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 from a project 

1. Enter the project of your choice from the table_chart Projects module
2. You can access all Purchase Orders within a specific project by selecting the Purchase Order tab, or create a new one in the
   
   • Additional Cost tab 
   • Subrent tab 
   • Subrent Slip itself 
3. In the 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 are correct 
9. Request Approval

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

Create a PO without a project

1. Navigate to monetization_on Financial module > Purchase Orders 
2. Select + Add Purchase Order 
3. Once the Purchase Order form appears, enter any necessary information 
4. Select the Costs tab > + Add General Costs
5. Enter the name, cost, quantity and tax rate > Confirm
6. Whenever you are ready, you can go ahead and Request Approval 

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. Take a look at this article to see what each status means.  

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. 

Manage, Compare and Complete Purchase Orders

Now that the Purchase Order has been sent for approval, power users can cost-compare and generate financial documents. Take a look at this article on how you can further manage and complete your Purchase Order after sending it for authorization. 

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.