Now you can create and send purchase orders for sub-contractors and other suppliers with ease, even straight from the sales quote you've sent to your customer.
First of all, what is a purchase order? It is a document you as a buyer send to a supplier, requesting to buy products or services. Essentially it's a list of products and services you'd like to buy from your suppliers and sub-contractors for projects.
- How to configure permissions for purchase orders
- How to create purchase orders in Taimer
- Where to find purchase orders
- How to sync a purchase order to a bill
Plans & Permissions:
Plans: ERP (also available as an add-on)
Permissions: Purchase Orders
Table of contents:
- How purchase orders work in Taimer
- Define permissions for purchase orders
- Purchase order list view
- How to create a purchase order from the list view
- How to create a purchase order from a sales quote
- Where to find purchase orders on a project
- How to sync a purchase order
1. How purchase orders work in Taimer
When you've won the deal and the project starts, you might need products and services from third-party suppliers and sub-contractors. In Taimer, you can create and send purchase orders in many ways, and sync them with bills for accurate reporting and expense forecasting purposes.
2. Define permissions for purchase orders
N.B. There are two different sets of permissions for editing and viewing purchase orders:
A) Project purchase orders
B) All purchase orders
You can access those permissions by going to:
Settings > User Management > Permissions
A) Give permission to add and view project purchase orders
When you scroll down the list of permissions, you'll find Purchase order under Sales Pipelines & Projects section. Here you can define permissions for users to view or edit purchase orders in projects that they're team members in.
B) Give permission for all purchase orders
When you scroll further down the list, you'll find a section called Purchase Orders. This shows the permissions for users and user groups to view and edit all purchase orders in the list view. If you want, you can also give users the permission to view all purchase orders in your company.
3. Purchase order list view
Under the bills view (under Finances > Bills), you can find all purchase orders in a list format. In the list view, you can see:
- Order number
- Supplier name
- Account name
- Project name
- Which bill the purchase order has been synced with
- Creation date
- Estimated payment date
- Status date
- Delivery date
- Sum with VAT 0%
- Total sum
- Contact name
- Targeted user
4. How to create a purchase order from the list view
You can create purchase orders in two ways: from the bills list view, or directly from the sales quote.
Under Finances > Bills, click on the cart icon on the upper right-hand side to view the purchase orders. To create a purchase order, just click on the green + New purchase order button.
5. How to create a purchase order from the sales quote
You can create purchase orders directly from the sales quote rows. To do this, click on the three dots on the left-hand side of the row and select Add purchase order.
How to fill in the purchase order?
As soon as you've chosen to create a new purchase order, the purchase order editing view will open. Here are the fields you need to fill in to create and send a purchase order:
- Select the supplier from the Supplier name dropdown menu.
- Select the Order date by clicking the calendar icon.
- Select the Estimated payment date by clicking the calendar icon (this is useful for reporting and expense forecasting purposes).
- Select the Delivery date by clicking the calendar icon.
- Select the Delivery address.
- If you haven't created the purchase order directly from the sales quote, also add the items, quantities, unit cost and VAT percentage. You can add new items by clicking Add new under the rows.
- Add a note to the supplier.
In the lower right-hand corner, you can see the sub total, VAT totals and the grand total sum of the purchase order. Now you can click save from the upper right-hand corner.
Once the purchase order has been saved, you can print and send the purchase order to your supplier or sub-contractor, set the status as Sent and add a comment to the purchase order.
6. Where to find purchase orders on a project card
If you have the appropriate permissions (check Define permissions for purchase orders), you can either view and/or edit purchase orders by going to project card you're a team member in. Simply go to the project list, click on the project card, click on Sales, and then click on the cart icon on the right-hand side.
You can create a new purchase order straight to the project in this view as well - just click on New purchase order.
7. How to sync a purchase order
After you've made the purchase order, and the products and/or services have been delivered, you'll receive the bill from your supplier or sub-contractor.
You can target the bill to the purchase order, changing the status of the purchase order into Synced because the bill has already arrives and the costs have been realized. Now it's not a forecast but an actual expense, which means it also affects reporting.
How to sync the purchase order? Go to the purchase order and click Sync to bill.
Select the supplier from the Supplier dropdown menu and you'll see a list of bills from that supplier. To sync the purchase order to a bill, just click Sync.
In this view, you can also filter purchase orders by clicking the State dropdown menu on the top next to the Supplier dropdown menu.
In the purchase order view, once you've clicked Sync, you can see the bills the purchase order has been synced with. The list has the bill number, supplier name, sum and the sync status.
Now you can also see the sync information on the bill. This way you can cross-examine the sync statuses of purchase orders.