In this guide, we'll walk you through the basics of our newly launched Purchase Order functionality and what you can expect next. This feature is available for iOS and Android devices too, so whether you're on the go or in the office, you can easily manage your POs from anywhere! 📱
Why Purchase Orders (POs) Matter 🤔
POs are key to efficient inventory and purchasing management. They allow your team to keep a clear paper trail of all requests made to suppliers, and ensure transparency throughout the entire process.
This is just version 1 of our PO functionality, and we are continuously working to improve and automate it further. We’re open to any future requests you have as we continue to build out this feature. 💬
1. Navigating to the PO Section 🧭
First things first, let’s check out the new PO tab in the system! Head over to the Purchasing section, and you’ll see a tab called Purchase Orders. Here, you can view all your ongoing POs and filter them by various statuses: 🔍
- Sent: POs sent to suppliers.
- Paid: POs that have been paid.
- Partially Received: Materials that are partially received.
- Received: Completely received and stocked items.
- Canceled: POs that were canceled.
- Drafts: POs that are ready but haven’t been sent yet.
2. Creating a New PO 📝
Creating a new PO is easy! Just follow these steps:
- Click on the Create New button on the right-hand side.
- Set your status, choose the supplier, and select the job if you want to transfer the PO to a job.
- Fill in details such as the contact name, due date, and ship-to date. 🗓
- You can also upload any files related to the PO or add comments. 📎
3. Adding Materials to Your PO 🛠️
After entering the basic details, you'll be able to select materials from your catalog. Search for the items, filter them, and add them to your PO. Then, just:
- Indicate the quantity you need.
- Add any notes if necessary.
- Enter the tax rate or shipping cost (if applicable).
- Double-check the prices to ensure everything is accurate. 🏷️
4. Finalizing Your PO 🏁
Once you're ready, click Next to review your draft PO. You can make any final tweaks, then hit Create Purchase Order to generate the PO.
- The PO will automatically be sent to your supplier via email when you click Change Status to Sent. 📧
- You’ll also receive a PDF version of the PO for your records. 📝
5. Managing and Editing POs 🔧
Once your PO is created, you have several options to manage it:
- Edit: Change any of the details, like quantities or item lists.
- Copy: Copy a previous PO (perfect for replenishment requests!). 🔁
- Add Items: Missed something? Add new items to an existing PO. 🛒
- Change Status: Update the status of your PO as it progresses (Sent, Received, etc.). ✅
- Send to Another Email: Send the PO to another email address if needed. 📤
- Cancel or Delete: If you need to cancel the PO or remove it completely, you can do so. ❌
6. Creating a PO from the Catalog 📂
You can also create a PO directly from your catalog by selecting an item and following the same process to create your PO in just a few clicks! 🖱️
7. Additional Features Coming Soon ⏳
We’re always looking for ways to improve your experience, so look forward to QuickBooks Online and Service Titan integrations, along with new automation features. More updates are on the way! 🔄
8. Watch the Video for a Step-by-Step Guide 📹🎬
Want a more detailed walkthrough of this process? Check out the video below where we explain everything you need to know about using the Purchase Order functionality. It’s a perfect way to see the entire process in action and get the most out of the feature.
We’re super excited about this new feature, and as always, we’re here to help. If you have any questions or feedback, don’t hesitate to reach out! 😊