Create and Send Purchase Order to Supplier

The first step of ordering, creating and sending your purchase order to the supplier.

Create and Send Purchase Order to Supplier Overview

Creating and sending a Purchase Order (PO) is a crucial step in formalizing your order with the selected supplier. The PO ensures clear communication of order details, facilitates tracking, and establishes a binding agreement with the supplier. This document includes all critical details, such as quantities, deadlines, pricing, and specifications, as well as terms and conditions.

Why Create a Purchase Order?

A Purchase Order serves as a formal document that specifies the agreed-upon terms with the supplier. It helps ensure:

  • Clarity: All details are documented, avoiding misunderstandings.
  • Accountability: Suppliers can easily reference the order to fulfill your requirements accurately.
  • Traceability: POs make it easier to track and manage orders in the system.

How to Create and Send a PO

  1. Access the Job Order Tab: Navigate to the Job Order tab in the system. This tab contains all necessary details for the PO.
  2. Verify the Information: Ensure the PO includes:
    • Quantities.
    • Deadlines.
    • Supplier Estimate Number.
    • Pricing.
    • RFQ Specifications.
  3. Brand Your PO (Optional): Customize the PO with your company's branding for a professional appearance. You customize the branding in your settings menu.
  4. Attach Supporting Documents (Optional): Include links to proofs, production files, or any other relevant documentation.
  5. Send the PO: Once the details are confirmed, send the PO to the supplier. The system will automatically include specifications, pricing, terms, and conditions.

Pro Tip: There are buttons in the Project Manager that allow you to easily turn a Sales Order from your customer into a Purchase Order for your suppliers.

Key Features of the PO

  • Comprehensive Details: Includes quantity, deadlines, supplier estimate number, pricing, and RFQ specifications.
  • Custom Branding: Option to feature your company's branding instead of default branding. The branding is customizable from your settings.
  • Additional Attachments: Suppliers can receive links to proofs, production files, and other supporting materials.
  • Terms and Conditions: Clearly outlined to avoid discrepancies.

By following these steps, you ensure a streamlined ordering process and maintain clear communication with your suppliers.