Purchase orders track parts and equipment you buy for a job. Create a PO when you commit to buying — get a paper trail and tie the cost back to the job for margin reporting.
Create a PO
- Purchases → + New PO.
- Pick the vendor (or create one if it's new — see Managing your vendor directory).
- Pick the job this PO is for (optional but recommended).
- Add line items:
- Each line has a description, quantity, and cost.
- You can pull line items from the linked job's existing parts list to save typing.
- Save as Draft.
Send to the vendor
When you're ready to actually order:
- Open the draft PO.
- Send — by email (vendor email pulled from vendor record) or download as PDF to send manually.
- Status flips to Ordered.
Status progression
A PO walks through:
| Status | Meaning |
|---|---|
| Draft | Not placed. |
| Ordered | Sent to vendor. |
| Received | Parts arrived; mark each line received (full or partial). |
| Billed | Vendor's invoice received and matched to the PO. Closes the loop. |
| Cancelled | Never placed or pulled back. Reachable from any state. |
See Purchase order statuses for the full transition map.
Linking to a job
A PO linked to a job:
| Behavior | Effect |
|---|---|
| Job right rail | Shows the linked PO. |
| Margin | Costs roll up to the job's margin calculation. |
| Delivery address | The job's property address (PO is delivered to the property). |
What's NOT customizable
- Custom PO document templates — the PDF is fixed format. No header text customization, no logo placement choices beyond what your organization branding already drives.
- Separate delivery vs pickup addresses — the address is the job's property address. There's no separate field for "deliver to my shop" vs "deliver to the job site."
- Multi-currency — PO costs are in your organization's default currency only.