A Purchase Order (PO) is a formal document issued to a vendor specifying the parts or products you intend to buy, including quantities and agreed prices. It serves as a crucial step in ensuring efficient procurement, cost control, and timely service delivery. In Zuper, you can create a PO from the following areas to request Parts & Products:

• Purchase Order listing page
• Jobs > Parts and Services
• Quotes

Prerequisites Before creating a Purchase Order (PO) in Zuper, ensure the following are set up:

• Purchase Order Module: The Purchase Order module must be enabled for your account.
• Vendors: Vendors should be added with complete contact and address details.
• Parts & Products: Items must be added to the vendor catalog.
• Custom Line Items: If the job includes a custom line item, ensure it has a unique ID, as this will be used as the SKU during PO creation.

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Creating a New Purchase Order

To create a new purchase order from the purchasing module, follow these steps:

• Click the Purchasing module from the left navigation menu and select Purchase Orders.

• You will view a list of existing purchase orders with details such as: Purchase Order No, Purchase Order Title, Required by date, Status, Vendor name, Total PO amount, and more. 
• Click the + New Purchase Order button in the top right corner to create a new purchase order. A New Purchase Order creation page will open. 

• Fill in the following sections to create a new purchase order.

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Primary Details

This section captures all essential information related to the purchase order.

1. PO Title: Enter a unique title for the Purchase Order.
2. Vendor: Select a vendor from the existing vendor list. Only active vendors will be available for selection. Once selected, the following details will automatically populate (all of which are editable if needed):
   • Billing Address: The vendor’s registered billing address is populated by default.
   • Delivery Address: The destination where the goods should be delivered. This is determined by the selected delivery method:
     1. If Direct shipment to Job’s site is selected, the job’s service address will be used.
     2. If Pickup from Vendor is selected, the vendor’s pickup address will be shown.
     3. If Deliver to Warehouse is selected, your organization’s default warehouse address will be used.
   • Delivery Method: Specifies how the goods will be delivered. This typically includes:
     1. Direct shipment to Job’s site
     2. Pickup from Vendor
     3. Deliver to Warehouse
   • Payment Term: Indicates the payment agreement between your organization and the vendor.

3. Delivery Method: This defines how the items in the Purchase Order will be delivered. Choose one of the following delivery methods based on your logistics or vendor arrangement:
   • Direct Shipment to Job’s site When this option is selected, the ordered items will be shipped directly to the job location.
   Note: If this method is selected, the delivery address will be automatically populated with the service address linked to the associated job.
   • Deliver to Warehouse
     When this option is selected, the ordered items will be delivered to the selected warehouse within your organization for storage or future dispatch.
   Note: If this method is selected, ensure that the correct warehouse is chosen from the Delivery To dropdown list and that the delivery address for the selected warehouse is added in the Delivery Address field.
   • Pickup Address
     When this option is selected, your team will collect the ordered items directly from the vendor’s location and transport them to one of your organization’s warehouses.
   Note: If this method is selected, the delivery address will be auto-filled with the vendor’s address.
4. Reference Number: Enter an optional internal or vendor-specific reference ID.
5. Required By: Select the date by which the items are required.

6. Payment Term: Automatically filled based on the selected vendor’s default payment terms. You may update it if required.
7. Template: A default template is pre-selected. If required, you can choose a different template for the purchase order from the drop-down menu.
8. Remarks: Add any additional notes or instructions related to the purchase order.

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Associations

You can associate a Purchase Order (PO) with either a Job or a Quote. To do this:

• Click “+ Add” in the Associations section.
• Select the appropriate Job or Quote from the list.

• Once the association is made, a modal will appear displaying the list of products from the selected Job or Quote. Choose the relevant items, and they will automatically populate in the PO Items section.

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PO items

This section allows you to add parts and products that you wish to purchase from the selected vendor. You can:

• Choose items from the Vendor Catalog, or
• Add Custom Line Items that are specific to this PO.

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Other Details

This section displays any custom fields that have been configured by your organization. These fields may capture additional PO-specific data such as department codes, project references, or approval notes, and so on.

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Attachments

The Attachments section allows you to upload supporting documents such as images, videos, specifications, or invoices related to the purchase order. To upload an attachment:

1. Click “+ Add Attachment.”

2. Choose and upload the file from your computer.
3. Once the file is uploaded, click “Done.”

You can also download or remove attachments, as needed. After completing all mandatory fields and verifying the details, choose one of the following actions at the top of the purchase order creation form.

• Save as Draft: Save the PO without submitting. Useful if you need to review or complete it later.
• Save & Submit: Available only to admin users, this option allows you to submit the Purchase Order (PO) for approval. Based on the configured workflow, the PO will then move to the next stage in the approval hierarchy for review.
• Discard PO: Cancel and permanently delete the draft PO.

The new PO will be created successfully.

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Creating a Purchase Order from Other Areas

As mentioned above, you can also create a purchase order (PO) directly from other modules where material needs arise, such as Jobs or Quotes. This integration streamlines the procurement process by linking the PO to its source, auto-filling relevant details, and ensuring accurate tracking.

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Jobs

When a technician identifies missing or additional parts during a job, you can raise a purchase order directly from the Job Details page. This helps ensure that materials needed to complete the job are procured without delay. If the job includes a custom line item, ensure it has a unique ID, as this ID will be used as the SKU during PO creation. This seamless workflow connects the job with the purchase process, improving accuracy and reducing manual effort.

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Creating the Purchase Order

• In the Part/Service Details section, click Request and choose Purchase Order(s) from the drop-down menu.

• A modal window will appear with the list of items.
• Select the item(s) you want to purchase and choose the vendor from the dropdown menu.
• Once selected, click “Next.” The Create Purchase Order screen will appear.

• Fill in the necessary details and click Create Purchase Order to finalize.

• The newly created PO will then appear in the Purchase Orders listing page with a status of Draft.

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Quotes

You can create a purchase order directly from the Quote Details page when the quoted items need to be sourced externally. This ensures a smooth transition from the quoting stage to procurement, helping maintain alignment between what was promised to the customer and what is ordered from vendors.

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Creating the Purchase Order

• On the Quote Details page, click the “+” icon next to Purchase Orders on the right pane.

• A modal window will appear with the list of quoted items.
• Select the item(s) you want to purchase and choose the vendor from the dropdown menu.
• Once selected, click Next. The Create Purchase Order screen will appear.

• Fill in the required details and click Create Purchase Order to finalize.

The newly created purchase order will then appear on the purchase orders listing page with a status of Draft. For more information on the stages a purchase order goes through, refer to this article.

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