Page tree
Skip to end of metadata
Go to start of metadata

You can create a PO from a number of places in Chase, depending on your user rights.

A PO can be added from:

  • the Add New button
    Creating a purchase order for a job using the Add New option creates an order that is not related to a Cost Sheet.  This is not ideal for most agencies, where they need to keep track of what they billed clients for, compared to the costs that they incurred.  You cannot link the items together or report accurately if you do not create a PO from the CE.

  • the Cost Sheet
    Creating a PO for a job using the cost sheet option allows you to capture all external costs on the cost sheet as a Purchase Order.  Clients will use this most often when the entire Cost Sheet (or a significant portion of it) will be ordered from a single supplier, as you can select multiple lines from the Cost Sheet to be included in the Purchase Order.

    Creating a PO directly from a Cost Sheet will directly link the two documents.

  • a specific line item on the CE where an external cost is expected.
    If you just want to quickly create a PO for a single item in the cost sheet, you can use the Create a Purchase Order based on this line option.
    This button only shows on external items as these are, by definition, items that you would want a Supplier to provide.  


Find out how to:



Step-by-step guide


Adding a PO from the Add New button


  1. Open the Job Bag for which you want to raise a PO.
  2. Click the Add New button on the Ribbon.



    The Add New dialog appears. 

  3. Select PO from the Document Types section of the Add New dialog.



  4. Click the Create button.



    The Purchase Order screen appears.  

    Notice that the Supplier field is mandatory. This means the Supplier field must be completed before you can save the form.

  5. Click the drop down arrow on the Supplier field and select the supplier who will deliver the order.  

    In this example, Studio8 Events was selected.



  6. Click the drop down arrow on the Attention field, and select the contact to whom the PO will be sent. 

    In this example, HalimHamad was selected as the contact person.



  7. Enter a brief summary of the order requirements in the Details field. 



  8. Enter a delivery date in the Deliver By field, or select the date from the Deliver By field calendar.



  9. Next to the Deliver By calendar, click the drop down arrow and select a time for delivery. 



  10. Enter the Cost Estimate to which this PO is linked in the CE No field.

    You can only select a Cost Estimate from the same Job Bag. Selecting a different Cost Estimate removes the link between the Purchase Order line items and the original Cost Estimate. You cannot link one Purchase Order to more than one Cost Estimate, but you can create multiple Purchase Orders from a single Cost Estimate.




  11. When satisfied with your changes, click the Save button on the Toolbar.



  12. Add all work types for this PO, and change the status of the document to Checked to allow the PO to be actioned.






Adding a PO from a cost sheet


  1. Open the Job Bag that contains the cost sheet for which you want to raise a PO.
  2. Click the Shortcut Menu.



  3.  Select Purchase Order from the list that appears.



    The Create Purchase Order dialog will open with all External line items. 

  4. Click the drop down arrow in the first field and select how the items will be ordered.



  5. Select the order date in the Date field. 

  6. Click the Create button to create the PO.



    The Purchase Order screen opens.

  7. Enter the remaining information. 
    1. Select the supplier from the drop down arrow on the Supplier field.
    2. Click the drop down arrow in the Attention field, and select the contact to whom the purchase order will be sent. 
    3. In the Details field, enter a brief summary of the order requirements.
    4. Select a delivery date from the Deliver By field calendar.
    5. Next to the Deliver By calendar, click the drop down arrow and select a time for delivery. 



  8. When satisfied with your changes, click the Save button on the Toolbar.



  9. Send the PO to the supplier via email, or if the Supplier is a Portal user they will be able to see that a PO has been created.




Adding a PO for a single line item


  1. Open the Cost Sheet that you want to raise a PO for. 
  2. Click the Create a Purchase Order based on this line button located in the Print line item.



    The Create Purchase Order dialog opens with a single external line item. 

  3. Click the drop down arrow in the first field and select how the items will be ordered.



  4. Select the order date in the Date field. 

  5. Click the Create button to create the PO.



    The Purchase Order screen opens.

  6. Enter the remaining information. 
    1. Select the supplier from the drop down arrow on the Supplier field.
    2. Click the drop down arrow in the Attention field, and select the contact to whom the purchase order will be sent. 
    3. In the Details field, enter a brief summary of the order requirements.
    4. Select a delivery date from the Deliver By field calendar.
    5. Next to the Deliver By calendar, click the drop down arrow and select a time for delivery. 



  7. When satisfied with your changes, click the Save button on the Toolbar.




  8. Send the PO to the Supplier via email, or if the Supplier is a portal user, they will be able to see that a PO has been created.