Create a Purchase Order

A purchase order (PO) is your order to a manufacturer. This article shows three ways to make one, and how to send it.

Make a PO by hand

1. Go to Procurement and click the Purchase Orders tab.
2. Click New PO.
3. Pick the Manufacturer. This is required.
4. Pick a Shipping Address, or add a new one.
5. Add Notes and Freight Charges ($) if you need them.
6. Click Create PO.
7. The PO opens. Under Products, click Add Existing to pick products from the project. Or click Create New to make a new one.
8. Click Add Fee / Misc to add a fee or other charge.

Make POs from a quote

1. On the Quotes tab, click the quote.
2. In the side drawer, click Generate POs.
3. Check the Ship-to address.
4. Click the Generate button. It shows how many POs it will make, like Generate 3 POs. You get one PO for each manufacturer.

Only items not yet on a PO are added. If every item is already on a PO, there is nothing to order.

Make a PO from a vendor file

1. On the Purchase Orders tab, click AI Import.
2. Upload a vendor quote or PO confirmation. It can be a PDF, a photo, an Excel or CSV file, an email (.eml), or text.
3. Under Add to Purchase Order, pick Create New PO or an existing PO.
4. Click Analyze Document.
5. Check the matched products. Then click Create PO (or Add to PO for an existing PO).

Work on a PO

• Change the status with the status menu at the top. Choices are Draft, Pending Approval, Approved, Issued, Acknowledged, In Production, Partially Received, Received, Closed, Cancelled, and On Hold.
• Click PDF or Excel to download it.
• Click AI Add Items to add lines from a vendor file.
• Click the pencil next to the details to change the manufacturer, address, freight, or notes.

Email a PO

From the bottom bar:

1. Check one PO in the list.
2. Click Email on the bottom bar.
3. Pick Quick or Formatted, and add a note if you like.
4. Look at the preview. The PDF is always attached.
5. Click Copy email to paste it into your own email. Or type the Recipients and click Send.

From the row menu: click the ⋯ menu on a PO and pick Email PO. The rep's email fills in if it is on file. Click Send.

Change many POs at once

Check the POs you want. A bar shows at the bottom. You can:

• Set status… for all of them.
• Tag contact/rep on all of them.
• Copy one PO.
• Delete all the checked POs.

Common questions

Why won't my PO send? The rep or vendor has no good email address on file. Add an email to the rep or vendor contact. Then send the PO again.

Where do I track delivery? Use the Procurement Log tab.

Can the agent make POs for me? Yes. Ask the Procurement Agent, like "Make a PO per manufacturer from quote 1042."