Sending and managing Purchase Orders

[Note - this feature is only available in Pro subscription]

Before covering off the basics for Ordering, we will first show how to create or queue up your orders from within an Estimate. All Orders and RFQ are based off the inventory items within an Estimate and their associated Suppliers.

For example in the above cost centre we have 2 items with the same supplier (Supplier One), this will create an order with these 2 items, the other items will be separate orders. The ordering system basically runs off your Quantities within an Estimate once you add inventory items to a cost centre and assign a supplier. Anything without a known price or supplier cane be requested in the RFQ system (separate article).

You can also create multiple deliveries for your orders to the same supplier by simply clicking on the "delivery" icon next to the supplier, this is useful for when you require multiple items from the same supplier only on separate orders / call-ups.

Let's continue - Manage Orders provides you with an easy way to send, view and monitor orders. Manage Orders displays a list of Active Jobs that have an estimate associated with it. It displays the status of the job and the total amount of Ordered and Unordered quantities.



You can filter the list of jobs by clicking the dropdown button at the top of the panel and clicking another option.



You can also search for a job using the search input.



To view the orders for a specific job click the "View" button on the far right of the row associated with the job.

The Orders page will display a full list of orders the are available to send. Orders are automatically generated using the Cost Centres from the Estimate created along with the designated suppliers for each individual item. Items are grouped by suppliers in each cost centre. 



This page will show you the status of each order, the supplier the order is being sent too and the amount, order date and order number.

To view the order being sent, simply click the View button on the far right of the row associated with the order and a screen will appear showing the order.



There are three ways to send an order. The first is to individually click the dropdown arrow on the right of the view button of each order and individually send each order by selecting the Send Order option. From here you also have the option to "Mark as Ordered" and manually print the order for the supplier.



The second sending option is to click the "Send All" button at the top right of the screen. This will send all orders in this job to all the designated suppliers. If an order does not have a supplier it will not send.


The third option is to "Batch Send" the orders which can be selected by clicking the dropdown arrow next to the "Send All" button. Batch send provides you with the option of selecting orders by cost centre or work stage and sending only those orders. Remember, if an order does not have a supplier it will not send.