How To Create Purchase Orders In Tradify Web

Tradify allows purchasing to be managed on a Job by Job basis. Materials purchased can be copied to the Job, making it easy to ensure all costs are recovered and accounted for.

Creating Purchase Orders from the Purchases Dashboard

To create a Purchase Order from the Purchases Dashboard:

1. Head to the Purchases section in the navigation pane on the left side of the screen.
2. Select New Purchase Order.
3. Enter the relevant details.
4. Select Save.

Purchase order information fields

Once you're in the Purchase Order screen, the following fields will be available to edit:

Supplier – Enter the supplier this Purchase Order is for. This field cannot be left blank. If this Purchase Order is for an existing supplier, search for the supplier by typing in the supplier field.

Note: If this Purchase Order is for a new supplier, click the '+' icon to create the supplier from scratch. You can find out more about entering a new supplier here. 

Order Date - Use this field to input an order date (defaults to today's date).

Delivery Date - Use this field to input a delivery day (defaults to today's date).

Reference - Use this field to input a supplier reference or order number.

Note: This is optional but recommended as it aids with tracing the purchase once it's converted to a Bill and sent to your accounting system.

Document Theme - This represents the Purchase Order layout theme to use when printing or emailing this Purchase Order to a supplier. You can find out more about Document Themes here.

Description – Use this field to enter a description for your supplier.

Delivery Information - Use this field to add a delivery address. You can use the drop-down to automatically set the company address, or use the address finder.

Delivery Instructions - Use this field to enter your preferred delivery instructions.

Notes - Use this section to add notes and/or files to your Purchase Order.

Purchase Order Statuses

In Tradify, Purchase Orders can be:

1. Draft: This means that the PO is in progress and can be edited by those who have access to the feature.
2. Unbilled: This is for approved POs that have not yet been actioned by a supplier. You cannot edit these documents, you will need to reset these to a draft state if you want to make any changes. 
3. Billed: These are POs that have been raised and actioned by the supplier. You cannot edit these documents. 

Adding Material Costs to Purchase Orders 

We created a dedicated article to cover this process. To view it, please see here.

Attaching a Purchase Order to a Job

You can easily attach a Purchase Order to a Job. To do this:

1. Head to your Purchase Order.
2. In the Options menu, select Attach to Job.
3. Select either Save & Continue or Save & Exit.

With your Purchase Orders, the PO number will always have PO in front of the PO number. The Job number will be in the section below above the Job Address. 

Other ways to create purchase orders

By offering different options for creating Purchase Orders, Tradify allows you to choose the method that works best for your specific needs and workflow.

Creating Purchase Orders from within Jobs:

1. Head to the Jobs Dashboard.
2. Open up the relevant Job.
3. Click on the Purchase Order tab.
4. Select New Purchase Order.

Creating Purchase Orders from the Dashboard:

1. Navigate to the company Dashboard.
2. Select the + icon.
3. Select New Purchase Order.

Creating Purchase Orders from the Supplier Profile:

1. Click on Suppliers.
2. Select the relevant supplier.
3. Click on the Purchase Orders tab.
4. Select New Purchase Order.

Note that in each of these methods, once the New Purchase Order option has been selected, users can then begin creating the Purchase Order itself, filling in details such as the supplier, item descriptions, quantities, and pricing. By following these steps, users can quickly and easily create Purchase Orders that are tailored to their specific needs and workflow.