Create and edit a purchase order

Create a purchase order for a vendor, add the items you’re ordering, and save it as a draft. You can also edit an existing purchase order, including one you’ve already sent.

Create a purchase order

1. Select Purchase Orders > New purchase order.

2. Under Vendor, select Select existing to choose a vendor, or Create new to add one.

3. To link the purchase order to a job, select Create new or Add to existing under Job. This step is optional.

   If you create a new job, choose its customer in the job form.

4. Review the Purchase order date. It’s set to today’s date, and you can change it.

5. To set when the work takes place, select Select date range under Work date range. This step is optional.

6. Select the Items tab and add what you’re ordering. See Add line items.

7. Add a note on the Public note tab, attach files on the Attachments tab, or add terms on the Terms & Conditions tab, as needed.

8. Select Save purchase order.

   The purchase order is saved as Draft.

A vendor and at least one line item are required. A new vendor needs only a first name, last name, or company name.

Your vendor sees the work date range on the purchase order’s web link and PDF as Start and Due.

Create a purchase order from a job

Open the job and select Finances > POs > New purchase order. The job and the job’s address are filled in automatically. Choose a vendor, add your purchase order details, and save.

Add line items

You can add items from Services & Materials or enter a custom item directly into the purchase order.

• To search your items, type in Item name and select a match. To enter a custom item, type a name that isn’t in your list.
• To browse all your items, select Services & Materials, set the quantity next to an item, and select Add.

Items added from Services & Materials use the item’s cost as the Price.

Then, for each line:

1. Review or enter the Price and Qty.
2. To describe the item in more detail, select Add description.
3. To add another line, select Add another.

Line options

Select … next to a line for these options:

• Duplicate: Add a copy of the line.
• Remove item: Remove the line from the purchase order.
• Add to Services & Materials: Save a custom line as a reusable item.

Add tax and other fees

Purchase orders don’t include sales tax. To include tax, shipping, or other charges, enter their combined amount in Additional amount. It’s added to the purchase order’s total.

Add attachments

Upload files on the Attachments tab, or drag and drop them. If the purchase order is linked to a job, select Select from job to attach an existing job file.

Your vendor can view attachments through the purchase order’s web link. If you send the purchase order with the PDF attachment option on, the files are also attached to the email.

Edit a purchase order

1. Open the purchase order from Purchase Orders, or from the job under Finances > POs.
2. Make your changes.
3. Select Save changes.

You can edit a purchase order in any status. If you’ve already sent it, confirm your changes when prompted.

Saving changes doesn’t notify your vendor. Your changes appear on the purchase order’s web link. To notify your vendor, send it again.

Edit an approved purchase order

If Require signature is on for the purchase order, your vendor signs it when they approve it.

Important: On a signed purchase order, saving changes to the vendor, line items, Additional amount, Public note, Terms & Conditions, attachments, Purchase order date, or Work date range removes the vendor’s signature. The status changes back to Pending, and your vendor must approve the updated purchase order again.

Changing the linked job doesn’t affect the signature or status. If a purchase order is Approved but has no signature, editing it doesn’t change its status.

Related articles

• Manage a job and its related records