Purchase orders are the newest feature at Synergy! The Purchase Orders page will be accessible from the main menu, or from the Financials menu within a Project, where it will filter to only show Purchase Orders associated to that Project. From this page you will be able to create a new Purchase Order, and you can organise your existing Purchase Orders.
Purchase Order List
You can use Search to find characters from the Project name, Purchase Order Contact, or Purchase Order number.
You will be able to filter your Purchase Order List by:
Contact
Office
Project
Project Manager
Purchase Order Status
You will also be able to move the displayed columns and resize them.
Inside a Purchase Order
Status
You can see and affect where the Purchase Order is across a range of statuses. You can change the Status by clicking on the control, or using the drop down menu beside the status that shows when hovering a mouse over that status.
There are statuses and sub statuses that help you when drafting your Purchase Order; these are:
|
| Status | Sub Status |
Draft | Created | Changes Required |
|
Approval | Ready | Changes Required | Approved |
When using these Statuses, you can edit any field for the Purchase Order and you can edit the Purchase Order line items.
There are also statuses that indicate that you have finalised your Purchase Order, which will lock most fields from being edited.
| Status | Sub Status |
Finalised | Ready to Send | Sent |
Reconciling | In Progress | Partially Paid |
Complete | Fully Paid | Reconciled |
Cancelled | Cancelled | Written Off |
Note: Changing the Status will automatically save any changes you’ve made to the Purchase Order.
TIP!
The Statuses can be used to filter the Purchase Order list and reports.
Purchase Order Details
By default, when viewing a Purchase Order, the Details tab will display the primary fields for the Purchase Order, which are represented in the Purchase Order document as bookmarks in the Template.
Fields that can bet set for Purchase Orders include:
Field | Additional Details |
Contact | The Contact for the Purchase Order |
Attention | Personnel associated to the Contact |
Address | The Address of the Contact or Attention |
Additional Recipients | This field isn’t locked when finalising the Purchase Order and isn’t reflected on a Template |
Prefix, Number | Much like Invoice Number, this can be set |
PO Date | By default, this will populate with today’s date |
Delivery Date | The expected Delivery Date, this field can be left blank |
Payment terms | A set of terms that are the same as Invoicing |
Ref Number | A unique number that can be set for Purchase Orders |
Requested by | An internal Team Member or an Office that can be set for a Purchase Order |
Special Instructions | A free form text field that lets you add additional details |
Document Generation
Like Invoices and other documents you generate from Synergy, you can set a default Template from the Document Templates page.
By default, you will have access to a basic Purchase Order template, which will be used to generate your document from the fields on the Details tab.
You can preview your Purchase Order document from the new slide-out Documents pane, by clicking on the image of the document. From here you can click the Download button to download your document as a PDF, or you can use the more menu for more options.
Sending & Reconciling
Once you have finalised a Purchase Order, you will be able to send your document as an email, and you can reconcile your Purchase Order against Bills.
You can send an email from Synergy to all the contacts selected in the Purchase Order, which will include your Purchase Order document as an attachment.
Note: The email sent from Synergy will take advantage of the new Custom Email Domain improvements, so if you’re configured that you will be able to have your Purchase Orders be sent via your domain, or a specific email address.
You can reconcile your Purchase Orders against one or more Bills from any of the finalised statuses.
You can click the Reconcile tab from the top of the Purchase Order and quickly create a Bill directly from the Purchase Order.
When creating a Bill from a Purchase Order, some of the fields will be entered for you and the Purchase Order Items will be visible as Bill Items.
Show Fields | Additional Details |
Bill Number | This field will be empty and require input |
Bill Date | Prepopulated with today’s date |
Due Date | Prepopulated with today’s date |
Discipline | Prepopulated to the first Discipline in your list |
Bill Lines | Prepopulated with the Purchase Order Lines |
Some fields will not be shown when creating the Bill, these will automatically be set by the Purchase Order.
Bill Fields | Purchase Order Fields |
Bill Contact | Purchase Order Contact |
Office | The Office associated to the Purchase Order Project |
Purchase Order | The Purchase Order Number |
Cost Centre | Default Cost Centre |
All Bills associated to the Purchase Order will show on the Reconcile tab, and you can click the Bill Number to open the Bill directly.
Default Feature Permissions
Function | Edition: | Edition: | Edition: | Group: | Group: | Group: | Group: | Group: | Group: |
View a PO | Yes | Yes | Yes |
| Yes | Yes | Yes | Yes | Yes |
Create a PO | Yes | Yes | Yes |
| Yes | Yes | Yes | Yes | Yes |
Edit a PO | Yes | Yes | Yes |
| Yes | Yes | Yes | Yes | Yes |
Finalise a PO | Yes | Yes | Yes |
|
| Yes | Yes | Yes | Yes |
Reconcile a PO | Yes | Yes | Yes |
| Yes | Yes | Yes | Yes | Yes |
Some permissions can be customised to your company’s needs via Synergy’s Security Matrix.