Purchase Orders (POs) are how you request materials from your suppliers. In SureStock, you can create a PO manually or by uploading a file.
➡️ Getting started
Go to Purchasing → Purchase Orders and click Create New → New PO.
➡️ Option 1: Manual PO
Fill in the PO details:
PO Number: Leave blank to auto-generate, or enter your own.
Pickup or Delivery: Choose how the order will be fulfilled.
Ship To: Select the destination warehouse. Note: trucks won't appear here since they don't have a fixed address. You'll be able to assign materials to a truck later during reconciliation.
Job: Optionally link this PO to a specific job.
Delivery Address: If this is a delivery, you can auto-fill the address from the selected warehouse.
Required By: Set the date and time you need the materials.
Contact Name: Tag a team member to keep them in the loop.
Attachments: Upload any relevant files (e.g., technical specs) for the supplier.
➡️ Selecting your supplier
Scroll down to the Supplier section. Select Ferguson as your supplier and choose your default Ferguson account. You can also change the store or account here if needed. The system will indicate whether each address is eligible for pickup.
🚨 If you're selecting Ferguson, choose "Ferguson Integrated", not plain "Ferguson." You may see both options in the supplier list. Selecting the standard "Ferguson" option sends the PO as a regular email and does not go through the integration. Only "Ferguson Integrated" routes the order directly into Ferguson's Trilogie system and notifies your assigned sales associate. This mix-up is the most common mistake on this screen — double-check before continuing.
➡️ Adding items
Click Add Materials to select items from your catalog. Once everything looks good, click Continue to submit the PO.
➡️ Option 2: File Upload (AI-powered)
Upload an existing document, such as a supplier invoice, a packing slip, or any file that contains materials, quantities, and prices. SureStock's AI will read the file and automatically populate the PO for you.
⚠️ Important: Always review AI-generated POs before submitting. The AI is highly accurate, but a quick review ensures nothing was missed or misread.
➡️ Best practices
✅ Triple-check "Ferguson Integrated" vs. "Ferguson" every time you select a supplier.
A PO sent under the wrong option can't be retroactively routed through the integration,you'd need to recreate it.
✅ Remember trucks aren't a Ship To option at creation.
If materials are ultimately headed to a truck, that assignment happens during reconciliation, not on the initial PO; see How to Receive Materials in a Purchase Order.
✅ Use Contact Name to keep someone in the loop, but know it doesn't grant approval rights.
Tagging a team member here is for visibility; it doesn't make them an approver on the PO.
➡️Common issues & fixes
"I submitted a PO with Ferguson selected, but it went out as a plain email instead of through the integration."
This means "Ferguson" was selected instead of "Ferguson Integrated" in the Supplier section. There's no way to fix this retroactively; recreate the PO and make sure to select "Ferguson Integrated" this time.
"The uploaded file for AI-powered PO creation shows 'The uploaded file could not be processed. Please try again.'"
Try the following, in order:
Make sure the file extension is lowercase
.pdf(not.PDF).Force a sync on the account (FSM connection).
Wait for it to complete.
Re-upload the same PDF.
If you're still facing the same issue after that, let us know.
"I don't see the truck I need as a Ship To option."
That's expected; only warehouses (fixed addresses) appear as Ship To options when creating the PO. Assign materials to a specific truck when you reconcile the PO after it's received.
➡️ FAQs
Can I create a PO without linking it to a job?
Yes, job is optional. Link it only if you want the PO tied to a specific job for tracking purposes.
Does the AI-powered upload work with any file type?
It's built to read invoices, packing slips, and similar documents containing materials, quantities, and prices; a PDF works best. Always review the result before submitting.
Can I add materials from multiple suppliers on one PO?
A PO is tied to a single supplier, if you need materials from different suppliers, create separate POs for each.
Still need help? Contact Support!