{"id":9517,"date":"2023-03-09T09:53:01","date_gmt":"2023-03-09T08:53:01","guid":{"rendered":"https:\/\/support.serviceprotokoll.se\/?post_type=ht_kb&p=9517"},"modified":"2026-02-10T18:19:50","modified_gmt":"2026-02-10T17:19:50","slug":"purchase-order","status":"publish","type":"ht_kb","link":"https:\/\/support.serviceprotokoll.se\/en\/kb\/purchase-order\/","title":{"rendered":"Purchase order"},"content":{"rendered":"\n

Under Purchase orders, you manage all your purchase orders. You can quickly add a purchase order, send it via email, print it, upload attachments, etc. And, if you use the function Storage, when the order is delivered \u2013 make a delivery to a storage.<\/p>\n\n

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Filter your search<\/figcaption><\/figure>\n<\/div>\n\n\n\n
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Search purchase order<\/h5>\n\n\n\n

Click this button to filter your search.Example: select those assigned to you, filter by date, customer, etc.<\/p>\n\n\n\n

If you want to use the same filter more than once, you can choose to Save settings<\/strong> (at the bottom right of the box). Read about how to save as favourite<\/a><\/p>\n<\/div>\n<\/div>\n\n

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Image 1: Under the order number you will find the Order Marking. You can also search by the order marking.<\/figcaption><\/figure>\n\n
There are three ways to create a purchase order.<\/h5>\n\n
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  1. Under the Purchase Order menu in the Perform<\/strong> tab.Click + to create a purchase order. See image 2.<\/li>\n\n\n\n
  2. Add Purchase order from Work- or Serviceorder<\/li>\n\n\n\n
  3. Via a Storage<\/strong> by clicking Order shortage.<\/strong>.<\/li>\n\n\n\n
  4. Download a file.<\/li>\n<\/ol>\n\n
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    Image 2<\/figcaption><\/figure>\n\n

    2. Add directly from an order<\/h4>\n\n
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    \"Shopping
    This is what the shopping cart symbol looks like:<\/figcaption><\/figure>\n<\/div>\n\n\n\n
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    Click on the shopping cart symbol and a popup will open where you select which articles to order.<\/p>\n<\/div>\n<\/div>\n\n

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    Image 3. Click on the shopping cart and a popup will open.<\/figcaption><\/figure>\n\n

    In the popup you will see and can choose from the suppliers you have registered for the article. A small black star shows which supplier you have specified as the main supplier.<\/p>\n\n

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    Image 4: Select the articles you want to order. If you have multiple suppliers of an article, you will see which ones. Once you have selected a supplier, the other suppliers who also have the article will be gray.<\/figcaption><\/figure>\n\n

    Once you have chosen one supplier, the others are “grayed out”.<\/p>\n\n

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    Image 5: Click on PURCHASE ORDER and select which purchase order the articles you have selected should be placed on or create a new one.<\/figcaption><\/figure>\n\n

    Then click on PURCHASE ORDER (bottom left of the popup). A menu with your existing purchase orders (with status Created<\/em>) will appear.<\/p>\n\n

    Select which purchase order the article should be added to or create a new one. You will be redirected to the Purchase Order and can adjust and supplement the order if needed.<\/p>\n\n

    Customer’s delivery address on the purchase order<\/h5>\n\n

    In this mode, you can choose to create a purchase order for a customer. The customer’s delivery address is automatically added to the purchase order. The delivery address is retrieved in this order:<\/p>\n\n

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    1. from quote<\/li>\n\n\n\n
    2. from facility<\/li>\n\n\n\n
    3. from the customer card.<\/li>\n<\/ol>\n\n
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      3. Order shortage<\/h4>\n\n

      When you order stock, the order amount is set to the difference between your stock and the order point. That is, if you have set the order point to 10 and have 8 in stock, 2 will be ordered on the Purchase Order.<\/p>\n\n

