There are multiple ways to create Purchase Orders in RAVE – the easiest way is to create a purchase order from an accepted quote.  To create a new Purchase Order, via the purchase orders page:

 

  1. We click on the ‘Purchase Orders’ sub-tab
  2. Then scroll down to the ‘Quotes ready to convert to a PO’ section of the page.  This displays a list of all accepted quotes in this job, which can be converted to a purchase order
  3. Choose the accepted quote you want to convert to a purchase order, click on the 3 dot drop-down to the right of the line, then click on ‘Add a Purchase Order’



In this example we have multiple categories selected; this allows you to create the purchase order and select whether you want to generate the purchase order for all categories or just one.

 

  • If you order items from just one estimate category, and click the ‘Include the scope of works on the PDF’ checkbox, it will only send the scope of works for that category – not both. 
  • If you want to create this purchase order for both items and you click the Include the scope of works on the PDF’ checkbox – it will send them the categories as multiple selected, and it will send both scope of works back to the supplier again. 


You can attach anything you need to send to the supplier for example, you may want to attach a copy of the suppliers quote.
 

Once you have decided what to order, you then need to select the delivery date, delivery address or pick up etc, and who the person/order is to be made attention to.

 

You can also edit item quantities (up or down), change pricing, and remove items that are not being ordered in full. Anything that you delete off this PO will still be waiting to be created on the next one until all item quantities have been ordered to 100%.

 

You can choose to hide the pricing from the supplier by ticking the ‘Hide Pricing’ checkbox.

 

Purchase Order Templates

 

We always suggest creating purchase order templates, with key comments like:

 

  • Please reference our purchase order number on any invoices that you send to us
  • No purchase order number, no payment of your invoice
  • Or, if a supplier/contractor receiving this purchase order is coming on-site, you can reference your health and safety policy, or your COVID-19 requirements – so that they have a document in writing that you’ve emailed, that not only confirms the pricing that you’ve accepted for this job but also your requirements when they are on site. 

 

You can create as many purchase order templates as you want – these are kept in the Site/Build, Templates, Financial Templates section.   From here you can edit your saved comments, create new templates with new comments, and delete any old or obsolete purchase order (and quote request) templates.
 

 Next, you have the option to:

  • Approve and Send a Purchase order 
  • Approve and Save internally 
  • Or, Save as Pending. 

 

NOTE:   While you can send your Purchase Orders to XERO, if you are using XERO, we don’t recommend doing this, as all reconciliation is done in RAVE, and this will just add another unnecessary process in XERO.