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Navigation: Accounting → Quotes → Quote → New → Purchase Order

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Overview

When a customer accepts a quote that includes SRS Distribution products, you can place the material order at your SRS branch without leaving Zuper. Zuper reads the line items on the quote, pre-fills your SRS vendor details, and sends the purchase order (PO) directly to SRS. Once SRS accepts the order, the SRS Order ID, delivery status updates, and supplier invoice sync back to the PO automatically — so your procurement and billing records stay in step. Because the PO is built from the quote, you do not need to re-enter any line items manually. You can also create a PO from a quote in Draft or Accepted status, so you do not need to wait for customer acceptance before ordering materials.

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Before you begin

Three things must be in place before you create a PO from an SRS quote:

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Configure purchasing settings

Before you create your first SRS purchase order, confirm the following settings are in place.
  1. Go to Settings.
  2. Select Purchasing, then select General Settings.
  3. Select the Purchase Orders tab.
  4. Under General Settings, confirm the following values:
  1. Select Save.
Require Vendor Approval must be set to Yes when placing orders to SRS Distribution. If this setting is off, POs bypass the vendor acceptance step. The SRS Order ID will still appear on the PO once SRS processes the order.

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Create a purchase order from a quote

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Open the quote and start a purchase order

  1. Go to Accounting from the left navigation menu and select Quotes.
  2. Open the quote that contains the line items you want to procure from SRS.
  3. Select New at the top right of the quote, then select Purchase Order from the dropdown.
The Vendor panel on the right side of the quote shows the SRS vendor pre-filled when your line items are linked to the SRS catalog. If you updated the vendor assignment on the quote directly, the PO inherits that change automatically.

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Select the items to purchase

The Select the items you want to purchase dialog opens, listing all eligible line items from the quote.
  1. Select the checkbox next to each item you want to include in the PO. All items are selected by default.
  2. Use the Search Item field to find a specific item by name.
  3. Review the Required Qty column. This value is pulled from the quote line item.
  4. In the Select Vendor column, confirm that the correct SRS branch is assigned to each item.
The SRS vendor branch is pre-filled based on your catalog settings. You can change the branch for an individual item by selecting a different option from the Select Vendor dropdown.
  1. Select Next.

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Complete the purchase order details

The Create Purchase Order screen opens. For each product group, you will see the available SKU variants from SRS. Select SKU options
  1. Review the items listed under each product heading.
  2. Select the checkbox next to the specific SKU variant — for example, a color or size option, you want to order.
  3. Confirm the Unit Purchase Cost for each selected variant. Prices are pulled from the SRS catalog and updated based on the unit of measure.
  4. Adjust the Required Qty field if needed.
  5. Select the appropriate unit of measure from the dropdown next to the quantity field.
  6. Add any line-level notes in the Remarks field.
The unit purchase cost updates based on the unit of measure you select, but the quantity does not. Verify the quantity and unit of measure together before proceeding — both values determine the total order amount sent to SRS.
Complete the primary details
  1. Enter a PO Title. This is pre-filled as “PO for Quote” followed by the quote number and can be edited.
  2. Select a Delivery Method. Select Direct Shipment to Job’s site to send materials to the job address on the quote.
  3. Select a Delivery Time — for example, Anytime.
  4. Select a Template for the PO document.
  5. Select a Payment Term — for example, Immediate.
  6. Enter a Required By date. This field is mandatory.
  7. Add any order-level notes in the Remarks field.
  8. Select Create Purchase Order.
If your quote includes items from multiple vendors, Zuper creates a separate PO for each vendor in a single step. Each PO appears individually under the Purchase Orders panel on the quote.

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What happens after you create the PO

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Draft status and submission

The PO is created in Draft status and linked to the quote under the Purchase Orders panel in the right sidebar. The SRS Order ID field on the PO is empty at this stage. To move the PO forward, open it and select Mark as Submitted.
If Automatically Send PO to Vendor after Approval is enabled in your purchasing settings, Zuper sends the PO to SRS as soon as it clears the approval step — no manual send is needed.

