# Purchase orders and deliveries > Raise a purchase order to a supplier, issue it by email or another way, record what arrives, and close or void it when you're done. *This article is being updated.* **Purchasing** holds the purchase orders your business sends to suppliers. It shows by default for businesses that deliver work as jobs. If your business runs members, it's hidden unless someone turns it on in **Settings → Modules**. By default, the Owner and Managers can create and issue purchase orders, and Read Only users can view them. If your role has no access, ask an owner or manager. Some roles can raise purchase orders only on their own jobs. Their orders must name one of those jobs, and someone whose role can issue purchase orders sends them. ## The purchase order list Go to **Purchasing → Purchase orders**. The **All purchase orders** tile shows the total and count, leaving out void ones. Each row shows the number, supplier, job, total, **Status**, **Work status**, and the **Issued** and **Expected** dates. A warning sign beside the expected date means the delivery is overdue. Search with **Search purchase orders…**. The **Filters** button narrows by **Status**, **Type**, **Issue date** and **Closed date**. Beside it, pick a **Supplier** or a **Job**. **Overhead** lists orders not tied to a job. Need a number for the supplier and nothing else? **Quick purchase order number** issues an order with no lines and gives you its number now. Nothing is sent - the supplier's bill brings the lines. ## Raise a purchase order 1. Select **New purchase order**. 2. Pick the **Supplier**. Only suppliers that can be used are offered. If your role can add contacts, **+ New supplier** creates one. 3. Choose the **Purchase order type**: **Product** for goods, **Service** for work. 4. Under **Allocation**, choose **Job + scope** and pick the job and its scope, or choose **Overhead** for running costs not tied to a job. 5. Add the **Expected delivery** or **Expected completion** date, the supplier's quote reference and a **Scope summary** if you like. The order saves as a draft as soon as the supplier is picked, and for a **Job + scope** order its job too, keeping anything you've entered so far, and opens at its own page. Anything you haven't filled in yet, you can set on the draft. It reads **Draft (number on issue)** until it's issued. On the draft, select **Add purchase order line** for each item. Give each line a **Description**, **Qty**, **Unit cost** and **Tax**. The totals add up below: the **Subtotal**, a row for each tax rate named after that rate, and the **Total**. If your prices include tax, you see the **Total** with a line under it for the tax it includes. You can also change the **Payment terms** for this order with **Override**, add **Notes**, attachments, tags and custom fields, and tick **Include standard T&Cs** if your business has them. ## From a job A job's **Purchases** tab lists its purchase orders by scope. Select **Add purchase order** to start one with the job and scope already filled in. A purchase order opened from there has **Back to job** at the top. The same tab has an **Expenses** section listing the receipts on the job. If your role can add receipts, select **Add expense** to capture one against the job. Neither button shows on an archived job. See **Expenses and receipts**. ## Issue it If your business doesn't require approval for the order, the button at the foot of the draft is **Send to supplier**: 1. Select **Send to supplier**. 2. Pick the **Recipient** - the supplier's own address, one of its people with an email address, or **Another email address** to type one in. Sending to the supplier's own address or another one saves it as a person on the supplier first, so if your role can't add contacts those two are greyed out. An address that has bounced reads **email bounced** and can't be picked. 3. Check the **Subject** and add a **Message** if you like. 4. Select **Send**. The purchase order goes as a PDF attached to the email, numbered as it issues. If the order includes your standard terms and they're a PDF, that's attached too, and so are any files attached to the order itself. Handed it over another way? Use the arrow beside the button and choose **Mark as issued**. Pick **SMS**, **Mail** or **Other**, then select **Mark as issued**. Nothing is sent, and the order takes its number. The order now shows as **Issued**. Its details and lines can no longer be edited. If your business requires approval for the order (see **Purchase order approval** under Settings below), the button reads **Submit for approval** instead. The order isn't sent. Its status stays **Draft**, and a banner reads **Awaiting approval** with the step it's at and who approves it. **Withdraw** on the banner takes it back. Approvers act on it from the **Approvals** tab in **Purchasing**. Once it's approved, the status reads **Approved - not sent**, a banner names who approved it, and the button reads **Send**. ## Warnings when you issue - **Supplier compliance expired** - one of the supplier's compliance records has expired. Select **Acknowledge** to issue anyway or, if your role can see contacts, **Fix in Contacts** to update the record. If your business blocks this, fixing the record is the only way forward. If your role can't see contacts, ask someone who can. - **Supplier compliance expiring soon** - a heads-up only. - **Scope estimate exceeded** - this order takes the scope's committed cost past its estimate. Select **Acknowledge** to issue anyway, unless the job's setting blocks it. A job follows your business's **Discipline** setting (under Settings below) unless someone whose role can change it sets the job's own rule under **Going over a scope's estimate at issue** on its **Purchases** tab. ## Receive goods If your role can record delivery receipts, select **Receive goods** on the purchase order when a delivery arrives. It's offered once the order is issued, including after it's been billed, until it's closed or voided. A role that can only record delivery receipts can't receive on an **Overhead** order. The lines show what was **Ordered**, **Received so far** and what's **Outstanding**. 1. Under **Have a delivery docket?**, select **Photo docket** to keep a photo with it. Prevarro reads the photo and fills in the quantities, reference and date below. Fields it read with low confidence are marked: press **Looks right** or change them before you record. 2. Enter how many arrived in **This delivery** for each line. Use **Add an item not on the purchase order** for anything extra. 3. Set the **Received date**, and add the **Delivery docket / reference** and **Notes** if you like. 4. Select **Record delivery receipt**, then confirm. Receiving more than was ordered is allowed. The confirm lists those lines, and they're flagged. The order's receiving pill shows **Awaiting delivery**, **Partly received**, **Received** or **Over-received**. Each delivery is listed under **Delivery receipts**. One marked **Not finished** can be finished with **Finish**. **Discard** removes a delivery receipt. For a finished one, Prevarro asks you to confirm, and its quantities stop counting toward the order. A delivery that didn't come on a purchase order can be recorded from the list with **Record delivery receipt**. Pick the supplier and list **What arrived**. ## Change, close or void If your role can issue purchase orders, use the menu at the top of the order (the three dots), or at the foot beside the main button on a phone. - **Discard draft** - permanently removes a draft, except a draft made by **Reissue with corrections**. - **Reissue with corrections** - on an **Issued** order, voids the original, keeps it, and opens a new draft copying it for you to correct and issue. Once a finished delivery receipt names the order, Prevarro refuses the reissue and points you to **Void** instead. - **Close purchase order** - ends an order that's **Issued** or **Billed (partial)**. Pick a reason. This can't be undone. - **Void** - for an order that shouldn't have existed, offered on **Issued**, **Billed (partial)**, **Billed** and **Closed** orders. A reason is required, and the voided order is kept. This can't be undone. **Work status** tracks the supplier's work separately: **Pending**, **In progress**, **Complete** or **Cancelled**. ## Settings If your role can configure Purchasing, **Purchasing → Settings** holds: - **Purchase order numbering** - the **Prefix** and **Next purchase order number**. Drafts don't use a number, and voided orders keep theirs. - **Discipline** - whether **Supplier compliance at issue** is **Off**, **Warn (default)** or **Gate**, and whether **Going over a scope's estimate at issue** warns or blocks. By default only the Owner can change these. - **Standard terms & conditions** - your terms as text, printed in the purchase order PDF, or as a PDF attached to the email. Not both. - **Purchase order approval** - whether an order needs approval before it's issued: **Off**, **Always**, or **Above an amount** for orders at or above an amount before tax.