Purchase Order Overview


Purchase orders can be created within the platform to help manage inventory.

To get to the Purchase Orders section, tap the Inventory option on the navigation menu and then tap the Purchase Orders tab.

Purchase Order Status


Purchase orders can have the following status:

  1. Draft - The purchase order has been created, but has not yet been set to Open. Changes are allowed while in Draft status.
  2. Open - Once the status is set to Open, a purchase order can no longer be edited.
  3. Received - When all line items are received from the supplier, the status of the purchase order should be set to Received.
  4. Closed - After the items are received and the invoice is paid, the purchase order status should be set to Closed.
  5. Deleted - If a purchase order was deleted using the checkboxes within the Inventory section, it will be accessible via a period of time before it is permanently deleted.

Creating Purchase Orders


NOTE: This option is available to Vendor, Vendor Admin, Supervisor, and Technician users.*

Vendors can create purchase orders using an existing supplier. To create a purchase order:

  1. Within Inventory, tap on the Purchase Orders tab.
  2. Next, tap the Create Purchase Order option.
  3. Select the Vendor and/or Supplier.
  4. Tap the Create button.

After a purchase order has been created, add a line item(s):

  1. Tap the Add Line Item option.
  2. Next, select the System Code of the part you would like to select. If you aren't sure, select All.
  3. Select the Part, Quantity and Unit Price.
  4. Tap the Add button to add the line item.

Note that all lines on the purchase order with a icon can be edited (the status of the purchase order will impact which lines are editable).

Opening a Purchase Order


NOTE: This option is available to Vendor, Vendor Admin, Supervisor, and Technician users.*

A purchase order starts in an editable Draft format after it is created. Once you have completed editing the purchase order:

  1. Tap the Open PO option.
  2. If you'd like to email a PDF copy of the purchase order to the supplier, check the Automatically email the supplier a copy of this purchase order option. Note that this option will only be available if you have provided a supplier email.
  3. Tap the Yes button to confirm.
  4. Once the status is set to Open, line items can no longer be edited (except to mark as received). You can view/print the open PO by tapping the View PO option.

Receiving Purchase Order Inventory


NOTE: This option is available to Vendor, Vendor Admin, Supervisor, and Technician users.*

Once the item(s) from an Open purchase order have been received:

  1. Tap the Mark Received option.
  2. Select the line item(s) that have been received. If a partial quantity is selected, the line item quantity will be modified and a new line item will be added with the unreceived quantity. Note that the PO will remain in Open status until all line items are marked as received.
  3. If you'd like to automatically add the newly received parts to your inventory, check the Add newly received parts to inventory option.
  4. Tap the Update button.

Closing a Purchase Order


NOTE: This option is available to Vendor, Vendor Admin, Supervisor, and Technician users.*

After all item(s) on the purchase order have been marked as Received, it can be closed. To close a purchase order:

  1. Tap the Close PO option.
  2. Tap the Yes button to confirm.
  3. Once the status is set to Closed, a purchase order can no longer be edited. You can view/print the open PO by tapping the View PO option.

Tagging a PO


NOTE: This option is available to Vendor, Vendor Admin, Supervisor, and Technician users.*

Custom tag(s) can be added to purchase orders, which can then be used as an additional filtering option. To tag an PO:

  1. While creating a PO, tap the option at the top of the screen.
  2. Next, select the tag(s) you'd like to add to the PO under the Available Tags tab, or create a new tag under the Create Tag tab.
  3. Tap the Update button.

* Customers, Customer Admins, and Managers can also access these features, if the customer adds a Vendor user to their account.