Note: Purchase Orders are part of the Pro Subscription. If you'd like to upgrade your account, please refer to this article.
How To Create a Purchase Order
Select the 'Maintenance' module > 'Purchase Orders'. Here you will be able to create and manage your Purchase Orders.
To create a Purchase Order,
Select the 'Create Purchase Order' button in the top right corner.
A pop-up will open and you can add the details. Select the Vendor that you would like to purchase the items from.
Note: A Vendor must have the 'Parts' option selected under Vendor Type to be added to a Purchase Order.
Select delivery Location to select where the parts will be received.
Note: A Location must already exist or be created in your Inventory with an associated Inventory part to be added to a Purchase Order.
Next, Add A Line Item.
Select a line item, select the quantity, and enter the total cost.
You can choose to add shipping costs as well as Tax (percent or fixed) costs and the total will update.
Note:
An item must already exist or be created in your inventory before you can add it to a Purchase Order
Please note you can add up to 10 line items.
You can also add additional information.
Such as a description of the Purchase Order and any helpful documents.
Choose The Approver
You can then select who you would like to approve the Purchase Order.
Depending upon roles & permissions, they will receive a notification based on their communication preferences within the system.
You can also create a draft to save for later.
How to Approve a Purchase Order
Purchase Orders that are Pending Approval can be either Rejected or Approved by Users with the correct permissions.
To approve or decline a Purchase Order,
Click on the 'Update Status' button on the Purchase Orders details pages.
From the drop-down, you can mark it as approved or declined.
If you mark it as Declined a reason will be captured.
Once a Purchase Order has been marked as approved, it can then be marked as purchased.
How To Receive Items
A Purchase Order marked as Purchased is ready to be Received.
You may Unmark it as Purchased if needed, or click the 'Receive' button on the Purchase Order Details Page to receive the order.
To receive a Purchase Order,
Click on the 'Update Status' button on the Purchase Orders details pages and then select 'Receive'.
Now select the line items that you wish to receive and enter the received quantity for each.
For each item quantity received, the inventory will be updated automatically.
If the number of items matches the number ordered, the Purchase Order will be updated to received.
If the number of items received is less than the number ordered, the Purchase Order status becomes Received Partial.
The additional items may be updated as they are received.
How To Close a Purchase Order
Once you have updated the Purchase Order with the number of received items, you can close it at any time.
Click on the 'Update Status' button on the Purchase Orders details pages.
From the drop-down, you can select 'Close'.
Purchase Order Filters & Statuses
You can filter your purchase orders by status. Here is a list of statuses you can filter by.
All | All Purchase Orders regardless of their current status |
Drafts | Purchase Orders being created or saved for later |
Pending Approval | Purchase Orders awaiting approval or rejection |
Rejected | Purchase Orders that have been declined |
Approved | Purchase Orders that have been authorized for purchase |
Purchased | Purchase Orders that have been ordered but not yet received |
Received | Purchase Orders with all items received as ordered |
Received Partial | Purchase Orders with fewer items received than ordered |
Closed | Purchase Orders that have been completely fulfilled and finalized |
Purchase Order Reporting
Click on reports to access the reporting for Purchase Orders
From here you can export information, filtering by the different status if necessary.
Please contact us at [email protected] or call us at +1 704 489 3268 if you need further assistance.