Purchase orders in Uptick

Article author
Aleks Petrovic
  • Updated

The Purchase Order extension is used in Uptick to record purchases as well as monitor material and labour costs against a task.

If you wish to use accounting partner integration with your purchase orders it's important to understand that it is only involved in key stages of the process. Use this guide to help you understand each stage of the purchase order process and the options available to you at each stage. There is no dependency linked to accounting partners so any parts of the process can occur externally and have the status changed manually as you go.

Extensions required

In order to create purchase orders the following extensions need to be enabled:

  • Suppliers - for the purpose of storing and syncing supplier details
  • Purchase Orders - for the ability to create, view and filter your purchase orders

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Creating the purchase order

Purchase orders are created from within a task (this is currently the only way to make a purchase order) 

  1. From a task, click Purchase order from the Process section
  2. Fill out the purchase order details:
    Ref Automatically generated by Uptick as it has to be unique.
    Date Automatically selects today's date, can be changed if necessary.
    Supplier Drop down list of your suppliers stored in Uptick.
    Type Subcontractor (labour) or supplier (materials). Selecting subcontractor will reveal an additional field where you can select from the list of subcontractors stored in Uptick. 
    Supplier ref Provide a supplier reference if applicable.
    Description Provide details if required.
    Delivery Instructions Provide delivery instructions if required.
    Task products This will automatically populate a list of selectable items based on the assets being serviced in the task.
  3. Click save purchase order.
    Purchase_order-Page-1.drawio__3_.png

  4. Once you've saved you'll be taken to the main purchase order page, where you will see a summary of details, currently added items and their account codes (you can add additional items by clicking Create new item). There is also a section for uploading documents against the purchase order (these are internal only and will not be sent to the supplier as part of the PO).
    Purchase_order-Page-2.drawio__1_.png

Submitting PO for review - approving, rejecting and deleting quotes

  1. Once a purchase order has been created it will be in the draft stage, with 3 other statuses available when clicking on the status - Submit for review, Approve, and Delete.

    Purchase_order_status1.png

    Submit for Review Mark this status to submit the purchase order for review. This is an internal process and would be performed by the admin appointed to approve purchase orders.
    Approve The appropriate authority changes to this status to approve the purchase order.
    Delete Select this status to delete the purchase order.
  2. If you submit for review, the status of the purchase order will change to Awaiting approval. Clicking on the status will display new options - Approve, Reject, Delete and Revert to draft.

    Purchase_order_status2.png

    Previously unseen statuses:

    Reject/Revert to draft

    Both of these options will revert the quote back to draft status.

    Note: Reverting to draft will not be possible once a bill has been created

    To continue to the next step, approve the purchase order.

Submitting purchase order to the supplier and receiving the invoice

  1. When a quote has been approved, the status options available are Submit to supplier, Delete, Mark as manually submitted and Revert to draft.
    Purchase_order_status3.png

    Previously unseen statuses:
    Submit to supplier (sends email) Submits the purchase order from Uptick, using the email address from the supplier details.
    Mark as manually submitted Set it to this status if you prefer to download the PDF and send it to the supplier by means outside of Uptick
    Submit the purchase order to continue.

  2. From the submitted status, the status options available are Invoice received, Invoice paid, Void and Revert to draft.
    Previously unseen statuses:
    Invoice received Set this status when the invoice has been received.
    Invoice paid Set this status confirming the invoice is paid
    Void Void
  3. Set the status to Invoice received upon receiving the invoice, then click on Edit invoice details to add the supplier invoice details to the purchase order and click Save purchase order when done.
    Purchase_order-Page-6.drawio.png

Paying the invoice via the accounting partner

With all supplier provided invoice details added and the the purchase order status set as Invoice received you will need to create a bill that can be paid via your accounting partner.

  1. In the integration section (Xero integration in this example) click create new
  2. After some processing time the PO and invoice details will be sent to the accounting partner and a summary will appear showing invoice number, date and subtotal.
    Purchase_order-Page-7.drawio.png
  3. The BILLED status indicates that a bill has been created on the accounting partner end to be paid. Click View in (accounting partner) to visit their website and pay the bill. 
  4. Once paid on the accounting partner end, this will sync and update the status of the purchase order to PAID. If the status hasn't changed, simply click on the sync button in the integration section of the purchase order and refresh the page if necessary.

    Purchase_order-Page-8.drawio.png

Paying the invoice externally

If you don't use the accounting partner integration and complete payments externally, simply change the status of the purchase order to Invoice received upon getting the invoice and then change the status to Paid when the payment of the invoice is complete.

 

 

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