Home > SI Documentation (v16) > User Guide > Purchase Orders > Purchase Order Explorer > Creating Purchase Orders

Creating Purchase Orders



Purchase Orders can be created specifically for a Project or multiple Projects. You can also order products from your Catalog, e.g. items you keep in stock that aren't Project specific.


These instructions are for creating a single Purchase Order for a single Vendor. If you wish to create multiple Purchase Orders for multiple Vendors, use the Bulk Create feature.


You can also publish Purchase Orders to the Vendor Portal if you wish.


Note: If you want to apply Use Tax to your Purchase Orders, there is a Purchase Order Setting for that.



Click Start->Purchase Orders->Manage Purchase Orders:




This will open the Purchase Order Explorer. Click the [New] button:


new button.jpg


This will open the New Purchase Order form.





The General tab is where you will select a Vendor, Status*, Shipment Preference, Terms, etc. In this example the Number field is grayed out because under Number Settings it is set to auto-generate a number.


*The Status list for Purchase Orders is not editable and initially there are only three available Statuses: Draft, Issued, Canceled. Once you use the Item Receipts function, the Status will no longer be editable and will either display "Partially Received" or "Received".





The primary Contact for the Project will display here. You can edit this if needed.





The Address fields will pre-populate with the Vendor address from and the Ship To Address will populate with the address you have set ot be your "Default Shipping Address" in your Company Information settings. You can modify these manually or you can use the links provided:


Select a company address

This will allow you to change the Ship To address to an alternate address for your company, e.g. an offsite warehouse, if you have added them under Company Information.

Select a project address

This will allow you to change the Ship To address to another address associated with the Project.






You can add Notes to the Purchase Order on the Notes tab. These do not print on the report, they are internal notes.





The Items tab is where you can add Products, Labor Items, or items from an Allowance either from a Project or from your Catalog.



Click Projects->Add Projects to select as many Projects as you would like to add to the Purchase Order:


project button.jpg


add projects.jpg


The first Project checked will default to be the "selected" Project:


selected project.jpg


To switch between Projects click Project->Select Project:


select project.jpg


select project dialog.jpg


Add from Project


Click the Add from Project button and choose either "Summarized" or "Units". The difference here is whether or not similar items (same Manufacturer:Model) will be grouped together or listed separately.


add from project.jpg


If the Project is checked out to you, you will be prompted to check in the project. You should do this as the copy that is checked in to the SI Server is what will be used for the Purchase Order.


check in prompt.jpg





The Add Items dialog will open and will be pre-filtered to the items in the Project that are assigned to the selected Vendor for the Purchase Order. You can change this filter on the left side of the interface




You also have the following options to display more items from the Project:






This is the "Units" interface for adding items:




Select the items you want to add to the Purchase Order by using [Shift] or [Ctrl] on your keyboard then click the [Add and Close] button. The items will display on the Items tab:


items added.jpg

Add from Catalog


Click the Add from Catalog button and choose whether you are adding Products, Labor Items, or Bundled Cable.


add from catalog.jpg


This will open a slightly different dialog depending on which option you choose. Here you can select whatever items you wish to order from your Catalog. Once you've made your selections click the Add and Close button:


add products from catalog.jpg


Once Products are added to the Purchase Order you can adjust the quantities if needed:




If you are decreasing the quantity of items that were added from a Project, you will see a prompt similar to the one below:


quantity prompt.jpg


If you click No the quantity will revert. If you click Yes you will then get to choose which of the Project Items you wish to keep in the Purchase Order:


select items.jpg


Purchase Orders utilize the Unit of Measure field for Products and will automatically adjust the quantities for Products where a unit of measure has been set.


Example: The following wire is set to be Bulk Wire so it is priced by the foot but it is bought in spools of 500 feet:


uom on product.jpg


When added to a Purchase Order from a Project where there is a total of 1050 feet of wire, the quantity to order will be 3:


uom on po.jpg



tax tab.jpg


If you have chosen not to automatically add Use Tax via your Purchase Order Settings, and you want to apply tax to the Purchase Order, this is where you can use the Add button to add existing taxes already set up in SI or the New button to create new tax rates.


You will then need to go back to the Items tab and assign the tax(es) to the items. You can do this by selecting some/all of the items and clicking the Update Items button:


update items button.jpg


Then click the Tax option and select a tax rate from the dropdown:


update items dialog.jpg


You can also use the dropdown on individual items if you prefer:


tax dropdown.jpg


You have options on what you want to do next. You can [Save and Close] the Purchase Order if you wish. Or you could do any of the following: generate Purchase Order Reports, Create a QuickBooks Purchase Order, or Publish the Purchase Order to the Vendor Portal.


report publish.jpg


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