Raising a Purchase Order
You may wish to raise a Purchase Order to instruct a supplier to provide you with goods.
To raise a Purchase Order directly from a supplier, click '+ New' under the 'Orders' tab.
If you would like to raise a Purchase Order containing parts that exist on a job, scroll to the Parts pane and click '+ Add to Order'. Input either the existing order number or, to raise a new PO, the name of the supplier. Use the checkboxes below to select which Parts items you want to add to the PO.
Site / Delivery Address
Orders will be to your main address by default. To change the address, use the '+ Add custom Delivery Address' button.
Marking Order Placed / All Goods Received / Complete
When the Purchase Order has been placed, tick the Order Placed box and Save the PO. If the order is received in full, tick the box. When you've invoiced for the Order or completed payment, the 'Complete' box can be ticked. All these events will also add a Communications note to record who completed the action and when.
Receiving a Purchase Order in Part
If you only receive part of an order, use the 'Receive Items' button to select quantity of items received.
Documents
To add a document to a Purchase Order, press '+ Document' on the 'Documents' pane. Documents can be viewed or downloaded by clicking their filename, and deleted by pressing the bin icon.
Communications
You can add a communication note to a Purchase Order by clicking '+ Add Communication'.
Flag a Purchase Order to the User who Raised it
You can flag a Purchase Order to the user who raised it by clicking the pencil icon to Edit and then clicking the Flag icon. This can be used, for example, to make the user aware there is a pricing or delivery issue that requires resolution.
Flagged Purchase Orders will appear for the user who raised it as a flag icon in the top menu. Flagged items (which also includes Sales Orders and Returns) can be listed by clicking the flag, and edited by clicking the item.
Flags can be removed by clicking the crossed through flag icon.
Cancelling, Reinstating and Deleting Purchase Orders
To cancel a purchase order, press the 'Cancel' button. To reinstate a cancelled purchase order, press the 'Reinstate' button.
To delete a purchase order, it must first be cancelled. It can then be deleted by clicking the trash can icon.
By default, Purchase Orders will have a prefix of PO. This is customisable in 'Settings' > 'System Configuration' > 'Customisation' > 'Purchase Order Prefix'.