All draft purchase orders (POs) are available under Purchase Orders in the left navigation menu. You can update and edit the draft POs before sending them to the suppliers.
Here is a screenshot showing the different parts of a PO. Refer to the numbers in the screenshot and the descriptions below.
#1 PO details
Here, you will see the PO details, such as the PO name, PO number, and supplier quote number. Upon clicking the 3-dot menu of the PO, you will see options to export, archive, delete the PO, and update product details and prices from the catalog if needed.
#2 Cost and tax
Here, you will see the total order value. You can also add shipping costs and tax if applicable.
When you send the PO, you can also add the shipment tracking number you receive from the supplier.
#3 Products
This is where you finalize the products you want to order. You will see two sections:
Add products: Add products from ongoing projects, products without a supplier, and select products from the catalog to stockpile.
Products: Shows all the products you are ordering through the PO along with the project name, quantity, and unit cost. You can change the quantity, part number, and cost if needed.
Once you move the PO to Ordered status, you can update the item tracking number, expected arrival date, and received quantity if the products arrive in multiple shipments.
Check out this article for more details.
#4 Shipping, billing, and supplier details
This is where you finalize the shipping, billing, and supplier details.
Shipping
By default, Cloud shows one of the following addresses in the "Shipping address" dropdown.
The company address on the "Settings > Account > Company Profile" page.
The default address set on the "Settings > Account > Company Addresses" page for receiving shipments from suppliers.
To change or add a new shipping address, click "Change" below the current shipping address and select or add it.
To change or add a new shipping method, select or add a method from the "Shipping method" dropdown.
To add notes for the supplier, use the "Notes to Supplier" field. You can maintain multiple note sets to use when sending the PO to specific suppliers.
You need the "Manage public snippets" permission in the Account permissions group, or be a member of a group that has it, to edit the notes in the "Notes to Supplier" field.
To edit the note, click "Edit Note" and make your changes. You can click "Insert preset" on top of the notes field and select a preset note. You can manage the preset notes by clicking "Manage plain text presets." Here, you can add more note presets and delete the existing ones.
Billing
By default, Cloud shows the company address on the "Settings > Account > Company Profile" page as the billing address.
To change or add a new shipping address, click "Change" below the current billing address and select or add it.
Supplier
By default, Cloud shows the supplier information you added on the Supplier Details page under "Settings > Catalog > Suppliers." You can change the supplier address and the contacts.
You can update supplier information on the Supplier Details page so changes appear on new POs.
Check out this article for more details.
#5 Notes and files
Here, you can add internal notes and files. The Notes field is a rich text editor; you can also add snippets.
Once you change a PO status to Ordered (i.e., the PO is sent), you can't change the costs and tax. However, you can add internal notes and files to the PO.
Supplier switcher
If you land on the PO edit view after selecting products from multiple suppliers, you will see a Supplier switcher on the left to help you jump between POs and configure them individually.
