Creating Purchase Orders

SKIP AHEAD TO

• Creating purchase orders
• Adding products or service items (Items Tab)
• Send purchase order by email
• Uploading and attaching files
• Document Actions (Print, Etc)

Creating a purchase order

1. In the main menu, go to Purchases, then click on Purchase Orders.
2. Click the (+) Button and then click on New Document.
3. Choose the Vendor, Currency, Issued and Expiration dates, Status, and the Employee.
4. The Content tab has 2 sub-tabs, Items and Ledger Accounts.

[3] Currency: If you choose a foreign currency, a field will appear to set the currency rate.

If you haven’t set other currencies, you can go to Settings > Modules > Accounting > Multi-currencies.

[4]  Items and Ledger Accounts Sub-Tabs

The Items tab holds the list of products or service items for this document. We use the Items tab to add the items or services we’ll be purchasing.

You can learn more about adding products and services by reading the Managing Products and Services how-to article.

The Ledger Accounts tab holds the list of purchase or expense items that will be posted to ledger accounts once the purchase order is converted to a bill. This could be shipping and handling or transportation costs.

You can add new ledger accounts by going to Accounting / Chart of Accounts

Adding Product or Service Items (Items Tab)

1. Click on the Content tab and then on the Items Sub-Tab,
2. Choose the Product or Service, Tax rate, Quantity, Price, and Tax amount on each item.
3. To add New Items, click on the (+) ITEM button below the list.
4. If you need to remove an item, click on the trash can icon on the right of each item.

The Items tab holds the list of products or service items for this document. We use the Items Tab to include items or services we’ve previously added.

You can add new product and service items by going to Masters / Products and Services.

You can learn more about adding products and services by reading the Managing Products and Services how-to article.

Send by email

In the Purchase orders list, for the purchase order you want to send.

1. Click con the Action Menu and then click on Send Email
2. On the Send mail window, type Recipient’s email and update the Subject, and Message if necessary.
3. Then, click on Send.

Once you send a document by email, you can view the email status history by clicking on the paper plane icon on the right of the document in the documents list.

Files Tab

1. Click on the Files Tab.
2. Click on the browse button.
3. Select the files to upload and click on Open.
4. Once done, click on Close.

These files will be attached to the document and stored in the cloud. You can view all uploaded documents by going to Tools > Files on the main menu.

Document’s Actions

In the Purchase orders list, click con the Action Menu for any document.

1. Preview: Opens a printable version of the document.
2. Duplicate: Makes a duplicate copy of the document.
3. Edit: Updates document information.
4. History: Displays the transaction history log.
5. Copy to Expense / Purchase: Copies the purchase order information to a new expense purchase document.
6. Copy to Goods Receipt: Copies the purchase order information to a new goods receipt document.
7. Send email: Opens a window to send an email with a PDF version of the document.
8. Audit: Displays a list of changes made to the document.
9. Upload File: Option to upload and attach a file.
10. Cancel document: Changes the document’s status to void.

Note: These actions are displayed depending on the document status. If the document is in the Draft status, none of the transaction options will be available.