New manual purchase order [in-depth guide]
While the recommended process for adding a PO to the system is to create POs from estimates. you can manually enter them as well.
Guide contents: Header | Lines | Settings | Address/instructions | Notifications | Vendor invoices | Linked specifications | Next steps
To add a new PO to the system, go to Menu > Purchasing > Purchase orders > New (+).
The PO screen is broken into sections, there is the header & lines. Then there are additional tabs for settings & applied vendor invoices.
Enter the header/top-level information. Such as vendor & PO number.
PO number (required): This can be manually entered or left blank and the system will auto-number this for you upon saving.
PO type: Only visible if you have created order header & line customizations.
NOTE: These allow you to have a standard footer message associated with each PO type you define.
Vendor (required): Choose which vendor this PO is for.
NOTE: Once saved, you cannot change who the Vendor is, so if you choose the wrong vendor in error, you will need to delete the PO and start over.
Company: Appears if you have GL companies enabled.
Project: This restricts which lines the PO can be for. Can leave blank if the lines are for multiple projects.
PO date (required): Defaults to today's date
PO due date: Enter in the due date of the PO.
Click the Plus sign (+) to enter line-level information. This is where you track the project, item, cost and markup.
You can customize the columns which then allows for quicker editing of the line details.
Line type: Only visible if you have order header & line customizations.
Project: Select which project this order line is for.
Task: Select a task within the above project.
Item (required): Choose from your list of purchase items.
Description: Add a description.
Comments: Add any comments necessary.
Quantity: Enter the quantity of the item.
Unit cost: Enter the cost of each quantity.
Total cost: Populates from the above (unit cost x quantity).
Billable: Makes it a billable gross, or non-billable $0 gross.
Markup: Add any markup to the cost here.
Unit rate: The billable rate of the quantity (unit cost + markup).
Gross: The billable amount of the line (unit cost + markup x quantity)
Office: If you have GL offices enabled, this will appear.
Department: If you have GL departments enabled, this will appear.
Class: If you have GL class, this will appear.
Applied: Once applied to a vendor invoice, will show the amount applied.
Closed: Can close lines individually. If you close the order, then all lines will become closed.
Tax 1: Shows the tax in use.
Tax 2: Shows the tax in use.
Add other taxes: Allows for the need to manually add more than two taxes on the line.
Most of these settings should carry over from the vendor's setup.
Contact: This should be populated with the primary contact of the vendor record.
Class: If enabled, you can designate a GL class here.
Address: The main address from the company record is listed here.
Standard header text: If enabled you can choose from your custom list here.
Standard footer text: If enabled you can choose from your custom list here.
Total net (not editable): Displays the total net of all lines.
Sales tax 1: Choose which sales tax rate to use for all sales tax 1 line options.
Sales tax 2: Choose which sales tax rate to use for all sales tax 2 line options.
Other taxes (not editable): If additional taxes are needed, they can be set here.
Total net with taxes (not editable): Shows the total net with taxes.
Total gross (not editable): Shows the total billable gross.
Applied to invoices: Shows the amount applied to an invoice.
Accrued balance: Button that shows the following t-chart.
Status: Shows the current status of the PO. I.e. 'submitted', 'approved', 'rejected'.
Ordered by: Defaults to the person entering the PO.
Approver: Designate an approver here, or to anyone with an approval limit.
Printed: If the PO has been printed, this will be checked.
Date added: Shows the date in which the PO was added to the system.
Date updated: Shows the date when the PO was last saved.
Last updated by: Shows who last saved the PO.
Revision: Every time a PO is unapproved, this number goes up by one.
Description: Enter a description for the PO here.
The address should carry over from your vendor's setup. But you can change it to an alternate address
Mail to address: Defaults from your vendor's main address.
Special delivery: You can enter additional instructions here. Also, you can click on Copy from client to pull in the client's address to mail to.
Prints a copy of the PO that can be sent to recipients.
Use the + Plus sign to add Vendor contact recipients. When you click Print, a single PDF will be generated with a copy for each recipient. The recipient's name will be printed just under the primary contact set on the PO.
Shows all vendor invoices linked to this PO.
You can customize the grid to show more than what is shown by default.
You can add a spec sheet associated with the project or copy one from another part of the system.
Printing/emailing purchase orders