Overview

Purchase Orders (POs) used to order parts and materials from suppliers. Once received, goods receipt updates stock on hand and records supplier's invoice price for accurate job costing.

Navigate to Workshop → Purchase Orders to view and manage purchase orders.

Prerequisites

Suppliers must be set up before creating purchase orders.
Parts must exist in the system before they can be added to a PO.

Purchase order statuses

Status	Meaning
New	PO created but not yet approved. Still editable.
Approved	PO approved and ready to send to the supplier.
Goods Received	At least one receipt recorded but the order is not yet fully received.
Complete	All lines received (or manually completed) and the PO is closed.
Cancelled	PO cancelled before completion.
Awaiting Credit	A return has been initiated and the supplier credit note is pending.

Linking a PO to a task

When a PO line is linked to a specific task, mechanics see visual indicators in the Mechanics Kiosk showing whether their parts are available:

Awaiting Parts — the PO exists but goods have not yet been received.
Parts Box — goods have been received and the parts are ready to use.

To link a line to a task, select the task in the Task field when adding the line item to the PO.

Creating a purchase order

Navigate to Workshop → Purchase Orders.
Click + Add in the header.
Select the Supplier.
Optionally select the Depot and enter a Reference number.
Add line items by clicking + Add Part:
- Search for and select the Part.
- Enter the Quantity required.
- Unit cost pre-fills from the part record but can be overridden.
- Allocating an asset will allow you to assign the part to a task
Click Submit to save. PO status is New.

Editing a purchase order

A PO in New status is fully editable.

Open the PO from Workshop → Purchase Orders.
Click the Edit icon ✏️ in the header.
Make the required changes and click Submit.

❕Note: Once a PO has been approved, editing is limited. Cancel and re-create the PO if significant changes are required before goods are received.

Approving the PO

Once the PO is reviewed and ready to send:

Open the PO and select Approve from the Triple Dot Menu.
Status moves to Approved.

Supplier part numbers on POs

If parts have supplier-specific part numbers recorded under their Suppliers tab, those supplier part numbers appear on the purchase order PDF in place of the internal part number. Ensures the supplier receives an order that matches their own catalogue references.

🧠 Learn more: Multiple Suppliers for Parts

Generating and sending the PO PDF

Once the PO is Approved:

Open the PO and select Generate Purchase Order PDF from the Triple Dot Menu.
PDF generated showing all line items with supplier part numbers (where configured), quantities, and totals.
Send the PDF to the supplier via email or print.

Cancelling a purchase order

If a PO is no longer required:

Open the PO.
From the Triple Dot Menu, select Cancel.
Confirm the cancellation. The PO moves to Cancelled status.

❕Note: A PO cannot be cancelled once any goods have been received against it.

Receiving goods

When goods arrive from the supplier:

Open the PO and select Receive Goods from the Triple Dot Menu.
For each line item, enter the Quantity Received and the Invoice Unit Price from the supplier's delivery note or invoice.
Enter the Supplier Invoice Number and Invoice Date.
Click Submit to record the receipt.

Stock on hand updated immediately for each received part, and invoice price recorded for job costing.

❕Note: Goods can be received in multiple batches if a supplier delivers a partial order. Each receipt recorded separately and the PO stays in Goods Received status until all lines are complete, at which point it moves to Complete.

Viewing goods receipts

Each recorded receipt appears as a Purchase Transaction against the PO. Click a transaction to view the lines received, the supplier invoice details, and any credit notes linked to it.

Returning parts for credit

If a received part is faulty or incorrect and needs to be returned to the supplier:

Open the relevant Purchase Transaction (goods receipt) and select Receive Returned Part Credit from the Triple Dot Menu.
Form pre-fills with the lines from the original goods receipt. Enter:
- Date Received (required)
- Credit Note Number (optional — when entered, a Credit Note Date field appears and is required)
- Per line: Returned Qty, Apply GST, Credit Amount, and Description. Part, Received Qty and Unit Price are read-only from the original receipt.
Remove any lines that are not being returned.
Click Submit.

While the credit note is pending from the supplier, the PO shows status Awaiting Credit.

❕Note: Credit lines must match a line from the original goods receipt. Ad-hoc lines (e.g. restocking fees, freight) cannot be added directly to a credit note. Roll the fee into an existing line's Credit Amount and note it in the Description, or record it as a separate supplier transaction.

Editing a credit note

If a credit note was entered incorrectly (e.g. the credit note number was missed):

Open the Purchase Transaction the credit note was raised against.
Locate the credit note and click the Edit icon ✏️.
Make the required changes and click Submit.

Back-ordered items

If a supplier cannot fulfil a line item and it will not be delivered, you can manually complete that line to close it out:

On the PO (status must be Goods Received).
Select Manually complete line.
Confirm — line marked complete with the quantity actually received.

Purchase order budget report