Purchase orders

This video covers purchase orders: making one from a job's order list, the draft, sending it to the supplier, their confirmation, cancelling, the lists, and setting where each supplier's orders go.

Pick the lines

Open Orders, then the job's order list, and click Purchase order, at the top or in the Tasks header. Tick the lines for one supplier, then click Create purchase order. A line with no supplier yet takes the PO's supplier. Lines already on a PO can't be picked.

The draft

Check the supplier and click Create draft. The draft opens with the next PO number. Nothing has gone to the supplier yet, and its lines are still to order. On the right is the PO exactly as the supplier will get it, changing as you edit.

Delivery

Under Supplier and delivery, pick the supplier and the branch. Under Ship to, choose Job site, Pick-up, Our shop or Other address. Add the Needed by date, and Notes to the supplier, like a gate code or who meets the truck. It saves as you go.

Lines and costs

Under Lines, change a quantity, unit or unit cost, and the order list changes with it. Prices are your cost, never the client's price; a cost taken from the quote's estimate says check it. Click Add lines for more from the job, or take one off. Then add shipping and tax.

The document

The PO shows your company, the supplier and branch, your account number with them, where it goes and when it's needed, who ordered it, the lines and totals, and your purchase order terms. The job appears by its number, never the client's name. Print and PDF are at the top.

Send to supplier

Click Send to supplier. To starts with the supplier's order email, and Cc with their Also copy addresses. Send me a copy is ticked, and you can add a short message. The PDF goes by email with a Confirm this order button, and replies come to you.

Lines become ordered

The PO keeps a copy of exactly what was sent, and its lines are marked ordered with its number, their costs, and a share of the shipping and tax, so receiving and job costing count them like any order. Handed it over another way? Click Mark sent without emailing.

Confirming

The supplier opens the email's link, with no account, and clicks Confirm, adding their own order number if they like. Whoever sent it gets a notice. Confirmed by phone? Click Mark confirmed. Their number shows beside yours, and either one finds the order when you receive it.

Cancel or discard

Plans change? Cancel PO works until anything on it arrives: its lines go back to to-order, and you can email the supplier that it's cancelled. A draft that never went out goes with Discard draft, and its lines stay on the list. Email again resends it with a new Confirm link.

The lists

The job's order page has a Purchase orders box, and each line shows its PO. Orders, then Purchase orders, lists them all, with Draft, Sent, Confirmed and Cancelled chips and a search. A supplier's window lists theirs. Members make and send purchase orders; viewers can look.

Where orders go

Open Orders, then Suppliers, open the supplier and click Edit. Under Ordering, type the Order email, or leave it empty to use the main email, and Also copy, for up to two people, like the rep. A branch can have its own order email and phone, for POs to that branch.

Fill in Needed by on every purchase order: the supplier sees the date on the PO and in the email. Next: Supplier price sheets and live prices.