To add a new purchase order, go to Purchases and click on Purchase orders.
In the purchase orders list view, click on the +New button. Always make sure to link the purchase order to a relevant project, so you can get reporting on it correctly, but also find the purchase order under that project, if needed.
You can also add a purchase order under a contact or project view. In that case, the purchase order will automatically be linked to that contact or project. Linking is important to get accurate reporting.
Enter the supplier and contact person you want to send the purchase order to. When the supplier is in the database, it will be displayed when you start typing in the name. The same goes for a contact person. If the entered contact is not in the database, you can add it by clicking on the plus sign. Fill in as much information on the contact card as needed, and click save. This way you will have all the necessary information already in your database to access in the future.
Note! For a contact to appear in the suppliers' list, you first need to activate the option Use suppliers under finance settings. After that, tick the option Display in supplier list in company modify view.
When adding products to a purchase invoice, the prices and units are displayed automatically, if you have entered them into the product database. The displayed price can be changed.
When you add a new product on the purchase order, it will also be saved to the product database after saving the purchase order. Or, you can add a new product to the database by clicking the plus sign on the product line and filling in the product card. That way, all the needed information will already be in your database for future use.
If accounting objects are enabled under settings, you can link them to products on the purchase invoice.
If you wish to find a product using the product code, type the code into the box Select product.
In order to use a secondary product description (one to describe the product, the second for return policy info, for example), tick the box Use secondary product/service description on lines on lines under Settings > Sales and finance > General.
You can set up the initial quantity of order lines of a purchase order under settings.
Lines can be added, deleted and dragged into order.
To add a new product line or a subheading, just click on the plus sign or use the buttons below.
Subheadings make long orders easier to view. For example, group three similar items under one subheading. You can also group prices under subheadings. If you do not wish to display prices of rows on the PDF, you can hide them. In that case, clients will only see the sum of rows following the subheadings. Or, you can hide rows altogether and just show the group line. Read more about subheadings.
VAT and discounts can also be line-based. Activate line based tax rates under Settings > Sales & Finance > Tax rates and discounts under Settings > Sales and finance > Discounts.
Click on the percentage icon to open the discount calculator to see the calculation for a row-based discount. Choose the desired sum and the discount will be calculated based on that, or type in the discount percentage.
If everything is filled in as it should, Save the purchase order.
In the purchase order view, you can also click to create a bill, create an invoice, create a quote, or simply duplicate the purchase invoice to create another with all data already filled in.
The Settled checkbox should be left untouched in most use cases. When compiling a bill (or multiple as the services are provided or products are taken into stock, etc.) from the purchase order, the products/services on the purchase order will be marked as settled automatically. In some cases, you do need to settle purchases manually. For example, you order 10h of development, the work gets finished in 5h and is billed for 5h – you can mark the remaining 5h on the PO as settled by hand, so you know that this PO really is all finished and doesn't need to be dealt with.
To modify an existing purchase order, open the order and click Modify. Save all changes made. You can Delete a purchase order in the modify view if you have the needed rights to do so.