Settle's purchasing tool is a powerful suite of features that allow your team to create purchase orders (POs), import POs, and centralize documents. This tool streamlines the procurement process and makes it easier for businesses to manage their purchases.
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View this helpful walk-through to get a step-by-step overview on making POs.
Navigating the purchase order page
Navigate to your purchase orders in Settle by selecting "Purchase orders" on the left menu bar. All purchase orders uploaded to Settle will show up here along with details like status and linked shipping receipts. If you haven't previously added new POs to Settle you may notice a few placeholder POs in this section. This is because Settle auto-creates a PO items in your Purchase Orders list that reflects any PO numbers that have been added to bills in your account.
Note: Settle's PO tools are not recommended for sending POs to your customers for accounts receivable purposes.
Upload a purchase order file
Click the + Add PO in the top right.
Drag and drop or click Browse to import a PDF file.
Once the file is imported, you can update the fields in the PO Details right-hand panel. These include the Vendor, PO #, Issued date, Memo, Delivery and Contact information.
Once this information is confirmed, you can click X in the top right to close this window.
Upload a purchase order to set itemization
If you would like to have Settle auto-itemize the PO you are importing, we first recommend that you enable the auto-itemize setting within your Settings panel. This will ensure individual products are itemized when you import the file. Additionally, we recommend that you ensure the items on the PO are already created in your Catalog with the associated vendor on the PO you will be importing.
Next, click the + Add PO in the top right. Drag and drop or click Browse to import a PDF file.
Once the file is imported, you will see a number of line items that are populated below the PO viewer. Each of these will correspond to the items within your PO.
If you're not seeing these items populate, it is likely due to 1 of 3 issues. Either the PO isn't associated to the right vendor profile, as set in the vendor dropdown on the PO. Alternatively, the vendor that the PO is associated to doesn't have the catalog items with their vendor profile for the SKUs on the PO. Make sure to check these 2 areas if you have errors with the import. Otherwise, our OCR (the tech that recognizes text within a digital image) tool may have just misread the PO when importing it.
Update the fields in the PO Details right-hand panel. These include the Vendor, PO #, Issued date, Memo, Delivery and Contact information.
Once this information is confirmed, you can click X in the top right to close this window. If you'd like to delete this PO, click trash can icon at the top of the PO to archive and/or permanently delete this PO.
Create a new purchase order
You can also use the PO suite to create new POs. For this, click the + Create new PO button.
Update the fields in the PO Details right-hand panel. These include the Vendor, PO #, Issued date, Vendor payment terms, Memo, Delivery, Incoterm and Contact information.
Add products to the PO by typing into the dropdown field under the Item Name. Adjust the price if the price will be different for this PO. Sent the quantity as well as the unit. Continue to add more line items by either clicking the 'Add inventory item' or 'Add service' buttons to the bottom-right of the PO.
Click 'Open PO' to save this open PO.
👉 Read more about Inventory in Settle.
Customize a purchase order
You can add your business logo to the PO by navigating to your Settings. From there, click into Business. Scroll to the bottom of the page and you'll see where you can add the logo.
Once you've added a logo, this will display on the top-left corner of your PO.
If you need to further edit the logo, click the trash icon to upload and modify a new logo.
Download a purchase order
Start at the navigation bar on the left side of your screen and select “Purchase Orders.”
Select the purchase order you wish to download.
Click the green arrow located next to the "Send PO to Vendor" button at the bottom right corner of your screen.
Choose the "Download as .pdf" option.
This will generate a PDF version of the purchase order for your records.
Edit a purchase order
When creating a purchase order, essential information such as payment terms and delivery details may not always be immediately available. Settle allows for easy editing of purchase orders to include this information at a later time.
To begin, select the purchase order you wish to edit and ensure that its status is set to "Draft." From this point, you can add or modify critical information, including important dates, delivery details, vendor payment terms, and contact information. After making the necessary changes, click the "X" button located at the top right corner of your screen to save and exit.
By following these steps, you can ensure that your purchase orders remain accurate and up-to-date.
Edit a Line Item on a purchase order
Begin by navigating to the left-hand side of your screen and selecting the "Purchase Orders" option from the menu.
Choose the purchase order you want to edit and click into the specific line item you'd like to modify. You can then update information such as item or description, price, quantity, and unit of measure.
Delete/archive a purchase order
Start at the navigation bar on the left side of your screen and select “Purchase Orders.”
Select the purchase order you wish to delete.
In the navigation panel above, click the "Trash Can" button.
The purchase order will be archived for record-keeping purposes. While it will be removed from the current workflow, it can still be referenced if needed.
FAQs
What is an incoterm on my PO?
An Incoterm, short for International Commercial Terms, is a set of standardized trade terms published by the International Chamber of Commerce (ICC) that are commonly used in international commercial transactions. These terms define the responsibilities, risks, and costs associated with the transportation and delivery of goods between buyers and sellers. Commonly used Incoterms encompass EXW (Ex Works), FOB (Free on Board), CIF (Cost, Insurance, and Freight), and DDP (Delivered Duty Paid).