How Do I Create Purchase Orders?

You can create your purchase order at a basic level with a few mouse-clicks or at an advanced level with all the details. Please read the desired sections.

Basic Setup

To create a purchase order:

1. Open Purchase Orders menu from the Accounting menu. It automatically opens in the new entry mode.
2. Enter or select a Vendor ID from the list.

3. Enter other information. The ‘P.O. No.’ field is auto-generated by BillQuick Online whenever you create a new purchase order, but you can change it. You can specify the PO number format in the Global Settings-Accounting screen.
4. Enter the ‘Ship To’ option. Choose from Client Address, Client Contact Address, Project Address, or any other Custom Address.
5. Based on the shipping option chosen above, select a Client, Client Contact, Project or a custom name.
6. Enter a date for the purchase order in the Ship Date field; else select it from the drop-down calendar.
7. In the Details section, enter the service or expense Item ID ordered, number of Units/Hours required and the Project ID for which you placed the order.
8. BillQuick Online pre-fills the Description and Rate fields automatically based on the item chosen. However, you can edit it here. The Amount field is calculated as Units or Hours x Rate.

BillQuick Online defaults to the rates set in the fee schedules to calculate the purchase order amount (follows the Rate Hierarchy in BillQuick Online). You can convert the purchase order entries into expense or time entries from the Vendor Bills screen and then bill a client.

    9. When you enter all the required information, click Save.

Advanced Setup

To add additional information:

1. Select an existing PO item from the grid by clicking . Else, click Add Line Item to add a new service/expense item to the PO.

2. Select a Payment Term for the purchase order. This is for reference only and does not transfer to the vendor bills or accounts payable of your accounting package.
3. Check Filters On/Off to apply the filters to all the lists on this screen.
4. Check the Active status for the purchase order. Inactive purchase orders are not displayed in the Purchase Order List (unless the ‘Show All’ option is checked there).
5. Enter notes related to the PO in the Memo box. You can also add a memo to the individual line item in the Details section.
6. BillQuick Online allows you to link files and documents to the purchase order by clicking Attachments option. For example, you might want to attach the vendor contract or any other document to the record.
7. When you have finished, click Update and then Return.