Purchase Orders (PO) allow you to record an order for services and materials (products) from vendors or suppliers at a specified price and time. A purchase order is usually used for purchasing stock items. It contains contact information for the vendor and lists the items being ordered. It also contains payment and shipping terms and prices. This makes it easier to track purchases and hence prevent unauthorized purchases. Purchase Orders mostly have expense items that are ultimately paid by a client.
The Purchase Orders feature in Web Suite helps streamline and digitize the manual process of filling out and keeping track of purchase orders. When you create a purchase order, its status is set to 'not received'. After the purchase order has been created, Web Suite allows you to review it and also keep track of the received items. Similar to time and expenses, you can submit purchase orders for approval before sending them to the vendors.
For each purchase order (which is assigned a unique number), Web Suite requires you to provide a vendor, client, shipping address and date. For a project, you can specify the service and expense items to be purchased. For each item, you must provide the number of hours/units and the rate at which the item is to be purchased. In addition, the memo field allows you to add any extra information to the purchase order.
The Purchase Orders screen has two tabs: General and View Previous POs.