How to create purchase orders

You can create and track all of your purchase orders in Coreloops. By creating purchase orders in Coreloops you can track the percentage % of each project cost code allocated costs that you've ordered. You can track matched invoices with original purchase orders to prevent overspend and ensure that you are getting invoiced for the same products or services that you ordered.

Purchase order settings

To set up your purchase order numbering;

Click on 'Settings' and go to the company tab
Select Documents
Enter your purchase order prefix e.g. PO and the number that you'd want this purchase order to start at
Click on 'Save Changes'

Now that you've sent your prefix and number each

Note; You may want to start the purchase order numbering after the last purchase order you created in your accounting system. Once you start to use Coreloops for purchase orders and sync to your accounting system this may interrupt with the numbering you have set up in your accounts system.

Creating Purchase orders

To create a purchase order:

Head over to the documents tab in the sidebar
Click on New and select "Create Document"

Now let's set up your purchase order.

Select the Project & cost code you want to allocate to this purchase order.

Note: You can split this purchase order and allocate each or several line items to different projects and/or cost codes. To do this click on the customise button.

Select the supplier you want to send this purchase order to
Update the issue date and due date if needed

Next, let's enter your items.

Enter the item description, quantity, unit and unit rate for each line item.
You can then set the VAT rate and apply any discounts to the purchase order subtotal.
You can set discounts to be applied before (recommended) or after VAT