Purchase orders

A purchase order is a document sent to a supplier or subcontractor to order products or services for your projects. You can add a purchase order "from scratch" or directly from a quote. A purchase order allows you to forecast future expenses for the project. This forecast becomes an actual cost when the supplier sends a bill regarding the order. 
Remember to also activate the notifications related to purchase orders in the program or to your email.

Permissions: Purchase orders (visibility for all), Projects > Purchase order (visibility on project's quote)
PSA plans: Enterprise, Enterprise+

Purchase Orders List View

Costs > Purchase Orders -list view shows all purchase orders. You can filter the list by document status or creation date , for example. In the list view, you can also add and print purchase orders, as well as export data to Excel.

Adding a Purchase Order

1. Start the addition from one of the following places:
   - Costs > Purchase Orders > +New purchase order
   - from the top menu Add new - button
   - from the quote (this way some information will be pre-filled).
2. Select supplier from the right menu. Accounts with the type "supplier" will appear with (Supplier) information. 
   - You can designate an existing account as a supplier by selecting the account and following the on-screen instructions.
   - You can also add a new supplier by typing the supplier's name and adding it as a new account.
   - You can choose whether archived accounts are shown in the dropdown menu.
3. Target the order to an account and project.
   - You can choose whether closed projects are displayed in the dropdown menu.
4. Add supplier details on the left. The estimated payment date aids in reporting and expense forecasting.
5. Check the ordered by details.
6. Add a delivery address if it differs from the orderer’s address (leaving it empty will not show on the printout).
7. Add rows, meaning the products or services being ordered, with titles and descriptions.
8. Add notes if necessary, meaning additional information for the supplier.
9. Click Save.

Adding a Purchase Order from the Quote

You can also create a purchase order directly from the project’s quote, which will automatically generate with the correct project targeting and row details.

Note! If a default supplier has been assigned to the selected product in the product registry, this will be selected as the supplier for the purchase order. This information can be changed later.

Printing and Sending the Purchase Order

After saving, new functions will appear in the purchase order view, allowing you to print the purchase order as a PDF. You can send the PDF, for example, from your own email to the supplier and then mark the status of the purchase order in PSA as "Sent".

• Print settings: specify the details here before printing the PDF.
• Options and Edit: print as PDF, delete or edit the purchase order.
• Status menu: click Sent when you have forwarded the purchase order. The optional message you provided in the new window will appear in the log.
• Log: shows previous events of the purchase order and any additional comments.
• Reference instructions for the supplier: (in the top left corner) if the supplier adds the reference specified here to the bill, the incoming bill will be automatically matched to the correct purchase order and project.
• Sync to bill: see the next part of the instructions.

Allocating the Purchase Order to the Bill

If the supplier has added the reference requested on the purchase order to the bill, the incoming bill is automatically allocated to the correct purchase order and project. If not, the allocation can also be done manually with the purchase order or the bill. Without allocation, the expense appears as a duplicate on some reports: the purchase order as a forecast and the bill as an actual cost.

1. Click on the purchase order Sync to bill.
2. A window will open displaying the selected supplier's bills. Select Sync next to the correct bill line.
3. The status of the purchase order changes to "Synced" and the event is recorded in the log. In the Sync to bill section, you can see the matched bills and can add or remove matches if necessary.