Configure Purchase Orders

Everything you need to know to configure your Purchase Orders before sending them to your Suppliers

Kimberly Hirsch avatar
Written by Kimberly Hirsch
Updated over a week ago

Configure your Purchase Orders in D-Tools Cloud before you send them out. All Purchase Orders are available for edits and management in the Orders > Purchase Orders tab in the left navigation menu.

See the following step-by-step guide on how to configure a Purchase Order (PO). Reference the numbers in the screenshot to the descriptions below.

Upon opening a Draft PO, you’ll see a white square on the right-hand side of the page. This is your digital PO. Here you have PO information such as PO#, items, shipping info, billing info, supplier info, and PO total.

On the left, you'll see the filters to help you switch between POs and projects.

1 - Switch between POs

This is the area you will be able to switch between POs. If you create POs across multiple products and suppliers, you can quickly switch and review them before sending them off.

2 - PO Details

Here you will see the PO details, such as the PO name, PO number, and quote number.

POs for which the orders have been received will show the date on which products were ordered and received.

3 - Project Filters

Project filters are seen when a PO has products for more than one project. If the PO includes products you’re ordering to keep them in stock, you’ll see a filter "Stock."

Select a filter, and you’ll see the products only for that project. Use the filters to see products by the projects.

Here you can also decide to remove products from a project from the purchase process or do a simple review to make sure you didn't forget anything.

4 - Products

Here are the products you want to order as part of this PO. If you need to, you can edit the cost of the product here. We hope you will sync up your suppliers to the D-Tools maintained pricing, but we realize that there will be exceptions and products that we don't have.

If you want to add products from other projects to this PO, click "Add products" in the upper right and add products for the same supplier.

5 - Shipping Information

Enter your shipping address, shipping method, attention for the shipment, and note for the supplier. 

The shipping address will be your Company Address by default, but you can change this to the project address or another address by clicking change. 

By default, there are two shipping methods: Standard and Expedited, but you can also create your own. The shipping method for a supplier can be configured in Settings.

6 - Billing Information

How will you pay? Enter your billing information into the billing section. This includes billing address, billing method, and dealer contact.

The billing address will also default to the address you entered as your Company Address. You can change this as well.

The billing method is how you want to pay for it. By default, you will have three payment options: Credit Card, Cash, and Check on Delivery (COD). Of course, you can enter your own, like a specific credit card, rewards, or more.

Dealer contact will default to you, but you can change it to someone else in your company if you like.

7 - Supplier Information

Supplier info contains the supplier contact and your account number with that supplier. The contact and the account number will be automatically applied if you have added them in Settings. 

8 - Review PO

After you have entered all the information for the PO, verify the items, check the total for that PO, and add shipping and tax if needed. 

9 - Send PO

Once everything looks good in your PO, click the Ellipsis menu (three-dot menu) and send the PO to the supplier using one of these options:

  • Email the PO to the primary email of the supplier

  • Export the PO to a PDF and hand it over or email it

  • Send the PO to the primary email of a D-Tools partner (only available for D-Tools partners such as ADI)

If you are not using the Send to or Email to option, move the PO to Ordered status by clicking the PO status selector next to the PO name.

Check out this article about managing Purchase Orders for more details.

10 - Shipment Tracking

After the supplier ships the products and provides you with a shipment number, enter the shipment number and track the shipment. Tracking shipments regularly can help you complete your projects within the schedule.

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