be sitting in Pending Items in your Purchase Orders tab.

Click into Purchase Orders from the user menu panel.
Click on 'Pending Items'.
Choose the job from dropdown as shown below.
Click 'Create' and this will take your new PO which you can now send to your supplier.

Create a Purchase Order

Access the Purchase Orders tab from the user menu panel.
Click on the 'Create' button.
Choose a Supplier from the dropdown.
Enter a reference - optional.
Choose your location for the goods & click 'Create'.
You will now be in your edit PO screen, enter your delivery date.
You can choose a different template from the dropdown if you have multiple.
If stock is to be allocated to a job: under the 'Job' dropdown - type to search for the job.
Enter any delivery instructions or notes for your Purchase Order in the fields provided.
Add your items by following the screenshots below.
*For more information see: Managing your Purchase Orders.
Save your changes once you've added all of your items for that supplier.

If your purchase order is for a job, it will now be linked. You can locate any purchase orders assigned to this job by clicking into the Job, clicking on the resources tab then purchase orders. Pictured below:

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'.

Create a Purchase Order for Stock on Hand Items

Some businesses order bulk stock which is allocated to jobs over time, follow the process below on how to create a bulk order for stock that isn't being allocated to a job yet. This process also is for when you need to create a purchase order for sundry items.

Access the Purchase Orders tab from the user menu panel.
Click on the 'Create' button.
Choose a Supplier from the dropdown, enter a reference - optional.
Choose your location for the goods & click 'Create'.
You will now be in your edit PO screen, enter your required delivery date.
Choose the appropriate template from the dropdown if you have multiple.
You can choose a different template from the dropdown if you have multiple.
Add any delivery instructions or notes - optional.
Click 'Add New' and choose either Material or Service:

Material: you can type in a new material or product that is not currently setup in your catalogue, once you receive this in, it will go to your inventory.

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

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

You'll be redirected to your catalogue where you can start entering the details of the product.
Enter the Quantity or Units required.
Choose or add the supplier - optional.
Select the category - required.
Enter the pricing as required.
Finalise by clicking 'Create'.

Now you will be taken back to the PO where you can add more items if required, or if you've finished, click 'Save Changes'.

From here you have the option to email, print to PDF, csv or invoice the Purchase Order as shown below.

Please Note: being able to see the receive and split buttons are based on how your purchase order statuses are set. You cannot fully or partially receive a Purchase Order just by updating the status.

Automation: once you email the purchase order the status will automatically update to sent.