Page tree
Skip to end of metadata
Go to start of metadata


You can create purchase orders to:

  • replenish general stock
  • order materials for a specific task, which may include quoted items.

The process is exactly the same for both - the only difference is in how you get to the Purchase Orders screen.

Ordering materials for an approved quote

As soon as a quote is set to 'Approved', AroFlo creates a linked task. You can create purchase orders from within that task and automatically import your line items from the quote into the purchase order.

Order materials for general stock

Click Create > Purchase Order and proceed as shown below in Order materials for a specific Task.

Order materials for a specific Task

To create an order for a specific task: 

  1. Open the Task.
  2. Click Purchase Orders.

      Click to enlarge

  3. Click Create Order  (top right).

      Click to enlarge

  4. Enter the Supplier and Supplier Location, or use the  (magnifier) to search and select from the Supplier list.

    Preferred Suppliers

    If you have Preferred Suppliers set on inventory items, you can leave the Supplier and Supplier Location fields blank. This allows you to add all of the inventory items required for the job, regardless of who the supplier is, onto a single order.

    Once the order is complete, move the mouse over the Save button and select Generate Purchase Orders. The generated orders for each supplier will appear in the Current Purchase Order List and are ready to be printed or emailed to the supplier.


  5. Select a Deliver To address from the list.

    Delivery address options include addresses for the job, company, client or any custom address. It may even be a pick up from the supplier.

  6. The Date Purchased is auto-populated with the current date. Edit if required.

  7. The remaining fields are used for recording the supplier invoice once the items have been received. See table below for details.  

  8. If you have special instructions relating to the order, enter them into the Notes field (bottom right).

      Click to enlarge


 PO 'Owner' Fields Explained
FieldDescription
Date ReceivedUsed to record the date of when you received the items from the supplier.
Date Invoiced (Required for Integration)

Used to record the date on the supplier invoice.

This is a required field for sending supplier invoices to your accounting package via the integration link. A validation error will appear in the integration menu if this field is blank.

Due Date

Auto populated based on the terms set in the Supplier card. This date indicates when the invoice payment is due.

If the supplier has no payment terms, the default date will be the same as Date Purchased.

If the Supplier is changed after creating the Purchase Order and the Date Invoiced has been saved, the Due Date field will automatically update based on the new supplier's payment terms.

Invoice No. (Required for Integration)

Used to record the Supplier Invoice number.

This is a required field for sending supplier invoices to your accounting package via the integration link. A validation error will appear in the integration menu if this field is blank.

Date / Time ImportedAutomatically populated when Supplier Invoice Imports are used.

Add line items

Line items can be added in a number of different ways.


To add a new line for ordering items that are not linked to your inventory:

  1. Click Add Line Item.

    Click to enlarge
  2. Complete the fields as described in the table above.
  3. Assign item to a Task and/or assign inventory to user or storage location (optional).
  4. Click Save.


To select items from inventory:

  1. Click Multi-Search and select Inventory.
  2. To filter the inventory list, enter a keyword into the Item description into the fields at the top of the search box.

    Click to enlarge

  3. To select items, click the checkbox on the left hand side. You will notice the selected items appear on the purchase order (using the listed cost price  ).

    Click to enlarge

  4. Change the filter criteria to find additional items, or close the pop-up window.

  5. Enter the required quantity into the Qty Ord field for all line items.

    Click to enlarge


  6. Assign item to a Task and/or assign inventory to user or storage location (optional).
  7. When complete, click Save.

You can view the stock level when selecting stock from inventory in a purchase order. In the Purchase Order screen, click Multi-Search > Inventory > Columns and click the Stock Level checkbox.

Click to enlarge

The Low Stock Inventory option provides a quick method for restocking materials that fall below the required level set on the inventory card. To learn how to set minimum stock levels for inventory items, see Stock Alert Levels.

  1. Click Multi-Search and select Low Stock Inventory.

    Click to enlarge
  2. To filter the list by Resource or Custom Holder, enter the name into the Stock Assigned To column.

  3. To add all items to the order, click the first checkbox (top left). Alternatively, click the checkbox on the individual items you want to order. Click Select Items.


