Purchase Orders

This guide explains how to create, manage, and track Purchase Orders (POs).

Written By Francois Jullien

Last updated 19 days ago

What Is a Purchase Order?

A Purchase Order (PO) is an official document sent to a vendor to request goods or services, including quantities, pricing, and project details.

How to Create a Purchase Order

  1. Go to Purchase Orders
    From the main menu, select Purchase Orders.

  2. Create a New Purchase Order
    Click or tap Create Purchase Order.

  3. Select a Project
    Choose the project associated with the purchase.

  4. Choose a Vendor
    Select an existing vendor or add a new one if needed.

  5. Add Line Items

    • Enter item descriptions

    • Set quantities

    • Add unit prices

    • Confirm totals

  6. Review the Purchase Order
    Double-check all details, pricing, and project information.

  7. Submit or Share the Purchase Order
    Once submitted, the PO will be saved and shared with admins (or the vendor, depending on permissions).

Managing Purchase Orders

  • View Status
    Track whether a PO is Draft, Sent, Approved, or Completed.

  • Edit a Purchase Order
    Draft POs can be edited before approval.

  • Attach Files
    Upload invoices, receipts, or supporting documents.

  • Approval Workflow
    Admins can approve or reject purchase orders as needed.

Notifications

  • Admins receive notifications when a purchase order is created or updated.

  • Status changes are logged and visible in the PO history.

Best Practices

  • Always assign a PO to the correct project

  • Upload supporting documents for accuracy

  • Review totals before submitting

  • Use clear item descriptions for vendors