Purchase Order

A purchase order (PO) is a document issued by a buyer to a seller that outlines the details of a purchase transaction. It serves as a formal request for goods or services and typically includes information such as the item or service being purchased, quantity, price, terms of payment, delivery date, and any other relevant terms and conditions.

Create a Purchase Order

1. Select Expenses > Purchase Orders from the main left-side navigation.
2. From the Purchase Order list screen, Click + Add Purchase Order in the upper right corner.
3. Select the Vendor from the drop-down.
4. Add input your PO #
5. Select the PO Date
6. Input Delivery Type for this order (i.e. Delivery, Will Call, Fed Ex, etc.)
7. Select the Date Needed (Delivery Date)
8. Select the Delivery Address or manually enter the address

Enter Purchase Items

• Click the + Add button to create a new line item.
• Select the Expense Type (Material, Equipment, Labor, Subcontractor, Other) from the dropdown. This will tell Werx how to track this expense toward the project.
• Enter a product/service description, Quantity, Rate or Amount.
• From the dropdown, Select the Project > Project Budget item where this expense is to be applied.

Each line item on the purchase order will have a “Quantity Received” number listed at the end. This number will reflect the quantity of items that have been received once the purchase order has been applied to a vendor bill(s). When the total quantity of items has been received, the item will be marked as “Closed“. However, if you have not received the total quantity of items but do not expect to receive any more, you can manually mark the item as “Closed“.

Send Purchase Order

Option 1: Send Email

1. To send a PO to the vendor, select Save & Send in the bottom right corner
2. Select from the list of vendor contacts to whom you want to send this invoice. You can also add additional email addresses if desired.
3. Include a message that will show in the customer’s invoice email.
4. Click Send

From the Save and Send pop-up, you may also click the Preview button to view the vendor-side Purchase Order portal.

Option 2: Get Link

1. To send an purchase order to the vendor, select Save & Link in the bottom right corner
2. A pop-up will appear with a URL directly to the vendor-side invoice portal. Click Copy Link to copy the URL to your clipboard
3. You can now past the link in any communication to your vendor.