Help CenterThis article explains how to create a purchase order and the main functionality to be aware of.
New purchases are created under My purchases --> New purchase
A new purchase order has status "Draft" until sent for approval when it receives a temporary purchase requisition number. Once approved a purchase order number is allocated.
Explanation of the main sections / fields:
Supplier info fields - Fields that will be presented in the PO PDF sent to the supplier. Approved purchases will be sent to the supplier contact as default, alternatively the email on the supplier card.
Company address fields - Addresses set up as default will be automatically populated, but can be changed if needed.
Parent PO (if activated) - Parent PO can be used to link related purchases for reporting purposes. Set a PO as parent and select parent for the related purchases.
PO description - Makes it easier to find a purchase order in the Archive section. Not presented on PO PDF.
Budget / Project- The budget determines which budget the cost belongs to and also the approval flow. The project field will automatically prefill if linked to the budget and will also be presented on the PO PDF
Currency - Amounts are automatically converted using today's exchange rate for budget and approval purposes.
Auto send after approval - Purchase order will be automatically sent to the supplier after final approval.
Attachments / Internal files - Attachment» will be sent to supplier, internal files are kept for record in the system (not sent).
Five ways to input data on line items
There are five ways to create line items
- Paste items from a spreadsheet
- Select from an item list for the supplier ("View items for supplier")
- View recent purchases for the selected supplier
- Duplicate a previous purchase (find the relevant purchase order and «duplicate»)
- Insert manually
You can also insert text lines if you like to include a more detailed description.
The budget category shows relevant categories for the selected budget