Purchase Orders

The Purchase Order extension is used in Uptick to record purchases on a task and to monitor material and subcontractor acquisition requests. Purchase orders are currently fully integrated with MYOB and Xero to keep everything in one place, add transparency amongst your staff and add further flow efficiencies.

 

Setup

Once the extension is enabled by us and permissions applied, you will have two new extensions to play with. 

Suppliers - where you add and edit your supplier contacts. 

Navigation: People > Suppliers

Purchase Orders - where you can view and filter for all your Purchase orders.

Navigation: Billing > Purchase Orders.

1. Create a few suppliers to get started.

 

How to use:

A Purchase Order can only be created via a task.

1. View a task and click 'Create Purchase Order'

2. Fill in Purchase Order:

i. Ref: is automatically generated by Uptick as it has to be unique.

ii. Date

iii. Supplier (searches your Supplier list in Uptick)

iv. Type: Is it for a Subcontractor (labour) or a Supplier (materials). If Type is Subcontractor you will see another field appear that allows you to select a Subcontractor in the Uptick system. The Subcontractor field will be depreciated eventually, leaving only Suppliers to be selected. 

v. Supplier ref

vi. Description

vii. Delivery Instructions

Additional fields: If you have billable products on the Work tab of the task you are creating this PO from, you will have the option to select these products on this page so there is no double handling.

3. Save Purchase Order

4. On the next page, you'll have the ability to add your products and finalise your account codes (optional) and costs. The document upload is for INTERNAL documents only, these do not send with the PO.

5. Once finalised, use the status change up the top, left to move your Purchase Order into the following statuses:

Submit for Review: This is for an internal review and is an optional step. Permissions will dictate who is allowed to review and approve Purchase Orders.

Approve: The Purchase Order is internally approved.

Submit: Once Approved, you will be able to send an email with this PO attached to the Supplier or Contractor that you've attached to this Purchase Order.

Invoice Received: Invoice has been externally received by Supplier/Contractor.

Paid: Invoice has been paid.

You can use Purchase Orders in Uptick without any integration. Staff will just be required to manually change the Purchase Order's statuses to Invoice Received and Paid as the Purchase Order progresses outside the system.

 

Integration with Xero:

Setup (continued..):

Firstly, Xero has no concept of contractors in their system so integrating with Xero just means you can only create Purchase Orders in Uptick by selecting a supplier from in the 'Supplier' field. We recommend just keeping all your Purchase Order contacts in your Supplier's list in Uptick (People > Suppliers) as you will still be able to send requests for labour using this method.

If you want to use the Purchase Orders Xero integration, ask Uptick to pull all your Suppliers from Xero into Uptick as a first, initial step. This is because your Supplier's list in Uptick needs to be linked and synced with your Xero Suppliers so that Xero and Uptick can 'talk' freely. Suppliers in Uptick need to be in Xero.

If you don't create Purchase Orders in Xero already or you're pretty new to Xero, then starting up is easy, just start creating and pushing your Suppliers from Uptick which is explained below.

Creating new Suppliers: Going forward, creating a new Supplier should not be done in Xero, but instead be done through Uptick.

1. Navigate to People > Suppliers

2. Click 'Create Supplier'

3. Once all the details have been filled out, hit 'Save'.

4. Once you click Save, you'll be taken to the Supplier's profile where you need to click 'Create New' in the Xero Integration box. This will create a new Supplier in Xero and connect this Supplier to Uptick. You should see a blue integration panel when the Supplier is successfully connected and linked with Xero.

Whether you've just synced all your Xero suppliers into Uptick or created some new ones via the method above, you're now all set to start creating and pushing Purchase Orders out of Uptick and into Xero!

 

How to use (continued...):

The Purchase Order is created and finalised in Uptick. The foundations of the PO such as the Supplier's details, PO number, and PDF that is sent to the Supplier are all created by and in Uptick. The PO number can be started in Uptick at a particular number if required (just contact us), otherwise, it will start at PO-0001. The Purchase Order PDF sent to your supplier will also use our default template, this can be customised to suit you, just send us what you'd like changed.

Here's the process we recommend:

1. Purchase Order is created, Approved and Submitted to the Supplier in Uptick (read above for more information).

2. Once the Supplier has sent you an invoice externally, revisit the Purchase Order in Uptick and make sure the details are correct and true. Change the status of the PO back to Draft if the costs need to be edited.

3. With your Purchase Order in the Invoice Received status and your costs and invoicing details are accurate, click the 'Create New' button in the Xero Integration box on the Purchase Order. This will push and create a Bill in Xero which will be linked with Uptick.

Note: Once the Purchase Order is connected to Xero, you will no longer be able to edit any information on the Purchase Order in Uptick.

4. Once the Bill has been Paid, that Purchase Order in Uptick will automatically sync to a Paid status the next morning.

 

Integration with Myob:

Setup (continued..):

Firstly, Myob has no concept of contractors in their system so integrating with Myob just means you can only create Purchase Orders in Uptick by selecting a supplier from in the 'Supplier' field. We recommend just keeping all your Purchase Order contacts in your Supplier's list in Uptick (People > Suppliers) as you will still be able to send requests for labour using this method.

If you want to use the Purchase Orders Myob integration, ask Uptick to pull all your Suppliers from Myob into Uptick as a first, initial step. This is because your Supplier's list in Uptick needs to be linked and synced with your Myob Suppliers so that Myob and Uptick can 'talk' freely. Suppliers in Uptick need to be in Myob.

If you don't create Purchase Orders in Myob already or you're pretty new to Myob, then starting up is easy, just start creating and pushing your Suppliers from Uptick which is explained below.

Creating new Suppliers: Going forward, creating a new Supplier should not be done in Myob, but instead be done through Uptick.

1. Navigate to People > Suppliers

2. Click 'Create Supplier'

3. Once all the details have been filled out, hit 'Save'.

4. Once you click Save, you'll be taken to the Supplier's profile where you need to click 'Create New' in the Myob Integration box. This will create a new Supplier in Myob and connect this Supplier to Uptick. You should see a blue integration panel when the Supplier is successfully connected and linked with Myob.

Whether you've just synced all your Myob suppliers into Uptick or created some new ones via the method above, you're now all set to start creating and pushing Purchase Orders out of Uptick and into Myob!

 

How to use (continued...):

The Purchase Order is created and finalised in Uptick. The foundations of the PO such as the Supplier's details, PO number, and PDF that is sent to the Supplier are all created by and in Uptick. The PO number can be started in Uptick at a particular number if required (just contact us), otherwise, it will start at PO-0001. The Purchase Order PDF sent to your supplier will also use our default template, this can be customised to suit you, just send us what you'd like changed.

Here's the process we recommend:

1. Purchase Order is created, Approved and Submitted to the Supplier in Uptick (read above for more information).

2. Once the Supplier has sent you an invoice externally, revisit the Purchase Order in Uptick and make sure the details are correct and true. Change the status of the PO back to Draft if the costs need to be edited.

3. With your Purchase Order in the Invoice Received status and your costs and invoicing details are accurate, click the 'Create New' button in the Myob Integration box on the Purchase Order. This will push and create a Bill in Myob which will be linked with Uptick.

Note: Once the Purchase Order is connected to Myob, you will no longer be able to edit any information on the Purchase Order in Uptick.

4. Complete the rest of the process in Myob.

 

 

 

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