Purchase orders are the newest feature at Synergy! The Purchase Orders page will be accessible from the main menu, or from the Financials menu within a Project, where it will filter to only show Purchase Orders associated to that Project. From this page you will be able to create a new Purchase Order, and you can organise your existing Purchase Orders.

Purchase Order List

Inside a Purchase Order

Purchase Order details

Document Generation

Sending and Reconciling

Feature Permissions

Purchase Order List

You can use Search to find characters from the Project name, Purchase Order Contact, or Purchase Order number.

You will be able to filter your Purchase Order List by:

  • Contact

  • Office

  • Project

  • Project Manager

  • Purchase Order Status

You will also be able to move the displayed columns and resize them.

Inside a Purchase Order

Status

You can see and affect where the Purchase Order is across a range of statuses. You can change the Status by clicking on the control, or using the drop down menu beside the status that shows when hovering a mouse over that status.

There are statuses and sub statuses that help you when drafting your Purchase Order; these are:

Status

Sub Status

Draft

Created

Changes Required

Approval

Ready

Changes Required

Approved

When using these Statuses, you can edit any field for the Purchase Order and you can edit the Purchase Order line items.

There are also statuses that indicate that you have finalised your Purchase Order, which will lock most fields from being edited.

Status

Sub Status

Finalised

Ready to Send

Sent

Reconciling

In Progress

Partially Paid

Complete

Fully Paid

Reconciled

Cancelled

Cancelled

Written Off

Note: Changing the Status will automatically save any changes you’ve made to the Purchase Order.

TIP!

The Statuses can be used to filter the Purchase Order list and reports.

Purchase Order Details

By default, when viewing a Purchase Order, the Details tab will display the primary fields for the Purchase Order, which are represented in the Purchase Order document as bookmarks in the Template.

Fields that can bet set for Purchase Orders include:

Field

Additional Details

Contact

The Contact for the Purchase Order

Attention

Personnel associated to the Contact

Address

The Address of the Contact or Attention

Additional Recipients

This field isn’t locked when finalising the Purchase Order and isn’t reflected on a Template

Prefix, Number

Much like Invoice Number, this can be set

PO Date

By default, this will populate with today’s date

Delivery Date

The expected Delivery Date, this field can be left blank

Payment terms

A set of terms that are the same as Invoicing

Ref Number

A unique number that can be set for Purchase Orders

Requested by

An internal Team Member or an Office that can be set for a Purchase Order

Special Instructions

A free form text field that lets you add additional details

Document Generation

  • Like Invoices and other documents you generate from Synergy, you can set a default Template from the Document Templates page.

  • By default, you will have access to a basic Purchase Order template, which will be used to generate your document from the fields on the Details tab.

  • You can preview your Purchase Order document from the new slide-out Documents pane, by clicking on the image of the document. From here you can click the Download button to download your document as a PDF, or you can use the more menu for more options.

Sending & Reconciling

  • Once you have finalised a Purchase Order, you will be able to send your document as an email, and you can reconcile your Purchase Order against Bills.

  • You can send an email from Synergy to all the contacts selected in the Purchase Order, which will include your Purchase Order document as an attachment.

Note: The email sent from Synergy will take advantage of the new Custom Email Domain improvements, so if you’re configured that you will be able to have your Purchase Orders be sent via your domain, or a specific email address.

  • You can reconcile your Purchase Orders against one or more Bills from any of the finalised statuses.

  • You can click the Reconcile tab from the top of the Purchase Order and quickly create a Bill directly from the Purchase Order.

  • When creating a Bill from a Purchase Order, some of the fields will be entered for you and the Purchase Order Items will be visible as Bill Items.

Show Fields

Additional Details

Bill Number

This field will be empty and require input

Bill Date

Prepopulated with today’s date

Due Date

Prepopulated with today’s date

Discipline

Prepopulated to the first Discipline in your list

Bill Lines

Prepopulated with the Purchase Order Lines

Some fields will not be shown when creating the Bill, these will automatically be set by the Purchase Order.

Bill Fields

Purchase Order Fields

Bill Contact

Purchase Order Contact

Office

The Office associated to the Purchase Order Project

Purchase Order

The Purchase Order Number

Cost Centre

Default Cost Centre

All Bills associated to the Purchase Order will show on the Reconcile tab, and you can click the Bill Number to open the Bill directly.

Default Feature Permissions

Function

Edition:
Pro

Edition:
Business

Edition:
Enterprise

Group:
User

Group:
APM

Group:
PM

Group:
Director

Group:
AADM

Group:
Admin

View a PO

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Create a PO

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Edit a PO

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Finalise a PO

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Reconcile a PO

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Some permissions can be customised to your company’s needs via Synergy’s Security Matrix.

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