Creating a Purchase Order

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Purchase Orders can be created under your Inventory options or through an overbooked order. The process of adding a Purchase Order through an overbooked order is similar to the process of creating a Subrental.

Tip: The difference between a Purchase Order and a Subrental is how it affects your inventory counts. A Purchase Order will increase your inventory count once received whereas a Subrental is expected to be returned to the vendor.

To create or manage a Purchase Order through your inventory, you'll click on Inventory in your left hand menu and then click Purchase Orders.

From your Purchase Orders page, you'll click on the green Add Purchase Order button at the top.

On the Add Purchase Order page, you'll start by entering general information like creating a name for the Purchase Order, selecting a Needed By date, and choosing which team member will approve (or you can choose Approve Immediately if you have approval permissions). When the Purchase Order is created, the team member selected to approve will receive a task requesting they approve the Purchase Order.

Tips: If your Purchase Order is not tied to an overbooked order, you can add the projected delivery date as your Needed By date.

If your Purchase Order is related to an overbooked order, you'll also have the option of referencing the order. Next, you'll select which products will be purchased. If you this is a new product, you'll first need to add the product to your products list.

Note: If you have a Purchase Price or Replacement Price saved on your inventory items, this will automatically populate in the price field. However, if this does not match current pricing, you can click the Custom Price option to type a new price.

Once you've entered the products, you'll select the vendor you are purchasing the products from. You'll need to add a vendor to your list before you can use them on your Purchase Orders or Subrentals.

Once your vendor is chosen, you'll need to select the delivery method by clicking in the Delivery Method field. A drop down menu will open allowing you to choose if you will be picking up the products or if the vendor will deliver. If the products will be delivered by the vendor, you'll also need to include the Shipping Price.

Lastly, you can add any additional notes about the Purchase Order and then you'll click the green Create Purchase Order button.

Once your Purchase Order is created, you'll be able to view, edit, and update the status under the actions column in the right of the Purchase Order list. Once the Purchase Order is transitioned to Pending Delivery, it will no longer be editable.

When viewing the Purchase Order, you'll also be able to Send to Vendor, Update Status, and Edit by clicking on the buttons in the upper right, or you can add additional items by clicking on the green Add Item button above the product list. To edit any specific product, you can click the Pencil icon under the Action column in the right of the product list or click the Trash Can icon to remove it from the list.

1. Open the subrental and send the subrental details to the vendor by clicking Send to Vendor. This sends an email with an attached PDF.
2. Once the vendor confirms, update the subrental status to Pending Delivery which will allow you to resolve the overbooking on an order.

If you have any questions about creating and managing Purchase Orders, please reach out to our team at [email protected] or by clicking the chat icon in the lower right of your dashboard.

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