Set up purchase order typesLast updated on 09/13/2022
Create different types of purchase orders (PO) based on your different business needs. For example, create a separate PO type for subcontractors to track your purchasing costs for them. You can also send PO status alerts to your technicians and purchasing team based on the type of PO.
Things to know
If you only have the Purchasing module enabled, the Inventory section in Settings is renamed Purchasing.
If the purchase order type is set to auto-receive, and you select the Create and send option, the system will cause an error. Note: If the purchase order type is set to auto-receive, you can only create a PO.
Add purchase order types
Go to the navigation bar and click Settings
.From the side menu, select Purchasing or Inventory, then click Purchase Order Types.
On the Purchase Order Types screen that opens, click Add to create a new PO type.
On the Add a Purchase Order Type screen that opens, enter details for the PO type:
Purchase Order Type Name: These are the names you'll see as options for the PO type.
Automatically Receive: When you create POs of this type, the status is automatically set to Received. Receipts for items are generated automatically. This is mostly used for vendor counter pickups, in which the PO is created at the time the items are physically received.
Display to Technician: Technicians can view POs of this type.
Default Selection for Impact to Technician Payroll or Purchase Order: This PO type will impact the technician payroll.
Send Email alerts…: Send different types of email alerts to technicians and the Purchasing team. For more details, see Send PO status alerts based on PO type to technicians and purchasing team using the Purchasing and Inventory modules or Line Items on POs.
Allow permitted technicians to send and receive POs of this type: Allow technicians to manage this type of PO while on a job.
Required Date: If you don’t want POs of this type to be required on the same day they are created, enter the number of days after you create these POs that they should be required.
Skip Weekends: If you enter a number of days in the Required Date field, choose whether that number of days should include Saturdays and Sundays.
Include Purchase Order Total in the Sales Tax Calculation: When you select this option, the PO total is taxable and is included in the tax calculation on the associated invoice.
Default: When you select this setting, new POs default to this PO type. You can still select a different PO type when you create POs.
Active: This PO type is available when you create POs.
When you’re finished, click Create.
.
A new PO type is created.
Edit purchase order types
Go to the navigation bar and click Settings .
From the side menu, select Purchasing or Inventory, then click Purchase Order Types.
On the Purchase Order Types screen that opens, click Edit to change an existing PO type.
On the Edit Purchase Order Type screen that opens, update details for the PO type.
When you’re finished, click Save Changes.
Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.
Disclaimer: Information provided in this article is for informational purposes only and it should not be construed to be legal advice. Information provided in this article may also not constitute the most up-to-date legal or other information. You should not act or refrain from acting on the basis of any information in this article to meet any compliance requirements without seeking independent legal or other professional advice.