Create a purchase order from a job

A  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).  can be created in the Job Manager to purchase a range of goods and services from a selected supplier, for a single job.

To create a purchase order in the Job Manager:

1. In the Jobs menu, select Jobs.
2. On the Job Manager screen, drill down on the job number of the job you wish to create the purchase order for.
3. On the job information screen, select the Financial tab.

   Any existing purchase orders for this job are listed under the Purchase Orders section.

4. Click New Purchase Order.
5. 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 reference

     Field	Description
     Supplier	The supplier of the goods/services being ordered. Select a supplier from the drop-down list.
     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 will be sent to.

6. If unordered cost items are associated with the selected job, these will be displayed under the Costs section below the Delivery Address field. Select those cost items that you wish to include in the purchase order. You will be able to add more costs on the next screen, if required.
7. Next.
8. On the Purchase Order Information screen, select the correct Tax rate from the Tax drop-down list. This rate will be applied to all items on the purchase order, unless a specific tax rate is set for individual additional items below.
9. If you wish to include additional cost items in the purchase order:
   1. Fill in the details about the cost items. For more information about each field open the field reference section below.
      • field reference

        Field	Description
        Description	Description 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 (Business > Settings > Costs), so that you can select one of these items if you wish. Alternatively, you can just type in details 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.
        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.
        Code	The supplier's or manufacturer's code for the item.
        Tax	The tax rate to apply to the item. This must match the value selected in the Tax field for the whole purchase order, unless it is set to zero for the item specifically.
        Notes	Any notes you wish to include on the purchase order for this item.

   2. Add. The item is added to the purchase order.
   3. Repeat Steps a–b to include additional items in the purchase order, as required.
10. Check that the information shown is correct then select one of the following buttons.

    Once a purchase order has been issued, the financial details it contains cannot be changed.

    • print and save options reference

      Button	Description
      Save Draft & Print	Saves current purchase order information and displays the Print Purchase Order screen.
      Save Draft	Saves current purchase order information and displays the job information screen (Financial tab). All purchase orders for the job are listed under the Purchase Orders section.
      Issue & Print	Changes purchase order status to Issued, saves current purchase order information and displays the Print Purchase Order screen.
      Issue	Changes purchase order status to Issued, saves current purchase order information and displays the job information screen (Financial tab). All purchase orders for the job are listed under the Purchase Orders section.
      Issue & Receipt (on Issue drop-down)	Changes purchase order status to Issued, saves the current purchase order information and displays the Purchase Order Full Receipt screen.
      Cancel	Deletes the current draft purchase order.

Related tasks

• Print, email, or export a purchase order