Creating a Purchase Order
Purchase Orders can be created in Factory wherever the Create purchase order button is displayed:
On the Dashboard
The Purchase Order page
On a Supplier's Purchase history page
Using Global Search , and
The Purchase details page is where Purchase Orders are created/built and/or edited.
🗒️ Note: clicking on Create purchase order will open a new Purchase Order, with a unique order number in the Purchase Details page.
The main body of a Purchase Order is split into three parts, the:
Top section with created by and when details
Contact section with contact and delivery details
Top section
Created by and when: is system generated information based on who is logged in and the actual creation date
Required: is an editable field to set when the Purchase Order is required
Accounting package PO #: Factory will display the PO # from your accounting package to make it easier to locate in your accounting package
Status: indicates what stage/status the Purchase Order is at. Further information on Purchase Order statuses is here.
Contact
Contact details: who should be contacted with any queries relating to the Purchase Order
Bill to: the address where the bill is to be sent
Deliver to: add/select an address for the goods to be delivered to
Reference: these are visible both internally and externally. Typically this is used to reference an internal number (project name, job number etc.) that the PO relates to.
Notes: add notes related to delivery instructions etc. that you want to appear prominently on printed versions of the Purchase Order.
Product and pricing
Adding Products to a new or existing Purchase Order
There are a few ways to add Products to your Purchase Orders (these are similar to adding Products to a Sales Order):
Search field: start typing to add a product ...
Start typing, into the search field, the name of a Product that is listed in your Catalogue, or information from an Attribute column, and Factory will narrow down a list of Products for you to select from.
Add product button
Select Add Product and add options from the dropdown list:
Product Catalogue
Add Products, from your Product Catalogue, to your Purchase Order.
Select Add Product > Product Catalogue
Products, in your Product Catalogue, that have been saved with I buy this item will be displayed in a popup window to select from, or
Use Search or select + to expand Categories to choose the Product to be added to the Purchase Order
Click on required Product to view variants of the Product
Select the Variant,. to be added to the Purchase Order, from the Supplier/$ column
🗒️ Notes:
The Preferred Supplier will be indicated with a green tick above the Supplier's name (indicated above).
The Product will be added to the bottom of the Purchase Order. The Products can be reordered by clicking the chocolate menu and dragging it to the desired location.
🚫 Warning: a warning will appear to update you on stock status if On Hand items are in the negative.
Basic Product and Lineal Metre Product
Adding Basic Product and/or Lineal Metre Products will add a blank field to the Order to be completed in the Order i.e. these may be adhoc/one-off products.
🗒️ Notes:
Once a Basic Product has been added to a Purchase Order you can save it to the Product Catalogue:
kebab/other options menu > Save to Catalogue: it will be added to the Miscellaneous section of the Product Catalogue
Notes (Internal)/Notes (External)
Fields to add internal or external notes related to Purchase Order.
🗒️ Note: External notes will appear on all pages and PDFs produced for an Order, while Internal notes will not display on customer-facing PDFs or a customer/ supplier's online view of their Order.
Duplicate
Select the kebab/other options menu for a product already on the Order > Duplicate.
Delivery Fee and Discount
Add Delivery fee and/or Discount if required.
Creating a Purchase Order from a Sales Order
Selecting Purchase Products will create a Purchase Order directly from a Sales Order.
The Purchase Order details page
Editing an existing Purchase Order
Click to open an existing Purchase Order from Global Search, the Purchase Orders page or Purchase history page.
Locating this section in app:
Global search
Purchasing > Purchase Orders > select a Purchase Order
Purchasing > Suppliers > select any Supplier > select a Purchase Order.
Ensuring the Purchase Order is in Draft status
🗒️ Notes:
To edit a Purchase Order it needs to be in Draft status
Opening a Draft status Purchase Order will be ready for editing
Opening a Purchase Order in any other status will need to be converted back to Draft status using Edit Bill or Edit Purchase
Billed or Submitted Purchase Orders i.e. in Billed, Submitted, Partially Received, or Received status will revert to Draft status if Edit Bill/Purchase is selected.
Editing Product/s on a Purchase Order
Editing existing Product/s can be completed in the following ways:
Select the kebab/other options menu aligned to a Product that you want to edit, and select Edit, or
Click on specific areas to make changes directly.
🗒️ Notes:
Clicking your mouse and making changes will not edit the Product in the Product Catalogue
Altering Products in the Product Catalogue needs to occur in the Product Catalogue.
Products can also be Duplicated or Deleted when the kebab/other options menu is selected.
Further Products can be added to the Sales Order using Add Product.
Select from action buttons, in the top right corner, to save changes.
Purchase Order GST
🗒️ Note: GST is calculated per Line Item/Product, not on the Sub total.
Submit as Purchase or Bill
A Purchase Order in Draft status will display the following action buttons (further information on Purchase Order action buttons can be found here):
Close: will close the Purchase Order and retain it in Draft status.
🗒️ Note: if changes have been made and Close is selected, the changes will be saved.
Options
Once a Purchase Order has been submitted as either a Bill or a Purchase Options are available to print/email, convert to purchase order or convert to bill, duplicate and archive.
See Purchase Order status and action buttons for more information.