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Create Purchase Order

Track spending and manage purchases efficiently with POs.

Updated over 2 weeks ago

Before You Begin

  • Enable Purchase Orders
    If Purchase Orders are not visible under the Supplies section in the sidebar:
    Go to Settings > Features and check Purchase Orders to enable the feature.

  • Set Up Tax Rates and Markups
    Before creating your first PO, it’s recommended to define tax and pricing rules:
    Go to Settings > Invoice and add your Tax Rates and Price Markups.
    These will be available as selectable options when building a PO.

The Settings > Invoice page allows users to define tax rates and price markups for invoices. Users can also set invoice behavior and fields for work orders.

Steps to Create a Purchase Order

  1. Start a New Purchase Order

    • In the sidebar, click Supplies and choose Purchase Orders.

    • Click New to open a blank form.

    • Enter the PO Name, Description, and select a Vendor.

    • Click Save. The new PO will appear in the list with Draft status.

    In Supplies > Purchase Orders, users can view, filter, and create new purchase orders. Each entry shows the code, vendor, status, and responsible person.
    A simple form to enter the PO name, vendor, and description. Save to create a draft PO.

  2. Enter General Information

    • Click on the newly created PO and select View.

    • Under the General tab:

      • Click Edit in the General Info section.

      • Fill in:

        • Due Date

        • Responsible Person

        • Invoice Number

        • Cost Center

        • Notes

        • Billing and Shipping Addresses

    • In the Documents section, upload any relevant files (e.g., agreements, quotes).

    Users can edit general info like due date, cost center, and responsible person. Billing and shipping address can be taken from the vendor or entered manually.

  3. Add Items and Costs

    • Switch to the Items tab and click Edit.

    • Add all necessary:

      • Parts

      • Labor

      • Services

      • Other expenses (don’t forget taxes and shipping)

    • Click Save once done.

    In the Items tab of the purchase order, click Edit to begin adding parts, labor, services, or other items to the list.
    Add parts, labor, services, or other items to the PO. Assign taxes and enter shipping or other costs. Click Save to apply changes.

  4. Approve the Purchase Order

    • After reviewing all details, click Approve to finalize the PO.

    • The purchase order is now ready for next steps in your procurement process.

    After reviewing all items and costs, users can submit and approve the PO. It becomes ready for procurement processing.

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