Raise a purchase order from approved items

Purchase orders are raised from the schedule, so every line comes from an item you have already specified and priced. Tick the items, choose where they should be delivered, and Techstyles creates the purchase orders.

Before you start

• You need permission to edit finance. By default that is studio admins. An admin can give it to other roles in Settings > Roles & permissions.
• The items are client-Approved. If the project allows it, items still in Review can be ordered too (see Good to know).
• Each item's product has a supplier in your library.
• The project has at least one delivery address, set in the project's Settings > Delivery & billing.

Steps

1. Open the project and select Procurement.
2. Tick the items you want to order. Items from the same supplier go on one purchase order.
3. Click Create PO in the bar at the bottom.
4. In Select Delivery Address, click the address the goods should go to.
5. Click Create PO.

To order a single item, click Create PO in that item's PO column instead.

What happens next

• Techstyles creates one purchase order for each supplier and currency in your selection. Each is a Draft, dated today, with a due date 15 days from today.
• Each line takes the product's name, the item's quantity and its price: the trade price, or the regular price if there is no trade price, less the item's supplier discount.
• The PO column on each row now shows the purchase order number, such as PO-401, and three dots for created, sent to the supplier and paid.
• The purchase orders are listed on the project's Finance tab under Purchase orders.
• If your studio has connected Xero, each purchase order is sent to Xero as a draft purchase order.

Good to know

• Currency. A purchase order is raised in the product's own currency, never converted. If one supplier's items are priced in two currencies, you get two purchase orders.
• VAT. Purchase orders don't add VAT. Lines show the price you pay the supplier.
• Ordering before approval. In the project's Settings > Preferences, under Purchasing, Allow purchase orders without client approval lets you order items the client hasn't decided on, for example to hold stock. Rejected items still can't be ordered.
• Items that can't be ordered. Items the client rejected, items marked Client to purchase or Client existing, and items already on a purchase order. Hover over a grey Create PO to see why.
• Once raised, the purchase order keeps its own copy of each price. Later changes to the library product don't change it.
• Next, check the purchase order and send it to the supplier.