Documentation/Purchase orders and projects
Purchase orders and projects
Two features that lean on the same thing: the data already in the system. Orders are built out of what you have bought from each supplier before; projects classify documents so you can see where the money has gone.
Orders, in one line
An order is what you ask a supplier for before anything arrives. You prepare it by picking products from your history with them, send it by email or by WhatsApp, and it stays on record so that what was ordered can be compared with what came.
It generates nothing in the accounts: what has an effect is the delivery note or the invoice that follows.
Projects, in one line
A project is a free label, a job, a site, a client, a campaign, that documents are classified with. They are optional, but without them there is no way of answering where the money has been spent.
Two limits worth knowing from the start: a supplier with no history offers no products when you create an order, and the project on the header does not carry down to the lines of the document.
What has to be in place first
| To… | You need… |
|---|---|
| Send an order by email | A main email address on the supplier's record. |
| Send an order by WhatsApp | A number in international format on their record. |
| Have the supplier reply to the purchasing mailbox | The reply address set. Administrator only. |
| Have an order with lines on it | A buying history with that supplier. |
| Analyse spend by project | Projects created and documents assigned to them. |
Pages in this section
Purchase orders: what they are for
The list, its filters and what can be done with each order.
Creating a purchase order
Supplier, products from your history and quantities.
Sending an order by email
Who gets it, who is copied and where the supplier replies.
Sending an order by WhatsApp
The chat opens with the message written and you send it.
A purchase order's statuses
The six statuses and which moves each one allows.
Reply address and supplier contact
Where the supplier replies and how to edit their contact details.
Projects: what they are and what they are for
The free label that spend is classified with.
Creating projects from existing data
Generating them in bulk from suppliers, recipients or companies.
Assigning a project to documents
The three ways, and which suits each case.
Spend by project
Where to look it up and why the figure can come out short.