Creating and Sending a Purchase Order
A Purchase Order can be created from the Job Invoice page or from the Inventory page.
From the job’s invoice select the Add a Purchase Order button.
Creating a Purchase Order from a job invoice will automatically populate the Job Number, technician (and their truck) and the Business Unit of the job to the PO.
From the Inventory tab, select Purchase Orders on the left of the screen and click the Create New button.
Once in the Purchase Order screen complete the fields in the header area:
Job Number- Only enter if the items are being purchased for a job
Business Unit- Select the Business Unit responsible for the purchase. If a job number is entered this will default to the job’s BU.
Vendor- Select the Vendor from the dropdown. Begin typing the vendor’s name in the dropdown to filter the list.
Order Type- Select the Purchase Order type that matches the type of PO you are creating.
Technician- If the purchase is for a tech’s truck select the technician. This will fill in the tech’s assigned truck in the Inventory Location field. If you selected a job number the tech assigned to the job will be filled by default.
Inventory Location- If the purchase is not job related or for tech’s truck select the Default Warehouse
Ship to- If necessary select where the items should ship (this field should default based on the warehouse selected).
Adjust the Date Created and Required By Date fields if necessary.
In the lower area of the PO, add the items being ordered by searching in the Select an Item field.
Set the Quantity of the item being ordered.
Note: If the item you add brings over a Cost from the Pricebook, do not change the cost at this time. This will be updated if necessary when the item is received.
In the Tax Rate field click the % option and enter the tax rate charged by the vendor.
Add additional items by selecting the + Add Items option below the last item added to the PO.
If you need to return to the PO to add additional items or make other adjustments before sending it, you will leave it in Pending status. To do so, click the Create button.
Sending the PO to the Vendor
At the top of the PO, select the down arrow next to the Create button
Choose how you will be sending the Purchase Order to the vendor.
If the order was submitted on the vendor’s site or over the phone, select Create as Sent
If you need to send the Purchase Order to the vendor and/or to other internal Goettl employees via email select Create and Select Recipients
Search and select those you want to send the PO to from the Vendor Recipients and Internal Recipient dropdowns.
In the Format dropdown select Email as XLS and PDF.
Click Send
The PO will be set to Sent status.
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