1. Create a Purchase Order against a job and send it to your supplier
When the time comes to send your supplier a list of expense items that you want to order, head up to the Create menu and click Purchase Order.
2. Editing a Purchase Order
Here you can do all the detailed editing and refining of your PO. Add the supplier deatils, PO number, required date and supplier invoice number detail. Changing the PO name, creating multiple expense line items (from your expense list should you choose) and applying the agreed upon cost rate for the expense line are all actioned from this stage.
It is also possible to apply markups specific to each line item. These fields are displayed in grey to indicate that they are only visible to you and not your supplier when you send them the PO.
Using the checkboxes on the sidebar, decide which fields will be visible to your supplier.
Turning these on and off will affect what your supplier sees on the PO.
4. Language Settings
The globe icon on the sidebar takes you to the Language Settings, allowing you to customise the wording you use on your Purchase Orders. For example, you might change the 'Required' field to 'Due Date' so it is clearer for your supplier. Change the language settings to personalise your Purchase Order.
You're also able to adjust things like the email language sent from Streamtime here.
5. Adding a master expense or heading
Add additional headings or master expenses to your purchase order by clicking the add button on the left between items. Insert headings to create groups within your PO. You can also add a blank item to type an expense not present in your master list.
6. Merging and reordering
The black bar across the top give you your actions for the purchase order, including merging and reordering of items.
Tap Merge to merge expense items (simple, huh). You'll see checkboxes appear for each expense line item on the left. Select the items you want to merge. By default, the first item you select will be the item that 'catches' the rest, indicated by a blue checkbox. Once you click merge, the items will add together: the total will include everything selected, and your quantity and unit rates will merge.
If you want to reorder the way items appear, click Reorder. Then, simply drag and drop your items into the order you want. Once you're happy — save the sort order. Done!
Pro tip: When you're in either of merge or reorder mode, just hit the esc button if you want to cancel it all and return to editing mode without saving your changes.
7. Sending a Purchase Order
Once you're ready to send this PO, tap the Preview and send button. You'll see the preview of the quote on the left.
Change the template of the PO by clicking the colour pallete icon and selecting from our two template layout options (Streamtime and To The Point), plus a number of font options.
Enter the address of the recipient, and change/adjust the pre-populated subject line here. You'll be able to add your custom message to the email here too.
Note you can download the PDF here yourself for your records, and if you prefer to attach it separately to an email, mark it as sent manually in the 3 dot menu here. Of course, we recommend using Streamtime to send your PO so this process is automated for you.
8. What your supplier sees
Once you've sent a PO, your supplier will receive the email, and be sent a link or have the PDF attached to the email if the option was selected on send.