Knowledge Base

Create a new Purchase Order

Note:

To create a new PO, you’ll need to have appropriate User Access to the Purchase Orders module. 

To create a new PO:

1.  Go to Purchase Orders > Purchase Orders.

2. Click Add New in the top-right corner.

Tip:

You can also create a copy of a previous PO by opening the previous PO, scrolling to the bottom of the page and selecting Functions > Copy Purchase Order. This creates a new draft PO where you can edit the details as follows. 

3.  A new draft Purchase Order will be displayed. Start by selecting/entering the details as required in the Purchase Orders section.

Note:

You’ll need to complete all of the mandatory fields (marked with a *) before you can save the purchase order.

Refer to Product field explanations for more information on each field. When you select the Supplier, the Tax Rate and Currency fields will auto-populate based on the details saved on the supplier record.

4.  Once all of the required details have been selected/entered in the Purchase Orders section, scroll down and click Save before adding products or other information. 

Add products to a Purchase Order

Note:

To be able to add a product to a Purchase Order, the product must exist in Products and the Supplier must be listed under Product Suppliers.

1. Expand the Purchase Order Detail section and click + New.

2. The Purchase Order Detail dialogue box will be displayed. Select/enter the details as required:

Select the Product from the drop-down list. This list will contain all of the Products associated with this Supplier.
If the selected product is sold in packs, select the Pack Size from the drop-down list.
Enter the number of products (or packs) you want to order in the Quantity field. 
The Cost Price will be auto-populated based on the Cost Price for this Supplier saved on the products record, but you can edit it here as needed.
Click Save or Save and Add New to add another product to this PO.

Add other information to a Purchase Order

Use the other sections of the Purchase Order to do the following:

  • Add Internal Notes, or Document Comments (to add comments to your printed Purchase Order) under Additional Information
  • Assign Tasks to specific users under Notes and Tasks
  • Upload Files associated with the Purchase Order under Files

Product field explanations

 

Field Mandatory? Description
PO Number Automatic A sequential PO number will be assigned when you save this PO. 
Supplier Y Select the Supplier from the drop-down list.
Order Date Y Defaults to today’s date. Click to select another date. 
Required Date N Select the date you require the items to be delivered (this will appear on the printed Purchase Order). 
Customer N To associate this PO with a Customer Order, select the Customer from the drop-down list and then select the Order below. If this PO was generated from a Customer Order, this field will be auto-filled but can changed. 
Customer Address N If a Customer has been selected, select an address from the drop-down list. If this PO was generated from a Customer Order, this field will be auto-filled but can changed.
Order N To associate this PO with a Customer Order, select the order from the drop-down list (the Customer must be selected first). If this PO was generated from a Customer Order, this field will be auto-filled but can changed.
Completed Date Automatic Auto-fills once all of the Products (under Purchase Order Detail) have been recorded as received.
Status Y Defaults to Draft. Select Sent to indicate the PO has been sent or the order has been placed with the supplier. Refer to Update the status of a Purchase Order
Tax Rate Y Auto-fills once a Supplier has been selected based on the tax rate set on the Supplier record. Click to select another tax rate for the products on this PO from the drop-down list.
Currency Automatic Auto-fills once a Supplier has been selected based on the currency set on the Supplier record. 
Carriage Charge Y Enter any carriage costs for this order here. 
Total Cost Price Automatic Auto-fills based on the total cost of the products entered under Purchase Order Detail
Total Tax Automatic Auto-fills based on the total cost of the products entered under Purchase Order Detail at the tax rate selected.
Total PO Value
Automatic Auto-fills based on the Carriage Charge + Total Cost Price + Total Tax.
Total Product Quantity Automatic Auto-fills based on the total quantity of the products entered under Purchase Order Detail
Receive Stock Location Y The location the order should be delivered to. Defaults to Main and auto-fills the Delivery Contact and Delivery Address below based on the details saved in Stock Locations. Click to select another location.
Direct Delivery Automatic

If this PO is associated with a Customer Order, this field will be auto-filled based on the Direct Delivery option selected on the Customer Order Yes or No.

If this PO is not associated with a Customer Order, auto-fills to No

Delivery Contact N Auto-fills the contact information saved in Stock Locations based on the Receive Stock Location selected above (this will appear on the printed Purchase Order). Click to edit the contact information. 
Delivery Address Y Auto-fills the address saved in Stock Locations based on the Receive Stock Location selected above (this will appear on the printed Purchase Order). Click to edit the address.
Delivery Instructions N Enter any additional instructions for the supplier.
Xero Ref Automatic If you have a Xero integration this field will be auto-filled once the PO is saved and added to Xero. 

 

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