Purchase Order List Page

RAVE's Financial management system is designed to help you manage all the financial aspects of your projects, including budgeting, bills and invoices with ease.

You can access your Project’s financial workflows from either the Financial button or the Project button's Project list, clicking on the project’s reference number, and finally selecting the Budget sub-tab, then Purchase Orders.

To learn how to create a Purchase Order from an accepted Quote, click here. 

To learn how to create a Purchase Order From Scratch, click here.

To learn how to create Purchase Orders - Using a CSV File, click here.

To learn about Branch Level Purchase Orders, click here

This page displays all Purchase Orders for the project you have selected.

You can use the Search box to search for the Purchase Order Reference.

Filters along the top allow filtering by Purchase Order, Contact, Project/Contract Name, Category, Sub Category, Purchase Order Date, Status and if connected to Xero, the Xero Status and Sent or Unsent Status. 

Adding a new Purchase Order 

1. Click the +Purchase Order button.
   

2. Select the supplier or contractor you wish to send the Purchase Order to 

3. Leave the reference blank, as it will auto-generate for you to  ensure no double-ups

4. Select the Pre Fix or leave the default as PO
5. Select the appropriate category/subcategory 

6. Ensure you choose the right Tax type, usually Exclusive for the whole Document 

7. Select the Purchase Order date if you want to backdate or forward date it from today

8. Select the Expected bill due date if you wish to use our bill forecasting report.

9. You can choose to mark as processing so you don't follow up on any unbilled Purchase orders, and also hide pricing if you want to send the Purchase order with no financial information.
   

10. You'll need to type in a delivery person and delivery address, as multi-project Purchase Orders will have different project addresses and project managers in most cases. 

11. Complete Delivery Instructions if applicable

12. Load any attachments

13. Enter the Line Item information and select the correct project for each Line, making sure to double-check qty, pricing, and markup, if applicable. 

14. Once completed, you can Save as a draft for someone else to Approve or click Approve or Approve and Send. 

NOTE: Rave has the ability to give permissions to Site Managers and Project Managers to send a Purchase Order to a Contractor or Supplier without having the ability to edit the Purchase Order.  this is particularly helpful if a Supplier or Contractor calls to say they didn't receive the purchase order.

The load from template option will allow you to create a new purchase order from a pre-set template

The CSV import will allow you to import Purchase Orders from a CSV file. This must be done in the Rave-specific format.

You have the ability to hide closed projects and hide internal documents

Beside each document is the pencil edit icon, allowing you to edit the document. 

The three-dot ellipsis beside each document allows you to:

If In Draft:

Print

Mark as Approved

Approve and Send

Duplicate (this option requires you to create a new PO number or allow us to autogenerate a new one that is not the same as the existing) 

Delete

If Approved

Print

Sent to Recipient or if already sent, Resend to Recipient

Send to Xero

Turn Processing on

Create Bill

Create Invoice/Credit Note

Duplicate (this option requires you to create a new PO number or allow us to autogenerate a new one that is not the same as the existing)

Cancel Purchase Order

Bulk/Multi-selecting Purchase Orders in Draft status, you can:

Update Account, Category, Subcategory, markup, approve, approve and send, or delete. 

Bulk/Multi-selecting Purchase Orders in Approved status, you can:

Update Account, Category, Subcategory, markup, send to Xero, create a bill, send/resend, create an invoice or credit note.

Quotes ready to convert Icon.

The help article for this feature is here 

Branch Financial Purchase Orders Sub-Tab

When working in the Financial Purchase Orders  Sub-tab you now have the ability to Export Attachments as a ZIP.  This feature is available also at a Project level.

Bulk Select the Quotes 

Select Download as Zip 

OR Export Attachments as a Zip

If you choose to download the zip will appear in your downloads

If exported as a Zip File the Zip will export and email it to the user who performed the action.