Setup
You will need the Purchase Order module turned on in your workspace. If you do not see this in your main menu, reach out to [email protected].
You will also need the following permissions in your security group:
Can view purchase orders.
Can create and update purchase orders and dockets.
Upload documents.
Click here to learn about permissions and security groups.
How to create a purchase order
Best practise states to Add products to the Work Tab of the task before creating a Purchase Order. This is so that it's clear to office and field staff what materials, equipment and/or labour is needed for this task to be completed when they jump into a task, rather than having to understanding this by clicking into each PO.
1. Open the task and, in the Process section, click + Create and choose Purchase order.
2. Select Supplier and Type.
Subcontractor-type Purchase Orders include a field to select an existing contractor; If left empty, defaults to the contractor associated with the supplier.
3. At the bottom of the screen, you'll be able to Select which products from the work tab you want to add to the Purchase Order, click Save Purchase Order.
Only task products not yet linked to a Purchase Order or warehouse reservation appear here.
4. Review Purchase Order.
If work tab items are linked via step 3, all costs edited on the purchase order or bill for those items will update the costs on the Work tab. Updates to the product, description, or quantity will not.
Attaching Documents: internal only— these will not be sent to the supplier nor visible to the client.
Available fields on a purchase order
Available fields on a purchase order
Ref: Automatically generated by Uptick as it has to be unique.
Supplier: Drop down list of your suppliers stored in Uptick.
Type: Select materials, equipment, or a subcontractor.
Date: defaults to today but can be manually adjusted.
Email Contact: Leave blank to use the supplier’s main contact, or select a different one from the Supplier’s contacts.
Supplier ref: Any references the supplier has given you in regards to this PO.
Description: Mainly used for subcontractor purchase orders to help relay scope.
Delivery Instructions: Select a preset for pickup or delivery (you can pick from onsite or a warehouse). This will auto-fill details that you can edit for the supplier’s PO.
Estimated delivery date: Date you expect stock to be delivered or ready to be picked up. Used to help you chase POs where this date is in the past 7 stock is yet to be delivered/ready for pickup.
Video