Send a purchase order

Before you start

Check the supplier has an email in Footing. It’s where the order goes. Without one, nothing is emailed and you pass the order on yourself.

Make the order

1. Go to Procurement and click New PO.

   Or click Create at the top, then Purchase order.

   

2. Click Supplier and pick who you’re ordering from.

   The title fills in as their name and “order”. Click it to give it a clearer name, like “Steel lintels — Library refit”. The supplier sees this title.

3. Add the job and a delivery date.

   Add job puts the cost against that job. Add delivery date tells the supplier when you need it.

4. Add what you’re ordering.

   Fill in the Description, Qty and Unit price for each item. Click Add item for more lines. Prices are ex GST. Footing adds up the total as you go.

5. Click Issue to supplier.

   Footing saves the order, gives it a PO number and emails it to the supplier straight away. Want someone to check it first? Click Save as draft instead.

   

Issue a draft order

1. In Procurement, click Purchase orders and open the order.

   Drafts also wait under Needs you, with an Issue PO button.

2. Click Issue PO, then Issue PO again to confirm.

   The box names the email address it goes to and how much it commits you to.

Order from an RFQ

Got prices with an RFQ? Open the RFQ and click Accept & create PO, then Accept & create PO again to confirm. Footing makes a draft order with the supplier’s prices. Click Open purchase order, check it, then click Issue PO. See Get supplier prices with an RFQ.

If it needs approval

Your business can set spend limits for each role in Settings → Spend approvals. If an order is over your limit, Footing won’t issue it. It tells you who needs to approve it, and the order stays a draft.

• The order waits in Procurement under Needs you, marked Awaiting approval.
• Someone with a high enough limit clicks Decide, then Approve and issue. Footing issues the order and emails the supplier.
• Or they click Reject…, type a reason and click Reject request.

What the supplier sees

1. An email from your business, sent through Footing.

   The subject reads “Purchase order PO-0320 from [your business]: [order title]”. Your logo or business name is at the top. It shows the total including GST and the delivery date you asked for. The order is attached as a PDF. It has an Acknowledge order button.

2. They tap the button to say they’ve got it.

   A page opens, with no login. They add Your name and, if they like, a date under I’ll deliver by (optional). Then they tap Acknowledge order.

Track it and book it in

• On the order, Supplier link shows when it was Sent, when they Opened it and when they Acknowledged it, and who did. If they gave a date, it says Supplier confirmed delivery by that date.
• Copy link copies the supplier’s link, so you can text it to them. Use it when the supplier has no email.
• Until they acknowledge, the order also waits in Awaiting response. See RFIs and Awaiting response.
• Issuing counts the order against the job’s costs straight away, so you can see what’s committed before the bill comes in.

When the goods arrive, open the order and click Record delivery. For each line, type the total received so far, not just what came today. Click Record delivery. The order shows Partially received until every line is in, then Received.

Past the delivery date and still waiting? The order shows Chase in Procurement. It opens an email to the supplier with the PO number in the subject, or calls them if you only have their phone number.

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