Creating a purchase order

Purchase Order, above the order list, opens the form. Edit PO on an existing order opens the same form with everything filled in.

Who you are buying from, and when

Inventory → Purchase Order(s) → Purchase Order

Field	What it is
Supplier	Who you are ordering from. Required. Add new supplier beside it creates one without leaving the form — see suppliers.
Order Date	When you are placing the order.
Delivery Date	When you expect it.
Delivery Method	How it is coming. Add delivery Method adds one you have not used before.
Payment Type	How you are paying — cheque, transfer, card. Add Payment Mode adds one.
Private Notes	Your own note about the order. It stays internal and is not sent to the supplier.

Delivery methods and payment types are shared lists rather than free text, so they stay consistent across orders. They can also be managed in settings — see purchase order settings.

Deliver To

Purchase Order form → Deliver To

Deliver To is where the goods should go, and it is a full address rather than a pick-list: Company Name (required), Company’s Address, Country, State, City, Zip Code, Mobile No and Email. It defaults to your own company, so a delivery to your own stores needs nothing changed — change it when the supplier is shipping direct to a client’s site.

Link Job(s)

Link Job(s) attaches the order to the job it is for. Link it here, at the point you raise the order, and when the goods arrive you can put them straight onto that job instead of into stock — see receiving a purchase order.

An order raised from the job itself — + Add PO on the job’s Item / Invoice tab — is already attached to that job, so there is nothing to link. See items and services on a job.

The items

Purchase Order form → items

The table below is what you are ordering: Item(s), Model No., Qty, Rate, Discount, Tax(%) and Amount.

• + Add Item adds a line. Picking one of your inventory items brings its model number and cost with it; you can also type in something you do not stock.
• Fetch Data pulls the items in from somewhere they are already listed, rather than keying them again.

Underneath, Purchase Note is the note that goes to the supplier, and the totals run down the right: Sub Total, then Additional Discount Before Tax if the supplier has given you a deal on the order as a whole.

Save creates the order. It opens with Purchase Status New, Delivery status Not Received and Payment Status Unpaid — the states then move as the order is sent, delivered and paid. See purchase orders.