As well as creating purchase orders for opportunity costs, sometimes you might need to create a blank purchase order. These are manual purchase orders in Current RMS.

Manual purchase orders act the same as other purchase orders, so you can take all the same actions such as authorizing or completing.

🔧  Purchase Orders are in beta. Want to join our purchasing beta program? See: Purchasing beta

Why use manual purchase orders?

  • Purchased something outside of Current RMS? Create a manual purchase order and add a text item to it, then print your purchase order paperwork to keep on-brand.
  • Need to purchase additional items? Create a manual purchase order and add on those items.

Get started

Head to Resources > Purchase Orders and use the green add draft or add order buttons. 

  • Drafts do not have a purchase order number, useful if you’re planning ahead of time.
  • Orders do have a purchase order number. They’re ready to be authorized, sent, or completed.

The purchase order won’t be linked to an opportunity initially.

Create purchase order

On the create purchase order screen, fill out the fields to create your purchase order:

General information

  • Subject
    The subject is the title of the purchase order. This appears on any document layouts you print or download and you can use it to search. This is required.
  • Tags
    Great for searching and sorting, describe the purchase order with tags here. Hit enter to turn tags blue and lock them in. 
  • Supplier
    Who is the purchase order for? Start typing an organization, bookable external contact, or bookable external venue and Current will auto-suggest from your People & Organizations. Create a new organization on the fly by hitting the green plus icon to the right of the organization box. 
  • Reference
    The reference field corresponds to “Your Reference” on most document layouts.
  • Billing address
    If the supplier you selected has multiple addresses, choose the billing address here. This may impact tax calculation settings.
  • Tax class
    Choose a different organization tax class, if required. 

Dates

  • Order date
    The date the purchase order was entered. It defaults to the date and time now, but you can change it if you need to.  
  • Delivery date
    When are the goods or services being supplied? Set the date here. 
  • Return date
    When are the goods due to be returned? Set the date here. You may leave this blank, if not needed.
  • We collect/we return
    T
    oggle “We collect” or “We return” to tell Current that you’ll be picking up or returning the gear, rather than your supplier delivering or picking up.  

Descriptions

  • Description is for internal notes. You’ll see this at the top of the purchase order screen. It’s a space to record notes for your team.  
  • External description is for your customer. Add any customer notes and these will pull through to most of the customer-facing document layouts. 

Housekeeping

  • Store
    Stores are a way of setting up multiple locations with different stock levels. The store defaults to the store you are working in right now, but you can change it here if you would like reports to reflect the purchase order is for another store.
  • Owner
    The owner is the person who is responsible for the purchase order. This is automatically set to the user account that created the purchase order.

Venue

  • Choose an address against the supplier
    Use the drop-down box to choose a delivery address that you’ve recorded against this organization. 
  • Type in an address manually
    Go ahead and type in an address into the delivery address fields. 
  • Select an existing venue
    Start typing in the “Venue” box to choose from one of the venues you’ve added to your People & Organizations.  
  • Create a new venue on the fly
    Click or tap on the green plus icon to the right of the venue box to create a new venue in your People & Organizations, handy if you’ll be delivering to this venue again in future. 

Delivery details

  • Delivery for attention of
    Who is responsible for the delivery? This is automatically set to the user account that created the purchase order, but you may type to change.
  • Delivery contact telephone
    Is there a contact telephone for the person responsible for the delivery? Enter it here.

Participants

Add participants to tell Current RMS who is involved with this purchase order. Participants can be user accounts, contacts, organizations, vehicles, or venues you have set up in your Current RMS system. As you type, Current will auto-suggest matching results. 

Add items

When you’re done, hit the blue Create button. You can start adding items straight away by clicking add a new purchase order item at the bottom-right of the items list.

Check out our guide: Customize your purchase order items list

⚠️   Keep in mind that purchase orders do not impact availability, so rental and sale products aren’t taken from stock. 

Link a purchase order to an opportunity

Purchase orders are linked to opportunities by purchase order items. To create a link between a manual invoice or credit and an opportunity, enter the name of it in the “Opportunity” box when creating a new purchase order item.

Once created, you’ll see the opportunity listed in the “Purchase Order Sources” section on the right-hand side of the purchase order. 

You’ll also find the invoice listed on the opportunity page under the “Purchase Orders” heading on the left.

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