Purchase Order Templates

A purchase order template allows you to raise and track purchase orders for products and services. The template helps technicians log purchase orders quickly without having to build them from scratch every time. It also ensures process consistency and increased efficiency of the procurement team.

The template contains fields necessary to collect details of the items to be purchased. You can also define and include additional fields to gather extra information.

Configure Purchase Order Templates

Go to Setup > Templates & Forms > Purchase Order Template.

Click New Purchase Order Template.

Provide a unique name and a brief description of the template.

Click Save and Configure.

You will be directed to the Edit Purchase Order Template form.

The form contains multiple sections and fields. Each section contains a set of customizations. You can add new fields, mandate or hide or delete certain fields, and restrict certain fields from vendors.

Values cannot be populated for default and additional fields.

Properties of default mandatory fields cannot be modified.

Sections

Description

Template Details

Captures basic details of the template.

Click on the template details section to modify the template name and comments.

PO Details

Captures necessary information to identify and track the purchase order.

Click on the section to include additional fields and set field properties.

Hover over a field, click and select Mandatory to mandate the field and Do not show to vendors to restrict vendors from viewing the field.

Hover over a field and click to hide the field.

To include additional fields, drag an available/new field from the right panel into the canvas.

To reorder fields, simply drag and drop the field to the required location.

Vendor and Shipping Details

Captures vendor details, shipping address, and billing address. In this section, you can set field properties only for the Billing Address field.

Click on the section, hover over the Billing Address field and click or to mandate or hide the field.

You cannot modify other fields or include additional fields.

Cost Details

Captures cost details of the purchase order.

Click on the section to customize cost details.

Select Item Level Cost Center or Item Level GL Code to include cost center and GL code for all items in the purchase order.

To modify the field properties, hover over a field:

Click and select Mandatory to mandate the field and Do not show to vendors to restrict vendors from viewing the field.
Click to hide the field.
Click to delete the field. Deleted fields are moved to the Available Fields section in the right panel. You can add the deleted fields back to the canvas from the right panel.

Include additional fields from the right panel.
Expand the fields horizontally using the arrows provided along the vertical edges of fields.

General Information

Captures additional information related to the purchase order.

Click on the section, hover over a field:

Click to mandate the field.
Click to hide certain fields.
Click to delete the field. Deleted fields are moved to the Available Fields section in the right panel. You can add the deleted fields back to the canvas from the right panel.

To include additional fields, drag an available/new field from the right panel into the canvas.
Expand the fields horizontally using the arrows provided along the vertical edges of fields.

To reorder fields, simply drag the field to the required location.

Attachments

Captures attachments, place, and signing authority details of the purchase order.

Click on the section, hover over a field:

Click to mandate the field.
Click to hide certain fields.
Click to delete the field.

To include additional fields, drag the available/new fields from the right panel into the canvas.