A Purchase Order (PO) is a commercial document issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services the seller will provide to the buyer. It's a formal request made by the buyer to the seller, essentially serving as a contract between the two parties.

What purpose do Purchase Orders serve?  

• Enables you to control costs more effectively, both in and outside of projects
• Provide seamless integration between project expenses and accounting
• Improve and streamline communication with suppliers
• Reduce manual errors and inefficiencies

Note: Purchase Orders can not be deleted in Rentman because they are considered financial documents. Filter by status in monetization_on Financial > Purchase Orders to hide any cancelled Purchase Orders 

Create a PO and Request an Approval

1. Enter the project of your choice or select Purchase Orders under the monetization_on Financial Module on the left side menu. 
2. You can access all Purchase Orders within a specific project by selecting the Purchase Order tab or create one in the
   
   • Additional Cost tab 
   • Subrent tab 
   • Subrent Slip itself 
3. In selected tab, the cost you want included in a Purchase Order
4. Select Create Purchase Order
5. You now have the option to create a new Purchase Order or include the cost in an existing order
6. If new, select Create New Purchase Order 
7. Fill in the necessary fields in the Data tab of your Purchase Order
8. Check the Costs tab and details to ensure the costs is correct 
9. Request 

You can only add new costs to existing Purchase Orders with a status of "Draft" or "Awaiting Approval". No new costs can be added once the PO is approved. 

If your Purchase Order includes a subrental cost, the supplier in your Purchase Order must match the supplier in the Subrental. You can add multiple Subrentals to one PO only if the supplier is the same.

Visual Example

Send a notification to a specific Power User to approve

After selecting Request, a pop up will appear providing you with an option to notify a specific Power User. This does not prevent other Power Users from approving. All Power Users with the correct user roles will be able to approve any Purchase Orders

Approve, Decline or Cancel the PO

Once the Purchase Order draft has been requested, only power users with the correct permission can authorize it 

Only power users can approve of Purchase Order. Check out the user role permissions in configuration. 

Compare, Send and Complete the PO 

Cost Comparison

Before sending out your PO, compare the approved costs to the total costs. By checking the Cost Comparison row under details, you are able to quickly see if the two costs are aligned, over or under.

Details

A Purchase Order document can only be generated if the total costs do not exceed the approved costs. If costs increase after approval, the Purchase Order requires reapproval.

Send and Complete your PO

Once the Purchase Order has been approved and aligned correctly, a crew member will be able to generate a document to be sent by selecting Create Documents.  

Create Document

After the document is sent, the Purchase Order will be marked as sent automatically. Manually edit your status to Complete at your convenience. 

If you generate a document with a subrental attached, the subrental slip will be added to the PO document to further clarify what the exact contents of the PO are. 

Statuses and PO History

The Purchase Order status helps you track the progress and its current stage. You can also see status history for any particular Purchase Order under the Purchase Order History section. 

Statuses

Purchase Order History

FAQ

Are there user roles to control who can see and create Purchase Orders?

Yes, user role permissions can be toggled in the user role settings in Configuration > User roles. 

Can I delete a Purchase Order?

No, you can not delete Purchase Orders. You can use the status filter to hide any Purchase Orders with a specific status within the Purchase Order submodule.