You can create a bulk purchase order Purchase orders are used to order items that may be used during work on your jobs. You can create a purchase order for items for a single job, or a purchase order for items for several jobs (a bulk purchase order). in the Purchase Order Manager to purchase a range of goods and services from a selected supplier, for multiple different jobs.
Overview of the steps required to create a bulk purchase order
- Select the supplier that the purchase order is to be sent to.
- Select a job.
- Do one of the following:
- If the job already includes cost items, select which cost items to include in the purchase order.
- Add a new cost item to the job.
- Repeat Steps 2-4 to include cost items on as many jobs as you wish.
- Send the completed purchase order to the supplier.
Create a bulk purchase order
To create a bulk purchase order in the Purchase Order Manager:
- In the Business menu, select Purchases > + Create New Purchase Order > + New Bulk Purchase Order.
- On the New Purchase Order screen, fill in the purchase order details. For more information about each field, open the field reference section below.
Field Description Supplier The name of the supplier of the required goods and services. Select the required supplier from the drop-down list.
All the cost items on a specific purchase order must be from the same supplier. If you need to order items from several suppliers, create a purchase order for each supplier.
Description Description of the purchase order. The text you type here will be included in the purchase order. Delivery Address The address that the ordered items are to be sent to. - Next. The Bulk Purchase Order screen is displayed.
- In the Job drop-down list, select a job. You can include costs associated with this job in the purchase order.
For each selected job, perform either Step 5 or Step 6.
- If the selected job contains any as yet unordered cost items, these are displayed in the Costs from Job panel below the Job field.
- Use the checkbox to the left of each Cost Name to select all the cost items that you wish to include in the purchase order. You will be able to include any unselected items in a later purchase order, if required.
- Add. The selected items are added to the purchase order items listed in the Costs panel at the bottom of the screen.
- Include more jobs?
- If yes, then go to Step 4.
- If no, then go to Step 6.
- If you wish to include additional cost items (that are not already in a job) in the purchase order.
- In the Job drop-down list, select a job.
- Click the + Add A Cost button in the Costs panel at the bottom of the screen.
- In the Add Cost dialog, fill in the details about each cost item. For more information about each field, open the field reference section below.
Field Description Cost Name Name of the item whose cost is to be included in the purchase order. The text you type is matched against the cost items, stored in the Cost Admin database (
> Settings > General Settings > Costs), so that you can select one of these items if you wish. To select a cost item, click the item you want to use.
Alternatively, you can just type in the name of a new cost item (which is added to the purchase order but not to the Cost Admin database). Any new cost items added to the purchase order in this way will be added to the job when the purchase order is receipted. To select the cost name you typed, click Create <costname> at the bottom of the search drop-down.
Quantity The number of items required. This could be a simple count of the number of items or a number of units (10 metres of cable, for example). Unit Cost The expected cost per item. Cost Code The supplier's or manufacturer's code for the item. Type Select Stock for physical inventory you receive or Service for non-tangible offerings such as contractor fees, or a service or freight charge. Selecting Stock adds a step for receiving physical items in the purchase order process. Tax 1, Tax 2 The tax rate to apply to the item. You can select two tax rates if you need to apply tax at a local and a federal level, for example. These tax rates are set in your Organisation settings. Cost Notes Any notes you wish to include on the purchase order for this item. - Add. The item is added to the purchase order items listed at the bottom of the screen.
- Include more costs?
- If yes, then go to Step 6.
- If no, then go to Step 7.
- Check that the information shown is correct then click one of the following option buttons.
Once a purchase order has been issued, the financial details it contains cannot be changed.
Button Description Delete Purchase Order Deletes the current draft purchase order. Save as Draft Saves current purchase order information and displays the main Purchase Order Manager screen. You can edit purchase orders while they are in the draft state. Issue & Print Changes purchase order status to Issued, saves the current purchase order information and displays the Print Purchase Order screen. Issue & Receipt Changes purchase order status to Issued, saves the current purchase order information and displays the Purchase Order detail screen. If the purchase order contains Stock type items, you can click the Receive Stock button to receive a stock delivery into . Issue Changes purchase order status to Issued, saves current purchase order information and displays the main Purchase Order Manager screen.