Programa's new Purchase Order feature is designed to make it quicker and easier for you to create and issue POs directly from your Projects to your suppliers. With this feature, you can easily select products from your schedules, add delivery and supplier notes, and attach relevant files such as invoices and quotes. Follow the steps below to learn how to use this feature.
How to Create a Purchase Order
Please note: Our platform's design has recently been updated, so you may notice differences in screenshots and videos in this guide compared to the current layout. The steps and functionality outlined in this guide remains the same.
Navigate to the Purchase Orders tab in your left-hand navigation bar.
Click on the black New Purchase Order button located in the top right-hand corner of your screen.
Select the Project from which you are creating a Purchase Order from the drop-down menu.
Select the Schedule that contains the products you want to include in the Purchase Order from the drop-down menu.
Choose the Supplier you will be sending the Purchase Order to from the Send to drop-down menu. This will show all products related to that supplier in the selected schedule.
Select the Issue Date from the calendar. This is the date you intend to send your Purchase order to your Supplier.
Select the Delivery Date from the calendar. This is the date you require the Purchase order to be delivered to a particular location.
Select the appropriate Tax option from the drop-down menu.
Check the square checkbox to the left of the products you want to include in the Purchase Order under the Select Products section.
Click on the Confirm Selection button at the bottom of the page. This will remove any unwanted products from the Purchase order and only selected items will remain. You can edit this at any time by simply clicking on the Edit button at the bottom of the page.
To add additional email addresses of people who should receive the Purchase Order, click on the + icon in the Sending to section and enter their email addresses.
Add any notes that you would like to send to your supplier under the Supplier Notes section.
Enter the delivery address details.
Add any notes you would like to highlight for delivery under the Delivery Notes section.
Click on the + Add button under the Attachments section to add any relevant files such as invoices or quotes to the Purchase Order.
How to Preview and Issue a Purchase Order
Once you have entered all of the details of your purchase order, it is important to double-check everything before sending it to your supplier. You can preview the purchase order to ensure that all relevant information is included and accurate.
How to previewing your Purchase Order:
Click on the Preview button located at the bottom right-hand side of the page.
This will download a Preview PDF of the PO. The PDF will include a summary of the purchase order, including all notes, addresses, dates, attachments, and product selections, as well as individual product spec sheets as separate pages.
Review the PDF carefully to ensure that all of the information is accurate and complete.
If any changes need to be made, go back to the purchase order form to make the necessary adjustments.
Issuing your Purchase Order:
Once you have reviewed and approved the purchase order, click on the black Send Purchase Order button at the bottom right-hand side of the page.
This will send an email to all relevant recipients, including your supplier. The email will include a PDF attachment of the purchase order and any relevant attachments and product spec pages.
You will be CC’ed in the email, so you will always have a record of which purchase orders have been sent.
If you would like to save your Purchase order to send at a later date, select Save Draft. This will then store it in your Purchase Order dashboard to send at a later date.
Email Tracking
Once you've issued a Purchase Order your, you can track when the email has been delivered, opened and clicked by your supplier. This added visibility gives you peace of mind that the PO has been successfully received and actioned.
To view the PO email status, simply navigate to your Purchase Order Dashboard and review the tags under the Email Status column. Here's a breakdown of each email status:
Sent: we are sending it to the supplier's mail server.
Delivered: the email has successfully reached the suppliers mailbox
Opened: email has been clicked and opened by the supplier
Bounced: the email was unable to be sent to the nominated email address. Please check the details and try again.