Creating purchase orders

The Purchasing module in Track-It! enables you to create and manage purchase orders and link them to a ticket or add attachments to them. 

This topic covers the following topics:

• • Key features
  • Key considerations
  • Creating purchase orders
  • Performing additional actions on a purchase order

Key features

• You can create, copy, print, and delete the purchase order and clear the purchase order form.
• You can assign an owner (requestor) for a purchase order. 
• You can view a ticket linked to the purchase order in the Details section.
• You can add information about the purchase order costing, taxes, vendor details, purchase order details, required date, date ordered, and so on.
• You can use the Additional Information field to enter notes about the purchase order.
• The lower pane of the Purchase Order form that contains the Ticket, Attachments, and Purchase Order Details tabs is referred to as the Details section.
• System administrators can customize the Purchase Order form based on your business requirements.
• System administrators can manage (add new/delete/edit) master items that you can use while creating Purchasing Items to the purchase order through Configuration. 

• Technicians trying to create or update Purchase Orders can create Master Items while adding Purchasing Items to a purchase order.

The following table describes the actions you can perform on a purchase order:

Key considerations

• The Purchase Order Number and Requestor Name fields are mandatory.
• You can override default settings to the Shipping and Billing Information by using the drop-down boxes.
• You must select Enable tax calculations on shipping charges to apply tax to the cost of shipping.
• You cannot link purchase orders to tickets from the Purchase Order form. You can only link purchase orders from the ticket form.

Creating purchase orders

1. On the header bar, expand the hamburger menu  and click Purchasing.
2. On the header bar, from the ADD NEW menu, click Purchase Order.
   The Purchase Order form displays the fields related to purchasing.

3. Enter details in the mandatory fields in the Purchase Order form.

   Click here to view the Purchase Order form fields.

   Section	Field name	Description
   Order Information	Purchase Order Number	Purchase order number assigned to the purchase.
   	Status	Status of the Purchase Order, such as Open, Received, Partially Received, Canceled, and so on.
   	Date Ordered	Date when the purchase order was placed
   	Date Required	Date that the purchase items need to be received
   	Date Received/Closed	Date when the purchase items were received in full Note: If the purchase order is cancelled, this field records the date of cancellation.
   	Payment Terms	Details of any payment terms that apply to the purchase order
   Requestor Information	Requestor Name	Name of the purchase order requestor From the drop-down, you can select from a list of requestors.
   	Email	Email of the purchase order requestor
   	Phone	Phone number of the purchase order requestor
   	Alternate Phone	Fax or alternate phone number of the purchase order requestor.
   	Department	Department name of purchase order requestor.
   	Location	Location of purchase order requestor.
   Vendor Information	Vendor	Vendor of the purchase item From the drop-down, you can select from a list of vendors.
   	Address	Address of the vendor
   	Contact	Name of a contact for the vendor
   	Phone	Phone number for the vendor
   	E-mail Address	Email address for the vendor
   Shipping and Billing Information	Ship to Location	Address of the shipping location From the drop-down, you can select from a list of shipping locations.
   	Bill To Location	Address of the billing location From the drop-down, you can select from a list of billing locations.
   	Enable tax calculations on shipping charges	Enables applying tax to the shipping charges
   	Shipping Information	Notes that apply to the shipping information
   	Sub Total	Amount of the Sub Total for the purchase order
   	Shipping	Amount of the shipping charges
   	Tax Rate (%)	Tax rate that applies to the purchase order
   	Sales Tax	Amount of the sales tax applied to the purchase order
   	Price Adjustment	Amount of any price adjustment that applies to the purchase order
   	Total Cost	Total amount of the purchase order
   Additional Information	Additional information about the purchase order. You can enter information in this field.

4. Click Save Purchase Order.

Performing additional actions on a purchase order

After you save a purchase order, you can perform additional actions.

• To add purchase items to a purchase order
• To receive a quantity of items for an individual purchase item
• To receive a quantity of items for one or more purchase items
• To email a purchase order
• To copy a purchase order
• To print a purchase order
• To edit details about purchase items
• To view a ticket associated with the purchase order
• To attach documents associated with the purchase order
• To view purchase order details associated with the purchase order
• To cancel a purchase order

To add purchase items to a purchase order

1. On the header bar, expand the hamburger menu  and click Purchasing.
2. To open a purchase order form, double-click the purchase order from the list.
3. Scroll down to the Details section, and then click Add New Purchase Item.
   The Select from Master Items dialog is displayed.

4. Perform one of the following actions:

   Action	Steps
   If the Master Item exists on the list of Master Items	Highlight a selection from the list of Master Items, and then click OK. The New Purchase Item window displays, showing the product information details about the purchase item.
   If the Master Item does not exist on the list of Master Items Note: In order to perform this action, your permissions to add new master items must be enabled by the system administrator. For more information, see Creating-and-managing-technicians.	Click Add New. The Add New Master Items dialog is displayed. In the Master Item Information section, enter the following details: Field Description Product Name (Required) Enter the name of the product. Product Type (Required) From the drop-down box, select the product type. To add product types, see Defining-asset-types. Part Number Enter the part number associated with the master item. Price Enter the price for the master item. Version Enter the version of the master item. Manufacturer Enter the name of the manufacturer. (Optional) In the Vendor Information field, select the vendor from the drop-down box. (Optional) In the Support Information section, enter details for the warranty or contact. (Optional) In the Custom Fields, enter text or integers as needed. When finished, click Save. The New Purchase Item window displays, showing the product information details about the purchase item.

5. In the Order Information section of the New Purchase Item window, enter the order details in the fields or modify the default values as needed.

   Field name	Description
   Quantity Ordered	Quantity to order for the purchase item
   Price	Unit cost of the purchase item
   Discount %	Percent discount rate
   Discount	Amount of discount
   Total Cost	Total cost of the purchase item based on the quantity ordered

6. (Optional) In the Order Information section of the New Purchase Item window, select Taxable if the purchase item qualifies as a taxable item and you want Track-It! to apply the sales tax specified in the purchase order.
7. When finished, click Save.
   Track-It! saves the new purchase item details, adds the purchase item to the list in the Details section, and updates the total cost calculations on the purchase order form based on the unit price cost of the purchase item, quantity ordered, and applicable tax.

To receive a quantity of items for an individual purchase item

See Receiving-items-for-a-purchase-order.

To receive a quantity of items for one or more purchase items

See Receiving-items-for-a-purchase-order.

To email a purchase order

1. On the header bar, expand the hamburger menu  and click Purchasing.
2. To open a purchase order, double-click the purchase order.
3. Click New Email.
4. In the New Email window, enter details for the fields and then click Send.
   (2021 Release 02) You can format the email message text by using the different rich text formatting options. You can also insert or directly paste inline screenshots in the email message field. The supported image file types are .png, .gif, .bmp, .jpg, .jpe, .jfif, and .jpeg. However, inserting high resolution or heavy images might lead to delays in email delivery or cause the server to cancel the email request. To block the user from inserting images, see Configuring-system-settings.
   

To copy a purchase order

When copying a purchase order, the following conditions apply to the copy:

• The status of the purchase order is changed to Open.
• All dates are refreshed.
• Quantity Received values are reset to zero for each purchase item.
• Purchase Order Details are not copied.
• Activity detail uses the date and time the purchase order was copied as the timestamp for when the purchase order was opened.
• All attachments from the original purchase order are copied.
• No ticket information from the original purchase order are copied.

1. On the header bar, expand the hamburger menu  and click Purchasing.
2. To open a purchase order form, double-click the purchase order from the list.

3. Click Copy Purchase Order.

   The following table describes the results and sub-steps to take depending on your purchasing configuration:

   Configuration	Result and sub-steps
   Auto-incrementing of purchase order numbers enabled	You are prompted to affirm that you want to make a copy of the purchase order that includes all data, Purchase Items, and Attachments. Click OK. Track-It! copies the purchase order and assigns a purchase order number based on the auto-incrementing sequence.
   Auto-incrementing of purchase order numbers not enabled	Track-It! displays the Copy Purchase Order dialog. In the dialog, enter a new purchase order number. Click OK. Click Save. Track-It! copies the purchase order and assigns it the purchase order number you specified.

To print a purchase order

1. On the header bar, expand the hamburger menu  and click Purchasing.
2. To open a purchase order form, double-click the purchase order from the list.
3. Click Print this record.
   Track-It! displays a print preview of the purchase order.
4. Perform one of the following actions:
   
   • To print the purchase order, click Print.
   • To print a page of the purchase order, click Print page.
   • To save the file as a document, click Export To.

To edit details about purchase items

1. On the header bar, expand the hamburger menu  and click Purchasing.
2. To open a purchase order form, double-click the purchase order from the list.

3. In the Details section (lower pane of the form), perform one of the following actions:

   • Click Edit Purchase Item.
   • Double-click on the purchase item you want to edit.

   The Purchase item window displays, showing details about the purchase item.

4. Modify the Order Information as needed, and then click Save.

To view a ticket associated with the purchase order

1. On the header bar, expand the hamburger menu  and click Purchasing.
2. To open a purchase order form, double-click the purchase order.

3. In the Details section (lower pane of the form), select Tickets.
   The Tickets tab lists the ticket that is associated with the purchase order.

   Important

   If you want to link a purchase order to a ticket, see Creating-and-managing-tickets.

To attach documents associated with the purchase order

1. On the header bar, expand the hamburger menu  and click Purchasing.
2. To open a purchase order, double-click the asset.
3. In the Details section (lower pane of the form), select Attachments.
   The Attachments tab lists all the attachments that are associated with the purchase order.
4. Select Add New.
   The New Attachment dialog opens.
5. Select a Local File (up to 29 MB) or type in a web URL Link (http, https or ftp), and then click Attach.
   Track-It! attaches the file or web URL to the purchase order.

To view purchase order details associated with the purchase order

1. On the header bar, expand the hamburger menu  and click Purchasing.
2. To open a purchase order form, double-click the purchase order.

3. In the Details section (lower pane of the form), select Purchase Order Details.
   The Purchase Order Details tab lists details about all actions performed on the purchase order.

   Important

   • (2022 Release 01) Notes added from incoming emails retain all rich text formatting applied to the message text in the incoming email.
   • (2022 Release 01) Notes added from incoming emails having inline or embedded images retain the images as a part of the message. The images are not added to the Attachments tab of the Details section.
   • (2022 Release 01) Notes displayed in the workspace preview, the record Purchase Order Details section and its preview, and the Notes editor also retain all rich text formatting applied to the message text in the incoming email.

To cancel a purchase order

1. On the header bar, expand the hamburger menu  and click Purchasing.
2. Perform one of the following actions:
   
   • From the list, double-click the purchase order to open it, and then click Cancel Purchase Order.
   • From the list, highlight the purchase order that you want to cancel, and then click Cancel Purchase Order.
3. When prompted to confirm that you want to cancel the purchase order, click OK.
   Track-It! changes the status of the purchase order to canceled.