      Learn more about Order stock here.<\/a><\/p>\n\n

      4. Download the list of articles<\/h4>\n\n

      You can also download the list of articles to be purchased.This is what that symbol looks like:\"En<\/p>\n\n

      Concerning Storage<\/h4>\n\n

      If you have the Storage function and if you have not specified a storage<\/strong> for the article to be ordered, you will need to remove the article manually when receiving it into a storage.<\/p>\n\n

      Which order did the order come from?<\/h4>\n\n

      When you add articles from different orders to an purchase order, the order from which the iarticles is added is indicated after each article row.<\/p>\n\n

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      Image 4. If you add articles from different orders, you will see under FROM which orders they are on.<\/figcaption><\/figure>\n\n

      If the purchase order is created from, for example, an order, a storage or a quote, there is a link to this in the header. See screenshot above with the text Created from work order<\/strong>: WO: 90. If the order is generated from a quote, it says: Generated from:<\/strong> Q: xx (quote number)<\/p>\n\n

      Edit<\/h4>\n\n

      If you want to change a Purchase Order, click on the order, scroll to the bottom and click Edit<\/strong>. You can also click on the cogwheel on the far right in list mode and select Edit there. This will open the order directly in edit mode.<\/p>\n\n

      Make your changes and click Save Changes.<\/strong><\/p>\n\n

      Delivery address<\/h4>\n\n

      If you have entered one or more standard delivery addresses in the Purchase order settings<\/em>, these will be displayed when you place the cursor in the Address row 1 field.<\/p>\n\n

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      Comment<\/h4>\n\n

      Add comments by clicking + Add Comment.<\/em>To change\/delete the comment click on the pen. Comments is not shown and cannot be added or edited when clicking Edit<\/em> on the order.<\/p>\n\n

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      Comments field<\/figcaption><\/figure>\n\n

      By default, the comment is internal (ie not<\/strong> shown to customers and on printouts). Uncheck the box if the comment should be displayed.The check box is visible when you click on + Add comment or on the pen. If Internal Comment<\/em> is not checked, the text (displayed to customer<\/em>) is added after your username.<\/p>\n\n

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      Send<\/h5>\n\n

      To place your order, click Send e-mail<\/strong>.\u00a0Fill in the address and select Message templates<\/a> if you have added one, otherwise fill in the Subject<\/strong> and write a message.<\/p>\n\n

      The system then creates a PDF that can be emailed.<\/p>\n\n

      Systemet h\u00e4mtar f\u00f6rst leverant\u00f6rens e-post,<\/em> om inte det finns h\u00e4mtas epostadress till kontaktperson hos leverant\u00f6ren<\/em> och om det inte heller finns tas e-postadressen ni angett i Ink\u00f6psorderinst\u00e4llningar.<\/em> Du kan ocks\u00e5 fylla i en e-postadress.<\/p>\n\n

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      This is what it looks like when you click Send Email.<\/figcaption><\/figure>\n\n
      Status<\/strong><\/h6>\n\n
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      Just like other orders, you can see the status of your purchase orders through the color markings: <\/p>\n\n\n\n

      Green: Created<\/em> i.e. Planned for the future. \n<\/em>Green can also mean that the order has no date.<\/p>\n\n\n\n

      Orange: Sent<\/em><\/p>\n\n\n\n

      Purple: Partially delivered<\/em><\/p>\n\n\n\n

      Blue: Delivered<\/em><\/p>\n\n\n\n

      Red marks a missed (passed) delivery date.<\/em><\/p>\n\n\n\n

      You can also choose to mark an order as complete or sent by clicking Set to finished <\/em>and Set to sent <\/em>(requires the permission to send<\/em>).<\/p>\n<\/div>\n<\/div>\n\n

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      Print<\/h4>\n\n

      If you have uploaded your own print templates, select in the popup which template to use, otherwise the standard template will be used.<\/p>\n\n

      Information for admins<\/h4>\n\n

      Under Group settings<\/strong> \u2013 Purchase order settings <\/em>you can:<\/p>\n\n