Customers can use our Purchase Order (PO) functionality to capture and track spend for specific matters and/or vendors. If all relevant accounting information is coded within POs in your organization's financial system, this can be used as a standard attribute for recording and verifying invoices as well as a way to provide better visibility into expected vs. actual spend.
This article covers the following:
Note: These User Guides will be updated as more features are added and revised. Check in frequently for more information.
Adding a PO
New POs will be set to Open so that they can be associated with matters for tracking purposes. Follow the steps below to add a PO:
1. Go to Settings > Purchase Orders from the left-side navigation bar.
2. Click +Add Purchase Orders in the top-right corner.
3. Enter the following information and then click Save in the bottom-right corner:
- Purchase Order (required): Enter the PO number or other ID.
- Description (optional): Add any relevant PO information that needs to be captured.
- Amount (required): Enter the budgeted or agreed amount per the PO.
- Custom Attributes(s) (optional): If there are any custom attributes scoped to POs, they are displayed at the bottom of the form. You can also fill in or update the values for custom attribute fields from the details page.
Closing a PO
If the scope of a PO has ended or the associated matter has been closed, you can close the PO so that invoices can no longer be billed/tracked against it.
From the Purchase Orders list, click ... (more) under the Actions column and select Edit.
De-select the Open box and click Save.
Deleting a PO
A PO can be deleted if it is not currently associated with any invoices, matters, or other records. Click ... (more) under the Actions column from the Purchase Orders list and select Delete. Click Yes when prompted to confirm.
PO Details Page
Click on a PO name from the list page to view general information about the PO, including how much spend has been submitted against it to date. You can also switch to the Matters or Invoices tabs to see records associated with the PO number.
Follow the steps below to edit any details from the General tab:
1. Hover over the value for a a field under Attributes and click the edit icon to make a change (see the table below for descriptions):
2. Click outside of the field or press enter/return on your keyboard to save your changes.
| Field | Description |
|---|---|
| Purchase Order | PO number or other ID. |
| Open |
Yes indicates it is active and can be associated with invoices or other records. Set to No if the PO should be inactive and not available for selection. |
| Created Date | Date the PO was added to the system. |
| Description | Any relevant PO information to provide context or additional notes to other users. |
| Amount | Budgeted or agreed amount per the PO. |
| Pending | Sum of invoice amounts linked to the PO currently pending review. |
| Used | Sum of amounts for approved invoices linked to the PO. |
| Balance After Pending | Budgeted amount minus the totals for Used and Pending. |
| Custom Attribute(s) | If there are any custom attributes scoped to Purchase Order records, they will be displayed at the bottom of the Attributes section. |