PURCHASE ORDERING

Creating a purchase order

After the job raw materials have been assigned for a job, a Purchase Order can then be created a couple of ways within Jobman, 1) for the specific Job or for Batch orders via the Purchase Order Tab OR 2) from the General Menu > Purchase Order tab itself. You can also generate a purchase order for just stock items to replenish your regular inventory items. 

1)  Purchase Order created for a specific job:

When all the Raw Materials have been collated and you wish to create a purchase order, select Purchase Orders and Generate Purchase Order.

In the New Purchase Order form select a Supplier. The Attention field is populated automatically if a contact person has been selected in the Contacts.
Add new items by clicking 

Once you have saved the New Purchase Order form, it will be listed. Once the item has been delivered in full, the delivered amount will turn green and the required date will turn black.

To edit, double-click anywhere in the row and you will see the below Purchase Order form.

Change PO Supplier:
Sometime you create a supplier purchase order, send it through, then the supplier may notify you of having nil stock of those items order, however you can source the same items from another supplier. Instead of cancelling the existing purchase order, you can simply open the existing order and change the supplier to the other one. The below screenshot shows how to open the existing purchase order and where you go to change to another supplier for those same items.

Note: You will need to change the purchase order status back to “Created” to allowing editing.
 

Choose the alternative supplier on the purchase order, as shown below, click the refresh icon, and the supplier product codes and item pricing will update. Simply send the purchase, then update the status back to: Ordered” then click Save.  

 
Note: For the change of supplier to work correctly, you will need to have the availability chart items set up with both the preferred  and the additional stock supplier, as shown below. You can add up to four suppliers per item, one as preferred, and three additional supplier on the same availability chart item.
 
2) Below is how to create a batch purchase order grouping multiple items for multiple jobs to one supplier order:
 
From the Purchase Order tab, you can click generate purchase order to open a new form. If you have already assigned raw material items in various jobs, once you select the supplier, a pop up window will appear to confirm OK to add in the number of line items to the purchase order.

You also do have the option if required to Add new items to an existing Purchase Order, this will have to be at the Created status to perform this action. To add new items to an existing Purchase Order, select the created PO open it, then select Add more.. select whether you want to add items for either a specific job number or there will be an option for All Jobs (for the indicated supplier). If choosing to show item from all Jobs, the grid will load items that you can then select to add to the existing PO.

Note: You can also add item to the purchase order that are not assigned to a specific job, these are searchable in the Availability Chart section as per image below. Simply use the search bar to located the availability chart item and double click to add to the PO. These will list as Stock under the Job column on the PO.

If choosing to show item from all Jobs, the grid will load items that you can then select to add to the existing PO. Click OK to add the items to the existing PO, then click save. If you are ready to send the PO to the supplier, you can click email or you can also export to CSV.file to upload onto the supplier online ordering website (supplier must have the upload CSV.file option for this to work) then update the status of the PO to ordered.


 

Jobman does also provide you with the purchase order option to only order Stock items from the supplier, to apply this function, under General/Accounts/Purchase Orders, click generate purchase order, select the supplier, and then you can use the availability chart items section at the bottom of the new purchase order page to search the items that come from the selected supplier. Using the search bar function, you can search the items, located each one and double click to add these to the PO, these items list as Stock on the PO as shown below.


Add items to a purchase order on the fly, this can be done by clicking Add new item, and if you don’t have the item listed in the availability chart items, then you can create the item on the fly. Add in the details for the stock type, item details, description, product code, qty required, unit price and any notes, then click save to add item to the order. Note: The item created on the fly, will update to the availability chart items to use again in future. 

 

Sending a purchase order

When you are ready to proceed with submitting the created PO to the preferred supplier, you can do this by the following:
  • Email to supplier
  • Export into CSV.file

For the email to supplier option, click on the email tab (bottom right corner), once the pop-up purchase order window appears, this will use the supplier contact created in Contacts, this will auto-populate like in the image below, then simply click email purchase order to send. Note: For the email to successfully send, you will require to have a purchase order email address populated in the supplier contact. If you require to Export the PO into a CSV.file for online ordering, click Export to perform this function. Note: The supplier must have an option to upload a CSV.file on the supplier’s online ordering website for this option to work.