    Click to enlarge


  4. Assign the item to a Task and/or assign inventory to a user or storage location (optional).
  5. When complete, click Save.

To order items within an assembly (a list or kit of items):

  1. Click Multi-Search and select Assemblies.

    Click to enlarge
  2. Use the filters at the top of the search box to locate the relevant assembly.  

  3. To add the entire assembly to the order, click Select Header.

  4. Alternatively, you can add individual items within an assembly by double clicking each item.

    Click to enlarge

  5. Enter the required quantity into the Qty Ord field on the assembly header (first line item).

    Click to enlarge
  6. Assign item to a Task and/or assign inventory to user or storage location (optional).
  7. Click Save.

To add line items directly from a supplier's online catalogue, see Using Supplier Online Catalogues.






If the task was created from an approved quote, and the quote was built using items from your inventory or an online supplier catalogue, you can click Quoted Items. This will add all the items from the quote.

Click to enlarge

All you need to do then is enter the quantities you want to order, or simply click the Add All Qty Ord. checkbox, then Save.

Click to enlarge

 Line Item Fields Explained
FieldDescription

Part No

The part number of the item.

In Inv.In Inventory indicates the item is included in your Inventory.

Item

The Item name/description.

Ver.

When items have been received from the supplier, use the Verification checkbox to confirm the item quantity and price are correct.

This helps to ensure costs are correct when invoicing a completed job. (This option is not available on stock orders).

Acc.

Used for integrating with your accounts package. Select an appropriate account code for each item.

Duplicate Account Codes

The codes that appear in this list include both Freight and Material codes. If the same code is mapped to both, you may see duplicates.

Qty Used

Used to record the quantity and cost of items used on the job.

Automatically add new items to task

Purchase order items and associated costs are automatically added to Task Materials. For more information, see Purchase Order Settings.

Qty Ord

Enter the number of items you want to order. (Required Field)

Type

Select ‘Mat’ = Materials or 'Fre' = Freight

Qty Rec

Used to record the quantity of items received from the supplier.

The Qty Rec column heading includes a tick box that allows you to set the Qty Rec on all lines items to the same value as the Qty Ordered.

Cost Ex

Used to record the unit cost of the item. When adding ad hoc items, enter the cost or leave it as '0'.

If the cost of an inventory item is changed on an order, this will not update the cost field on the inventory card. For more information, see Update Inventory Pricing From Order.

Total ExThe Total value (excluding Tax). If updated, the system will back calculate the unit Cost Ex. value based on Qty Ordered.
Total Inc

The Total value (including Tax). If updated, the system will back calculate the unit Cost Ex. and Total Ex. values.

TaxSelect the appropriate Tax Code from the list.
Tracking Centre

Link an existing Tracking Centre to help categorise or group items for reporting purposes.

Inv. ToInventory To is based on the stock location, and what was set in the "Assign Inventory To:" column.

Assign New Items To Task:

When ordering items for multiple jobs, you can allocate item costs to each Task by clicking the  (magnifier) and selecting from the list.

Add each item using one of the methods below and assign to a Task before clicking Save.


Click to enlarge

Assign Inventory To:

When adding items to an order, you can assign the stock to a user or a storage location.

Add each item using one of the methods below and assign to a user or storage location, before clicking Save.

Remember user

The Assign Inventory To: field defaults to the user who is currently logged in. The Remember User checkbox allows you to save a selected user as the new default.

A 'remembered user' is based on cookies, so it will only apply to the current device and browser used at the time.

The method used to add an item will determine whether fields are left blank for manual data entry, or are auto-filled using information stored against inventory items. In the image below, the first line item has been added manually, using the Add Line Item button. The second line item has been added using the Multi-Search > Inventory option.

Click to enlarge



Tax inclusive pricing

By default, unit prices are treated as tax exclusive. If you want to use tax inclusive pricing, click the 'Tax Inc' checkbox located underneath the line items area before entering prices.


Place your order

There are two ways to send your purchase order to a supplier.

Back to top



View our Purchase Orders product page.

Feature access

Your permission group determines access to this feature.

Parts of this feature are included in AroFlo Go .

On this page:

0