A Purchase Order looks and works like an Order; It has a unique number, allows you to select a supplier, list the items you wish to buy, gives you totals and generates a document from a template which you can print or email. Purchase Orders are shown in the same list as Orders but can be shown separately using the drop-down box above the list.
Differences with Purchase Orders
- Items show cost prices rather than selling prices
- Item quantities are not decreased when added to the Purchase Order
- As the cost price is exclusive and the selling price inclusive, the tax calculation is different
- A button on the Purchase Order allows you to update your stock (Items) when those items are delivered to you (can only be pressed once)
Creating a Purchase Order
There's not a way to change an order into a purchase order, you need to create a purchase order rather than an ordinary custom order. File>New>Purchase Order or cmd-shift-B
Using a purchase order is more complicated than simply sending an email to your supplier and updating the Item quantities when the goods arrive. But the purchase order gives you the following advantages:
- You have a permanent record of the order with a unique reference / purchase order number.
- Organise gives you a total for the order so that you know how much you are spending. When it comes you can check the invoice against this.
- Once selected for the purchase order, the items' quantities can later be updated with a single click.