Create a Purchase Order in AroFlo Office

Learn how to create a Purchase Order in AroFlo Office

Updated on September 10th, 2024

The two main scenarios for raising a purchase order are:

  • Stock purchase orders to replenish stock or keep stock levels up to date
  • Creating purchase orders on a specific task, which may include quoted items

The process for both scenarios is much the same; the only difference is how to get to the purchase order screen.

 

Create a Purchase Order

Are you ordering materials for general stock or for a specific Task?

Specific Task

 

General Stock

 
 
  1. Open the Task.
  2. Click Purchase Orders.
  3. Click Create Order (top right).
 
 

The quickest way to create a purchase order for general stock is:

  1. From the main menu, click Create.
  2. Click Purchase Order.
 

Alternative methods

Purchase Order menu

  1. From the main menu, click Workflow
  2. Click Purchase Orders
  3. Click Create Purchase Order.
 
 

Purchase Order list

  1. From the main menu, click Workflow
  2. Click Purchase Orders
  3. Select a list of purchase orders from the Purchase Order Menu, for example: In Progress Purchase Orders.
  4. Click Create Order.
 
 
 
 
 

 

Enter order details

  1. Edit the resource in the Resource field if necessary. This is used to take note of who is responsible for the order.
  2. Enter the Supplier or use the (magnifier) to search and select from your supplier list.    

    Using multiple suppliers?
    If creating an order for multiple suppliers, leave the Supplier and Supplier Location fields blank. See Creating an Order for multiple suppliers.

     

    Ad-hoc supplier

    Select Ad-Hoc Supplier, or click Set No Supplier if you're using a supplier as a one-off, want to record the supplier information later, or if you need to raise a purchase order but intend getting the materials a different way. In the next field you can type in the name of a supplier (optional).

     
     
  3. (Optional) Enter the Supplier Location or use the (magnifier) to search and select from the location list.    

    If organising pick up for your items, enter the Supplier Location so you know where you are getting your items from. If you are getting your items delivered, you can leave this field blank.

     
  4. Select a Deliver To address from the list.    

    Delivery address options include addresses for the task, company, client or any custom address. It may even be a pick up from the supplier.

     
  5. Select a Delivery By Date/Time by clicking into the fields and using the date / time pickers.   
  6. The Date Purchased is auto-populated with the current date. Edit if required.
  7. Type any additional delivery details in the Delivery Instructions field, e.g. 'All deliveries to site office'.
  8. Use the Notes field for any special instructions relating to the order, e.g. 'All boxes must have the same batch number'.
  9. Click Save.

Once you save, you may have a coloured banner at the top of the purchase order.

Show me

 
 

See Transaction Terms for more information.

 
 

 

Other fields

Field
Description
Date Purchased (Required Field) When the items are required from the supplier (auto populated with the current date). You can change the date if you need to.
Import Email Address Only visible if you have Supplier Invoice Imports set up. This field displays your configured email address for this import.
Date / Time Imported This field is only visible if you have Supplier Invoice Imports set up. It is automatically populated when a supplier invoice is imported.
Delivery Instructions Record any additional delivery details, e.g. 'All deliveries to site office'.
Notes Record any special instructions relating to the order, e.g. 'All boxes must have the same batch number'. (Information in this field will transfer across to the Bill.)

 

The following fields are used for recording the bill details once the items have been received. Information in these fields transfer across to the Bill once one has been created.

Once a bill has been created, these fields will no longer display on the purchase order as they need to be completed for each relevant bill instead.

 
Field
Description
Date Received When the items were received from the supplier.
Date Invoiced

Record the date on the supplier invoice.

Due Date

When the Invoice payment is due.

This field will auto-populate based on the terms set in the Supplier card. 

If the supplier has no payment terms, the default will be the same as Date Purchased.

If the supplier is changed after creating the Purchase Order and the Date Invoiced has been saved, the Due Date field will automatically update based on the new supplier's payment terms.

 
Invoice No.

Record the Supplier Invoice number.

 

What to do next

Once you've created your purchase order and filled out the order details, the next step is adding the items you want ordered. See Add Purchase Order Items.