Purchase order templates & documents
Can I have multiple purchase order templates, so I can pick one per supplier?
Only one default PO template can be applied at a time today. This has been passed on to the product team as feedback.
Can defect details from the task's Work tab pull through onto the PO automatically?
Not by default, defect remarks aren't currently associated with the Purchase Order. Different PO templates are technically possible, but they can't be selected from the main PO creation screen, you'd need to open the document and set it as default to use it. Get in touch with Support to discuss whether a custom template could show defect information.
Can the Supplier Ref field pull through the Supplier Quote number from a Sales Quote?
Not currently, there's no automatic mapping between the Sales Quote number and the PO's Supplier Ref field. This has been logged as product feedback.
Why is there no template preview option on a draft Purchase Order?
You can't currently select a PO template from the dropdown on a draft PO the way you can with other document types. It hasn't been heavily requested to date, but has been logged as product feedback.
Can documents from the Sales Quote stage (like a supplier quote) be attached when sending a PO?
Not currently. The Documents section on a PO is for internal use only, anything added there won't be included in the email sent to the supplier. This has been raised with the product team.
Tasks, properties & bulk orders
Can I raise a PO for a whole property, rather than a specific task?
Not directly, a PO must be raised from a task or from a warehouse. For recurring subcontractor work like monthly routine testing, the recommended approach is to raise the routine task and issue the PO from that task.
Can one PO be linked to multiple tasks, so I can order in bulk and save on delivery costs?
Not currently, each PO links to a single task. If you use the optional Warehousing feature, you can place one bulk order into the warehouse and then pull stock into each task as needed, though this means the order itself isn't linked to the individual tasks that need it. Some teams manage this with delivery instructions set on the warehouse, or notes on the timeline, so staff can assign stock to the right jobs when it arrives.
What is the "Sub Contractor" type on Purchase Orders?
This was covered live during the session rather than in writing.
Reach out to your Uptick contact for a walkthrough of PO types, including "Sub Contractor".
If I order more stock than a task needs (e.g. 4 units ordered, 3 used), how do I return the extra unit to stock and correct the task's cost?
You can do this with the following steps:
Open the task
Go to Margin Review
Click Transfer Task Stock
Choose To Warehouse
Transfer the unused quantity back to the relevant warehouse
A couple of conditions apply:
The materials must remain unperformed for ‘Transfer Task Stock’ to work
If you only want to return part of the quantity, you may need to split the line/service task so one quantity stays on the task as used and the surplus quantity is transferred back to stock
This transfer removes the stock and its cost from the task, keeping the task's profitability accurate, while putting the surplus back into warehouse stock for later use.
Stock, materials & the product catalogue
What product "type" (e.g. Materials, Expense) is recommended for a subcontractor repair task, and how does it affect PO status?
This wasn't answered in writing during the session.
Reach out to your Uptick contact for guidance on product types and how they affect PO status.
We use a "misc" product for non-stocked items. Why doesn't the supplier bill cost always flow through to the Work tab for invoicing?
The recommended workflow is to add the product as a charge on the Work tab first, then generate the PO from there, this keeps costs flowing through correctly for profitability reporting. Adding a line item directly on the PO, rather than via the Work tab, can be why costs don't always flow through as expected.
Should items for purchase be set up in a list first, similar to assets?
Yes, items should be set up on the task's Work tab before the PO is raised.
If a product already has a sell price set in the Product Catalogue, does Uptick apply an extra markup on top?
No. If a sell price is already set in the Product Catalogue, Uptick uses that price as is. An additional markup is only applied when the sell price is calculated from the purchase cost instead.
Can the auto markup be different for each supplier or subcontractor?
Markup can be applied at the client level via price books, rather than per supplier. If you need different pricing per supplier or subcontractor, check with your Uptick contact on the best way to set this up for your catalogue.
Deliveries, dockets & invoices
Is it better to use "+ Add Docket" when goods arrive?
Yes, this is recommended. Dockets record physical goods receipt, including partial deliveries, so your PO accurately reflects what's arrived. Supplier invoices are then tracked separately via "+ Add Bill".
Can the Uptick Inbox match supplier invoice emails to the relevant PO automatically?
Yes. The Uptick Inbox (currently in beta) uses AI to spot emails related to an existing purchase order and lets you accept the match with one click, rather than manually searching for the right PO.
Once all goods are marked as received, can a second invoice still be added for the same PO (e.g. for back orders)?
Yes, multiple invoices can be processed against a single PO. Where a delivery is incomplete, mark it as "partially received" and add further invoices as each back order arrives.
Is there a way to avoid manually re-entering delivery instructions, due dates and task details on every PO?
If you use the optional Warehousing feature, delivery instructions can be set once on the main warehouse (Warehouses > View > Update > Enter Delivery Instructions) and will flow through to your POs automatically, rather than being typed manually each time.
Billing & credits
Are there plans to add an approval stage at the bill level, before payment?
This is a known product limitation and has been raised as feedback by multiple customers. If you can share specific examples of scenarios where this would help, that strengthens the case for the product team.
What's the best way to attach and process a credit note against a fully billed PO?
For a fully billed PO, supplier credits currently need to be processed in your accounting platform, Uptick doesn't support applying a credit directly against a PO bill. If you need the credit reflected in Uptick for reporting, a workaround is to create a separate PO with a negative value and mark it as paid, without pushing it to your accounting platform.
Suppliers
If a supplier has multiple branches, can the email address be changed before sending so the PO reaches the correct branch?
Uptick's supplier profile supports a single Purchasing contact and a single Accounts contact by default. If you need POs to reach a specific branch, check with your Uptick contact on the best way to set this up for suppliers with multiple locations.
Compiled from a live Uptick Q&A session on Purchase Orders.