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Vendor accepted status and SRS Order ID

Once SRS accepts the order, Zuper automatically updates the PO status to Vendor Accepted, populates the SRS Order ID field with the order reference number from SRS, and records the PO Sent Date. The SRS Order ID appearing on the PO confirms that SRS has accepted and is processing your order.

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Delivery status updates

SRS pushes delivery status updates back to the PO in Zuper. The Delivery Status field reflects the current state of the shipment:

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Receive items after delivery

After the materials are delivered, verify receipt in Zuper.
  1. Open the PO from the Purchasing module or from the Purchase Orders panel on the quote.
  2. Select Receive Items.
  3. Enter the quantity received for each line item.
  4. Select a delivery location if applicable.
  5. Select Confirm.
Zuper records the inward transaction and updates the PO status to Fulfilled or Partially Fulfilled depending on whether all items were received.

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Invoice sync from SRS

When SRS issues an invoice for the delivered materials, it syncs automatically to the PO in Zuper. The PO status updates to Invoiced.
You do not need to manually enter the SRS invoice. Zuper fetches it automatically once SRS marks the order as invoiced on their end.

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Add an SRS product to a purchase order

The Add product from SRS option appears only when the vendor on the purchase order is an SRS Distribution branch. If you do not see this option, confirm the correct vendor is selected on the purchase order.
  1. Go to the Purchasing module and select Purchase Orders.
  2. Open an existing draft purchase order, or select + New Purchase Order to create a new one.
  3. In the PO Items section, select + Add.
  4. From the dropdown, select Add product from SRS. The Add Product from SRS [Branch Name] catalog dialog opens.
  5. In the Supplier Product field, select the product you want to order from the SRS catalog.
  6. In the Option field, select the variant you need — for example, a color such as Brown or Gray.
  7. In the Required Qty field, enter the quantity. Then select the unit of measure from the adjacent dropdown — for example, PC or RL.
  8. Review the Unit Purchase Cost field. Zuper populates this automatically from the SRS catalog. Update it if needed.
  9. In the Remarks field, enter any notes or special instructions for this line item. This step is optional.
  10. Select Add Product. The product appears as a new line item in the PO Items section, with the vendor SKU, option, and cost pre-filled.
Repeat these steps for each additional SRS product you want to add to the purchase order.
To view all products available in an SRS branch catalog, go to Vendors, open the branch vendor record, and select the Product Catalog tab. Each product lists its vendor SKU, unit purchase cost, and available options.
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Limitations

Before you submit a PO, confirm all item selections, quantities, and delivery details. Once a PO is submitted, the following restrictions apply:
Cancel and Delete are only available while the PO is in Draft status. Once a PO is submitted, you cannot cancel or delete it from Zuper. Contact SRS directly to coordinate any changes, then update the Remarks field on the PO in Zuper for your records.
Editing a line item on a submitted PO pulls the price from your Zuper catalog, not from the current SRS vendor price. If the catalog price has not been updated, the line item cost may be set to $0. Review your catalog pricing before editing line items on a submitted PO.

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FAQs

Yes. You can create a PO from a quote in either Draft or Accepted status. The quote does not need to be accepted by the customer before you order materials.
This means the line item is not linked to an SRS catalog product. Go to your Parts and Services settings and confirm the item is mapped to the correct SRS SKU. See Linking SRS products to your Parts and Services catalog for guidance.
The SRS Order ID populates only after SRS accepts the order. If the field remains empty after submission, verify that Require Vendor Approval is set to Yes in your purchasing settings and that the PO has been sent to SRS. If the issue continues, contact support@zuper.co.
Yes. The unit purchase cost from SRS is tied to the unit of measure. Selecting a different unit of measure — for example, switching from each to pallet — updates the cost accordingly. Always confirm the unit of measure and cost together before creating the PO.
Cancel and Delete are not available once a PO is submitted. Contact SRS directly to arrange a cancellation, then add a note in the Remarks field of the PO in Zuper to record the outcome. If the issue continues, contact support@zuper.co.