Knowledge Base

View All Purchase Orders

To view all your purchase orders in the one spot, simply navigate to the Reports > Purchase Orders page:

The items in the image above are described below:

Status filter: select any of these buttons to filter the purchase order list to orders with this status. i.e. if you’d like to see all the purchase orders that are yet to be emailed, click on the “Not Sent” filter.

Search: Searches for partial matches from the Xero PO, document/job reference number, supplier, and item code list.

Email PO: Click on this to email the order. See the section below for more information.

Export to CSV: This will export a complete list of all your purchase orders. Note that it will not filter the list to what’s shown on the screen.

New Order: This will enable you to raise a new order. Refer to Create Purchase Orders for more information.

Xero PO deep link: Takes you into Xero to show you the purchase order as it is in Xero.
PO PDF link: Retrieves the PDF copy of the purchase order..

Actions: This button enables you to receive goods, raise supplier bills, view reservations that are linked to this PO, and send it as an email. Each of these actions are explained in the following sections.

View Job Purchase Orders

You can also access purchase orders that are directly related to one job from that job’s Purchasing page.

Refer to the Job Actions section on how to navigate to the job purchasing page:

Some of the purchase order actions can be executed directly from this page:

• Email PO: Email purchase order(s)
• Receive: Receive Goods (the Receive button)
• Bill: Raise Supplier Bill (the Bill button)
• New Order: This will load up a purchase order with the job and its required items pre-selected.

Edit Purchase Orders

To edit a purchase order, simply click on the row in the list ( Reports > Purchase Orders) and it will open the order edit page.

You can make the necessary changes, save and exit. The PDF for the purchase order will be regenerated with the new information and Xero will be updated.

Note: if the order has already been sent, you will need to send it again as the status of the order will not be put back to not sent.

You can view any changes already made to the PO by opening the edit page again and clicking on the Edit History button at the top of the page:

Email Purchase Orders

To email the purchase order to your supplier, navigate to the Reports > Purchase Orders page and simply click on the “Email PO” button at the top of the page. Choose the PO number from the prompt and you’ll be presented with the following modal:

• The default email for the supplier will show along with some default editable text, a subject line and options to bcc your organisation and attach the pdf of the order. Click Send Email and the email will be sent to the supplier.

Once you have emailed the Purchase Order, it will no longer show in the “Not Sent” filter, and the status of the purchase order in Xero will also be updated to be “Sent”.

Note that there is also the option to manually mark a PO as sent, or if sent by mistake, to mark as unsent. This is useful if you plan to send the PO PDF via your company’s email and update the Gojee status to match.