Managing Purchase Orders

This article covers:

• The Purchase Orders list: Title, Cost Code, Supplier, PO Status, Subtotal (Ex GST), Updated At
• Tabs in Purchase Orders: All, Tender, Variations
• APM auto-generated PO numbering (e.g. APM-0001-PO-010-2)
• Cost codes linked to POs (e.g. 010: Contour Survey, 012: Soil Test, 014: Bushfire Report, 016: House Plan Drafting, 018: Basix Report, 020: Engineering Plans)
• Assigning a supplier to a PO
• PO statuses: Draft, Sent, Approved
• Viewing Tender POs vs Variation POs

Step-by-step guide

1. Open Purchase Orders From within a lead or job record, click Purchase Orders in the left sub-menu.
2. Review the PO list Each row shows the PO number, cost code category, assigned supplier, current status, and subtotal. POs are auto-generated when a tender is approved.
3. Open a PO Click any PO number to open it. Review the cost code, description, quantity, and unit cost. Assign a supplier by clicking the Supplier field and selecting from your supplier list.
4. Change PO status Update the status field from Draft to Sent once the PO has been issued to the supplier, and to Approved when the work is confirmed.
5. Filter by Tender or Variations Click the Tender tab to see POs generated from the original tender. Click the Variations tab to see POs created for approved variations.
6. Check for PO overruns If a bill is received that exceeds the PO value, APMflow automatically creates a task assigned to the bill approver to review and approve or reject the overrun.

_ Note: Purchase orders are auto-generated in pairs (one for the original tender date and one for the current date) when a tender is approved. Review and assign suppliers to each._