Purchase orders (PO’s) can help you place product orders with your suppliers, and allow you to track and manage ordering new inventory within BPro. PO’s help you see what is on order and can also help you update product quantities automatically when the products arrive.

The purchase orders list can be found under the Customize menu, in the Inventory Builders section. The list can be filtered, sorted, and exported. You can create a new purchase order, or you can access any of your existing purchase orders. You can also clone or delete any of the existing purchase orders that are listed. The search field allows you to search the list by product name, making it easy to find purchase orders that have specific products tied to them.

First, click the ‘New Purchase Order’ button (pictured above). You will need to select the supplier you will be ordering products from. You can also plan the delivery date you expect to receive the products being ordered, or assign a user as the ‘owner’ of the P.O. (both optional). Click the ‘Create’ button to generate your new purchase order.

Once you generate the purchase order, you can start to populate it with the line items you want to order from your supplier. Click the add line item button to search and select the items to add to your P.O. *Only items related to the selected supplier will show in the add line item section.

Once you have line items added to your purchase order, you can edit the item’s quantities or purchase prices if needed.

In the header section of the PO, you can change the status of the PO to any of the statuses listed below:

Pending - The PO is being worked on / under construction.

Sent - Identify when you have sent the PO to your supplier.

Received - Validate that you have received all of the items you order

Partially Received - Identify when you have received some of your products.

Cancelled - Identify POs that are not relevant or did not get followed through with.

In the header section, you can also adjust your estimated/expected delivery date for the supplier to send you the products. You can set a PO owner, which can reflect the team member who is managing the PO. Currency can be adjusted if your supplier is in another country and deals in a different currency. You also have the option to use the order selector to associate your PO to a specific order number.

Your supplier could be in a different state or country, and thus may have different taxes or shipping fees that they tack onto your order. You can use the Taxes and Fees editor to add any additional fees that you want to account for on your PO.

You can add any notes that you would like to display on your PO for your supplier to see. You can use the PO files section to upload any files that might be relevant to associate with the PO.

View - view your PO before you print or email it. *The layout of the POs is standard and is not editable.

Print - Click the 3 dots in the top-right to access the print option. You can also print from the ‘view’ page.

Download - download a pdf copy of the PO onto your device.

Email - Email a copy of the PO to your supplier or one of your team members. The email option functions just like emailing an invoice from BPro. The supplier’s email address will be pre-populated as the recipient. Select an email template to send, or type a new blank email (custom message). The PO pdf will automatically be attached when you click send.

Once your supplier has delivered your products, you can then mark the items as received on the PO itself. By marking products as received, the quantities of the ordered items will be added to the items’ available quantity in your database. If you did not receive certain items, you can leave them unchecked. Or, if you only received partial quantities, you can adjust the received quantity as needed.

Ex. The product list page shows that we have a quantity of 5 batting gloves in stock, while 5 more are on order (with this PO).

Once we receive the 5 batting gloves on the PO, our in-stock quantity will update to 10.

Once your PO’s items are fully received, the status of the PO will automatically update to reflect ‘Received’ status.

*Since you may have payment terms with your supplier, you can record how much you have paid to the supplier against the PO, if you like. This is optional - however you may find it’s a helpful reference to identify how much of the PO’s value you have paid to your supplier. Click ‘amount paid’ and enter any value. Click ‘handle externally’ to hide the amount paid section entirely if you don’t need to track how much has been paid on the BPro PO.

If you have QuickBooks Online integrated with your BPro, PO’s will sync to QuickBooks automatically when they are created or updated. You can find the PO’s under the Expenses menu in QuickBooks. The BPro PO’s will be listed with ‘BPRO’- followed by the PO#.

Syncing PO’s to QuickBooks can help you manage your expenses and bills from an accounting perspective. *If you have QuickBooks products designated as 'Inventory', marking your BPro PO’s as received will add the incoming inventory quantities to your QBO products as well.