Raise a purchase order

1. Open Stock & purchasing and select New purchase order.
2. Choose the Supplier.
3. Under Deliver to, choose A warehouse or van and pick it, or The job’s site for goods going straight to a job.
4. Link a Job if the parts are for one. It’s required when delivering to the job’s site.
5. Under Lines, search for each part and set the Qty. The supplier’s price fills in; change the Unit cost if you’ve agreed a different one.
6. For something you don’t stock, select Add item not in stock and type a Description and Unit cost.
7. Add Notes for the supplier and a Needed by date if useful.
8. Select Save draft.

The order gets a number like PO-000012. You can edit it while it’s a Draft.

Submit and send

1. Select Submit.
   • At or under the approval limit it’s approved straight away.
   • Over the limit it waits for someone else to approve it. By default the limit is £500 excluding VAT. You can change it in Settings → Finance.
2. Select Send to supplier:
   • Email it sends the supplier a PDF of the order, from your company name. Their reply goes to your company email.
   • Mark as sent is for orders placed by phone or online.

The order now counts as On order in the stock list until the goods arrive.

From a job

On a job, open Parts & POs and select Raise purchase order. The job is filled in for you.

Cancelling

Select Cancel order and give a reason. You can cancel until goods start arriving. If you’ve already sent it, tell the supplier too.

Next

• Receive goods