How to raise a trade partner purchase order

Select Projects from the left-hand menu to open the Projects table. Use the search, filters or table view to find the project you want to raise the purchase order against.

Select the project to open its record, then select the Financials tab. Financials has three sub-tabs: CVR, Customer financials and Trade partner financials.

Select Trade partner financials. The Trade partner purchase orders table lists the project's POs, with their status, reference, supplier, date, raised by, amount and invoiced value, plus actions to add invoices, duplicate or archive.

Select Raise PO. The New purchase order screen opens with the project name, order details across the top, line items below, and Save as Draft and Save & Raise at the top right.

Complete the order details. Fields marked with a red asterisk are required.

Raised by is set to you automatically.

Ship to shows Project address (default). Hover over it to see the address. Select Change to enter a custom delivery address (address lines, town, county and postcode), or Use project address to go back to the default.

Select the empty row (Add a line…) and start typing. The line items table has these columns:

• Description.
• Qty.
• Price.
• Cost code.
• Service.
• Package.
• Total.

The cost code fills in from the service you pick, and the total is quantity times price. Select the bin icon to delete a line.

The line items table works like a spreadsheet, so you can keep your hands on the keyboard:

Pick the Package for each line, or None. This is what feeds the package's Total PO Value on the CVR. If the project has variations and you have allocation permission, a Variation column appears too.

If the PO is over your PO limit, or the project is below your profit percentage limit, its status becomes Awaiting approval. An amber banner on the PO lists who the approval request was sent to.

Users whose approval bounds cover the PO see Approve. Select it, then Approve and notify author. The author gets an email to say it has been approved.

Use the PDF actions button at the top of the PO, or in the PO total card:

On Preview and Raise PO, add existing contacts (the trade partner's main and PO contacts, plus project users) or an external contact. Set the primary contact, the main person the PO is addressed to. Check the subject (for example "Purchase order: PO-1042"), the PO details and the email body.

Select Raise & send PO, or Raise & download PO. The PO then appears in the project's Trade partner purchase orders table with its status.

Open the PO. The Purchase order details tab shows the status badge, order details, line items, documents and a PO total card (lines, variations and PO total). Make your changes and select Update PO. Archived POs are read-only.

Where the project has variations, select Allocation. For each line, choose what it is Allocated to: normal package work or a variation. For a variation, enter the amount and Remaining after this updates. Select Save allocation, or Back to lines.

From the PO table, use Add Invoice. Enter the invoice reference and date, choose Percentage, Fixed or Full, attach up to 5 files, and check what has already been invoiced and the outstanding balance. Select Save invoice against PO.

The Activity Log tab shows when the PO was created, sent, approved (and by whom) and archived, plus every change made to it.