Dashboard > Select a Project > Purchase Orders
Permissions
Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.
In order to create a Purchase Order, users will need Create permissions for Purchase Orders
Purchase Order Overview
Purchase Orders are used to document the agreement between a buyer and seller on the price and quantity of goods and services. The buyer issues the PO to the seller to cover the costs of a project.
In SiteMax, Users can create and submit POs to the Approver (Vendor/External User). The Approver will be able to view and make a decision (approve or reject) on the PO. Managers (Admin users) will then process the purchase PO and manage POs across all projects.
There are four types of Line Items that can be created within your Purchase Order:
Rental
Purchase
Labor
Services
Note: You can customize the fields that you see in each of your Line Item Types in your Company Settings > Modules > Purchase Orders
Creating a Purchase Order
Creating a Purchase Order
To create a Purchase Order, click the blue "+ Add PO" button at the top of the screen in your Purchase Orders module inside your selected Project
Your new Purchase Order screen will open where you can select your:
Vendor from your vendor list
The PO Status (open/partial, complete, processed, or cancelled)
The Line Item Type.
Based on the type of Line Item you select, and the fields you have enabled for that type, a number of fields will become available that are applicable to that PO type. For example, for Rentals > Called Off Date
If you want to remove a Line Item from your Purchase Order, click the "x" beside the Line Item you wish to remove
Taxes
Taxes
Administrators have the power to configure taxes for your organization. By setting up taxes at the company settings, you can ensure that the appropriate taxes are included by default on all line items of your purchase orders. Find out more about setting up your PO Taxes here.
Applying Taxes in Your Purchase Order
Taxes are applied to all line items in a purchase order, except for carriage charges. However, if your vendor mistakenly includes taxes on the carriage, you can manually add the tax as its own separate line item.
Including or Removing Taxes
You have the flexibility to include or remove a tax for all items in a purchase order. If you want to apply a specific tax to all line items, simply select the corresponding box under the relevant line item. On the other hand, if you wish to exclude taxes for certain items, you can uncheck all the boxes under those items. This gives you granular control over the taxes applied to individual line items.
Adjusting Taxes by Line Items
To change which taxes are applied, select the box under the relevant line item.
For items with no tax, just uncheck all boxes.
Here's a visual example of Purchase Orders - Taxes:
If you don't see the correct tax type or tax rate, please contact your administrator.
Refunds
Refunds
The Purchase Order module is a powerful tool for your team to track project costs for the purchases of goods and services needed to complete the project. When your team needs to process a return, cancellation, or adjustment of a previously ordered item, this can be accurately captured in the change of your Purchase Order.
To illustrate, consider the following example:
Item: Wood Planks
Unit Price: $100
QTY: 10 (at $10 each)
When delivered, we only received 9 of the 10 Wood Planks. The team will need to process a return or adjustment for the missing plank.
If you need to handle a return or adjustment for a single wood plank, instead of using a negative value in the "Unit Price" field, you would, instead, need to create a new line item with a negative QTY for the wood plank.
In this case, a new Concrete Item is added with the same Unit Price and a Quantity of "-2" to represent the missing items. The Total will reflect the change to the Purchase Order as shown below.
This approach is a good way to accurately capture the change in your Purchase Order.
Emailing Your Purchase Order
Emailing Your Purchase Order
With SiteMax's PO feature, you can email or distribute POs to a number of parties. This can be found in the bottom right corner when viewing a PO.
By clicking save and email, you will be prompted to add recipients before sending.
You may send this PO to any valid email address not listed in your SiteMax.
Note: For any changes/updates made to your PO, a new PDF version of your PO is created. Users will always have access to all versions of POs.