Create a Purchase Order for an Event

Often training providers incur costs associated directly with the delivery of a specific event. Examples might be room hire, or catering, or instructor fees if you use contracted instructors.

Purchase orders can be created from a public event thereby linking the purchase order items back to the event automatically which updates the total costs in the event profit and loss statement.

1. Open the event that you wish to link a purchase order to. 
2. Make sure you have an event cost associated to the event in the Financial tab. If there is no cost add one by clicking "add" near the Costs area.
3. Click on the row that represents your Event Cost in the Cost section.
4. Select "Raise Purchase".
5. Select your company that will be placing the purchase order. Set the currency and the name of the supplier that you are making the purchase from in the ‘Purchase From’ field. Ensure an account already exists for your chosen supplier.
6. Click ‘Save Changes’.
7. Your purchase order has been created and you may add the item lines as required.
8. If you wish to enter this directly as a purchase invoice then click ‘Invoice’ from the type options and ‘Save Changes’.

Create a Standalone Purchase Invoice

Standalone purchase invoice are useful when the items contained on the purchase invoice are not related directly to an event. For example you can use this to create purchase invoices for your Administrate subscription, telephone bills etc.

1. Open the supplier account that you wish to create a purchase invoice for.
2. Click on the financial tab. In the Purchase Statements table click ‘New Purchase Invoice’
3. Select the company receiving the purchase invoice and the currency.
4. Click ‘Save Changes’.
5. Your purchase invoice has been created and you may add the item lines as required.
6. If you wish to enter this as a purchase order prior to purchase invoice then click ‘Order’ from the type options and ‘Save Changes’.

Edit a Purchase Invoice/Order Details

Edits can be made to your purchase invoices/orders at any time. The editable areas are:

To Edit the Purchase Invoice/Order Details:

1. Open the purchase invoice/order from the suppliers account, purchase ledger or event screen by clicking on the invoice/order number.
2. Click into any of the fields listed above to edit the content.
3. Click ‘Save Changes’.

Please note that the issuing company, invoice region and invoice currency cannot be edited once the invoice has been created.

Delete a Purchase Invoice/Order

1. Open the purchase invoice/order from the suppliers account, purchase ledger or event screen by clicking on the invoice/order number.
2. Click ‘Delete’

Clone a Purchase Invoice/Order

If you repeatedly receive invoices from the same supplier for the same or similar goods or need to order the same or similar goods you can use the clone function. This will create a new invoice/order yet copy all details and items from the cloned invoice/order.

1. In the actions section click ‘Clone Invoice’ or ‘Clone Purchase Order’.
2. Enter the new Date/Tax Point and click ‘Save Changes’.

Print a Purchase Order

To print a purchase order to fax to your supplier:

1. Open the purchase order from the suppliers account, purchase ledger or event screen by clicking on the order number.
2. In the top right where it says ‘View As’ select the format that you require (we recommend PDF Invoice) and click ‘Load’.
3. The purchase order will load in your PDF reader. Use the print function within or press CTRL+P.

A purchase invoice may not be printed as the original version should be received from your supplier.

Email a Purchase Order

When choosing to email a purchase order the order is attached as a PDF to a pre-defined email template. To configure this template please see our User Emails in the System Emails section.

Before emailing a purchase order please ensure at least one contact is present within the supplier account and that they have a valid email address.

1. In the actions section click ‘Email Order’.
2. Select the email template that you require.
3. Select the contact you wish to send the order to.
4. If required edit the template before sending or upload additional attachments.
5. Select ‘Email Purchase Order’.

A record that the email has been sent is contained in the Purchase Statement of the recipients account screen.

Reporting

The following reports in the financial menu will assist you to manage your purchases: