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A Purchase Order, or PO, is a commercial document issued by a buyer to a seller for ordering products or services at agreed quantities and prices.  It is a legally binding document.

It states that the Agency is agreeing to spend the money indicated on the order for the items on the order.  

It includes details such as where the order must be delivered, and when it must arrive.

You can:

Once a PO is compiled, you can print/preview it before sending it to the relevant supplier.


 Screen layout

Create Purchase Order dialog

There are 4 options for populating the Purchase Order values. These options can be accessed with unique shortcut letters. The options are:

  • M - Order amount Manually: Sets values to zero and allows you to enter an amount to order.
  • F - Order the Full / Outstanding Value of the Cost Estimate: Enters the full remaining amount to be ordered (default selection).
  • 5 - Order 50% of the Cost Estimate: Populates 50% of the estimated cost.
  • O - Order Other % of the Cost Estimate: Allows you to enter a percentage of the estimated cost to order (e.g. 25%, or 75%)

Purchase Order Form

Notice that the Supplier and Delivery Date fields are highlighted in red, which shows that the field is mandatory.

 Field Help

Create Purchase Order dialog

Field Name

Description

Date

Date the PO was created. Editing can be restricted with user rights.

Expand All

This will expand or collapse all rows. If expanded, you will be able to see notes per line item.

Item

Description of the line Item to be ordered.

To be Ordered

The amount to order from supplier. The difference between the Ordered to Date and Est Cost by default.

Ordered to Date

Shows how much has already been ordered/spent on the item.

Est Cost

Total estimated cost of the line item to the agency.

Take Across Details

When checked, this will copy the contents of the Details fields from the CE to the PO to provide additional information to the supplier.

Take Across Worktype Notes

When checked, this will copy the line item notes from the CE to the PO.

Create as Draft

The PO will be created in Draft status so that you are able to edit before issuing to supplier.

Purchase Order Form

Field Name

Description

Purchase Order Number

The PO number will be populated based on the automatic document number sequence.

Go To

Click for quick access to the related Job and CE pages.

Supplier

The selected supplier to order from.

Attention

The supplier contact whom you are dealing with for this order.

Delivery Address

The address that the PO items must be delivered to.  If you don't enter an address, this will default to the Client address (if one exists) followed by the physical address for the Job Product (if configured).  If these can't be found, it will default to the Agency's physical address. You can see this by viewing the Purchase Order printout.

Payment Terms

Displays the agreed payment terms with the selected supplier.

Client

The Client which the agency is doing a job for.

Issuer

The person who created the document.

Description

Automatically populated with the detail from the Job Bag, which is usually a combination of the Product and Element fields. This field can be modified while in Draft status.

Details

A space to provide more information about what the PO is for.

Date

The PO issue date, populated with the document creation date by default. Editing can be restricted with user rights. 

Status

The Status indicates the document's current point in its life cycle.

Percentage Billed

When a PO is invoiced (Supplier Invoice captured), the Percentage Billed field will indicate the total invoiced as a percentage.

Proofs By

The Date on which a proof or sample will need to be provided by the supplier.

Deliver By

Date and time by when the Supplier should deliver the items to you or your client.

Export DateThe date on which the PO was exported to the relevant accounting system, if applicable.

Category

Displays the Job Category.

CE No

The CE number that the Purchase Order was created from.

Quote No

The quote number as received from the Supplier.

QT No

The internal quote document from which the PO was created, if the Request For Quote process was followed.

Add Line button

Allows you to add line items to be ordered on the PO.

Work Type

The description of the line item. This indicates the type of work to be carried out and is useful for reporting.

Business Unit

Business units define the areas of focus within an agency, and determine reporting dimensions for line items. These can be set up based on any characteristic, such as location (eg. region or city), nature of business (eg. Activation or Digital), department, division, etc...

%Markup

Displays the markup percentage from the CE. Only edited when you need to bill your client according to marked up ordered cost.

Units

Enter the quantity of the item to be ordered.

Tax Free

Specify any line items that should not attract sales tax, for example tax exempt goods and services.

Amount

The ordered amount per line item.

Actual Cost

The sum total of captured supplier invoice and credit note amounts against the ordered items.