The Purchase Order dashboard is where you'll find a list of all Purchase Orders in the system, each displaying important details such as the PO Number, name, delivery date, expiry date, supplier, status, goods receipt, and what the Purchase Order is linked to.
Quick action icons let you easily edit or delete any Purchase Order.
To help you find specific Purchase Order quickly, a search bar is available at the top of the screen.
You can Import and Export your Purchase Orders from the upper right of the dashboard.
💻Dashboard:
The Purchase Order Dashboard Explained
There are three major areas of the dashboard:
- Import/Export - this is where Purchase Orders can be imported or exported via CSV.
- Search - this is where you can search purchase orders.
- Purchase Order list - this is where your Purchase Orders are displayed.
Search
Use the Search field to locate a Purchase Order from the list based on your searched term.
The Linked To column will display what a Purchase Order is linked to - clicking on the text in this column will take you to the Linked To object, such as a Job or Work Order.
💻Purchase Orders:
Purchase Orders in Prestartr
The following sections will help guide you through how to manage an Purchase Order. Purchase Orders can be exported to PDF or even integrated to accounting software such as Xero. See Integrations for more details on this.
There are settings associated with Purchase Orders - see Finance Catalogue for more details on these settings and how to configure them.
✎Edit
To edit a Purchase Order, click the pencil icon on the far right of the quote list.
It will navigate you directly to the edit mode of the desired Purchase Order.
On the Edit Purchase Order screen, you have access to a multitude of options:
- Purchase Order Expiry
- Related to
- Delivery Date
- Supplier
- Contact Name
- Attention to
- Supplier Address
- Address
- Attachments
While editing a Purchase Order you can also add Attachments, Line Items, and Line Headers.
🗗 Duplicate / Print
Click the overlapping square button to the left of the Print button to Duplicate an Purchase Order.
Click the Print button to generate a PDF of the current Purchase Order.
This can be done while viewing an Invoice or Editing an Purchase Order.
Statuses
Open
Purchase Orders, when created, are set to the Open status. When it is ready to be progressed, you can mark it as completed. Click the button “Complete Purchase Order” to update the status.
Completed
When a Purchase Order is set as Confirmed, you can either Reset to Open, Create Work Order, or Close Purchase Order.
Closed
The status is updated to Closed when you use the Close Purchase Order button.
🗑Delete
To delete a Purchase Order, click the rubbish icon on the far right of the Purchase Order list.
You will be prompted to confirm the deletion.
A deleted purchase order is removed entirely and cannot be retrieved.
While Viewing or Editing a Purchase Order, click the rubbish icon next to Print to Delete the purchase order.
Goods Receipt
Purchase Orders in the Finance module can have an additional Goods Receipt attached to confirm the actual costings and quantities received. When viewing the Purchase Order list, the column Goods Receipt will display either N/A or a Percentage if a receipt has been created. This will reflect the amount of goods marked as received.
If no receipt has been created, it will display Add Goods Receipt.
Once you have clicked Add Goods Receipt, it will open an edit window. Next to the Save button is a Link button - click this to add files or documents related to this receipt.
This window will display the line items from the Purchase Order, the quantities ordered, and the unit price.
Confirm and enter the amounts beings receipted, and click Save.
After creating and saving your Goods Receipt, you can click on the Percentage to add additional receipts.
Clicking on the pencil icon instead will display the current receipted items as well as additional information such as Cost Codes and Cost Types.
