Activate the Gem of Inventory Free or Inventory Pro to use the Purchase orders feature. You can access these Gems either by activating them on the Holded Store or by selecting Inventory from the navbar and then clicking on the gem icon.
Learn here what is a purchase order
- Go to Inventory on the navbar
- Select Purchase orders
- Click on New order
You can create a purchase order also by using the button + Create on the toolbar. You'll just need to activate the Purchase order option in the Customize section. Learn more about how to customize the button + Create on this article.
Create a purchase order
When creating a purchase order, you will find three information areas containing the fields to be completed.
These are the basic fields to be filled in:
Select the customer or supplier that will receive your purchase order.
Every time you register a purchase order, you can add a new contact without having to go to the Contacts section. Simply write the name of the contact and click on the Add button.
- Doc num
A document number will be assigned automatically based on the numbering lines you created in Settings> Invoicing> Documents
Learn here how to edit numbering lines
By default, it will be filled in with today's date.
Keep in mind that you can edit the date if you need to post past orders
Select a due date for the order. You can select a day from the calendar or mark the option of 30, 60 or a specific number of days.
In the middle of the creation window, fill in the fields of the table that group together the order lines:
The document fields will be filled in automatically in the following order of priority: Contact Preferences, Product Preferences, Company Preferences.
Write the concept of your purchase order. It corresponds to the product or service name.
Click on the magnifying glass or type @ in the concept line to select a product that you have previously registered with Holded. The items entered are identified with a box icon in the case of products, and with a three-layer icon in the case of services.
A brief explanation about the concept of your purchase order to specify the details of the product or service.
If you select an already registered product, this field will be filled in automatically
The number of units of the product or service that will be used to calculate the Total (units x Price + Tax).
The price before taxes of the product or service.
It will be filled in automatically when selecting an already registered product with the magnifying glass
Select a tax from the database. For example, VAT 21% or Withholding 19%
The taxes already configured for the contact, product and account, will appear by default in this priority order.
It will be calculated automatically when adding price and units. If you want to modify it, the value of the Price column will be automatically changed.
- Visible message
Add a specific message for this purchase order. It will appear on the PDF of the order.
Keep in mind that you can use dynamic words in the message. Learn more here.
- Add Custom fields
Add additional information by using a table (e.g., Order number).
Access to Templates to make these fields appear by default
- Payment details
Select the payment method you have created. It will appear on the PDF of the order.
This field is informative only, and it doesn't affect accounting
- Select a purchase account to assign your order to an expense type, for example, office rent. This way, you can segment your purchases by account. They should always be group accounts for purchases or expenses (60, 65, 66, or 67).
- Add an internal description
- Create or find a tag to classify your order
Learn here how to create a tag
- Once you have created and assigned an expense type and tags to your order, you can use them to analyze your data in Analytics > Reports
Assign a project to your order or a project for each item of the order
Now, your purchase order is configured according to the details you specified. You can also customize the order according to your current needs from the Options button, on the top right of your screen.
- Click on the Options button and a side panel will appear
From Options, you can set your preferences and activate different fields to add information to your purchase order.
The origin warehouse of the order.
The numbering lines that are assigned to the contact or by default. You can also select one that you created.
Write a number in this box and the corresponding percentage of discount will be applied to the total of the order.
Select the language for the fields of the order in PDF format.
Keep in mind that the fields will appear by default in the language of the company account. Learn here how to change the default language.
Select the currency for the order.
Keep in mind that the currency of the company account will appear here by default. Learn here how to change the default currency. If you just need to modify the currency for this document, you can do it in this field directly.
- Display mode
Depending on the option you select, different fields will appear in the order lines.
- Items: it's the default option. It activates the Amount column.
- Time: it activates the columns Hours and Price/H.
- Total: it will make visible the column Price only. The columns for Amount, Hours, and Price/H will not appear.
- No taxes: it will make disappear the taxes' breakdown amount.
Select one of the PDF template models you have created.
Learn here how to create templates for your documents in Holded
Fields to be activated
- Account per item
Assign a purchase account for each order line.
- Tags by item
Assign tags for each order line.
- Long description
Add an extended text field before the lines of the order.
- Discount per product
Add a discount field for each order line.
- Show discount
This option is activated by default. If you deactivate it, the tax breakdown will not be visible in the final summary section of the order.
- Electronic invoice fields
Click to fill in the fields of the electronic invoice that you can download in XML format to upload it to the website of the relevant Agency.
- Fulfill order
Use this checkbox to mark the order as completed.
- Select lot/SN
Use this checkbox if you have products with lots or serial numbers.
Once you have filled in all the fields, you can choose among Preview, Save as draft, or just Save.