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Creating and Managing Purchase Orders
Creating and Managing Purchase Orders
Courtney Hara avatar
Written by Courtney Hara
Updated over a week ago

Overview

Settle's purchasing tool allows your team to create POs, import POs, and centralize documents. In Settle your team can:

  • Store purchase orders and shipping receipts

  • Track the status (open, closed, canceled) of your purchase orders

You can also use this helpful walk-through to get a step-by-step overview on making POs.

Purchase order page

  1. 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.

Upload a Purchase Order File

  1. Click the + Add PO in the top right.
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  2. Drag and drop or click Browse to import a PDF file.

  3. Once the file is imported, you can update the fields in the PO Details righ-hand panel. These include the Vendor, PO #, Issued date, Memo, Delivery and Contact information.

  4. Once this information is confirmed, you can click X in the top right to close this window.

Upload a Purchase Order File with Itemization

  1. If you would like to 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.
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  2. Next, click the + Add PO in the top right. Drag and drop or click Browse to import a PDF file.

  3. 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.
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    If you're not seeing these items populate, it is because the PO isn't associated to the right vendor or because that vendor doesn't have these catalog items associated with their vendor profile. Make sure to check these 2 areas if you have errors with the import.

  4. Update the fields in the PO Details right-hand panel. These include the Vendor, PO #, Issued date, Memo, Delivery and Contact information.

  5. 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 Purchase Order

  1. You can also use the PO suite to create new POs. For this, click the + Create new PO button.

  2. Update the fields in the PO Details right-hand panel. These include the Vendor, PO #, Issued date, Vendor payment terms, Memo, Delivery and Contact information.

  3. 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.

  4. Click 'Open PO' to save this open PO.

Send PO to a Vendor

  1. Once you've created a PO following the 'Create a Purchase Order' steps above, you can now click the 'Send PO to vendor' button.
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  2. A pop-up will display allowing you to add the Vendor's email address as well as a message.

Note that if the vendor responds to this email, it will be routed to the email on your Settle profile.

Purchase Order Statuses

Statuses help you organize your purchase orders in Settle. On the Purchase orders page, you can filter your view by statuses. Settle supports 4 statuses:

  • Open - A Purchase order that is waiting fulfillment

  • Closed - A Purchase order that has been fulfilled

  • Canceled - A Purchase order that will never be fulfilled

  • Archived - A Purchase order that is outdated-most likely you have uploaded an updated version to Settle

To apply a status to a purchase order, open the purchase order and select a status from the dropdown.

Sync a Purchase Order through QBO

  1. Currently, Settle support importing POs through QBO. You can manage these through the QBO integration settings within your Accounting >> Settings page.

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