An advanced purchase order allows you to purchase line items from multiple projects centrally on one purchase order and then distribute the stock back to them automatically on receipt.   This allows you to streamline the purchasing workflow from across multiple projects and production jobs while sending the Supplier one purchase order instead of many.

Advanced purchase orders are equivalent to a project purchase order, where the individual project's line item costs are applied as an expense or disbursement, not via stock usage.    NOTE: You cannot receive line items from an advanced PO in to stock AND projects or production jobs.

Click New Purchase Order from the menu or Create New Purchase Order from the actions button and fill out the new purchase order details. WorkGuru will prompt if you missed any required fields.

On the new PO, select the required supplier via the Supplier Dropdown.  This will ensure that only material lines from that supplier will display on the select projects. Click Advanced Purchase

Select the project you want to purchase items for from the Projects dropdown.Click Add Lines if you have forecast line items already on the selected project.  If you have pre-selected a supplier on the advanced PO, this will only display product lines that meet the following rules:

  • Products on the project that have the selected PO supplier set as the default product supplier.
  • Products on the project that have no default product supplier assigned.

NOTE:  If you have selected a project and no line items display, it means either:

  • That there are no products on that project that have that supplier set as the default product supplier
  • The project line items are ad-hoc product lines

From the displayed line items, you do not need to add all the lines if you don't need them.  You can remove line items you do not want to add to the advanced PO and/or edit the quantities required.  Alternatively you can edit quantities after they have been added to the advanced PO.

If the line item you need to purchase is NOT on the project forecast, click the Add Item and search either the Sku and the Name to add the required quantity to the advanced purchase order for that project.

Click Save to add the line items to the advanced PO.  Repeat the process (click Advanced Purchase) for as many projects/production jobs required to combine onto one purchase order for the supplier.

Save and Approve the new PO as per a normal stock order.  Note the project numbers added to the line item descriptions in addition to the project name and client - this is an indication that the advanced PO functionality is working. DO NOT MODIFY AND REMOVE.  

You can also identify an advanced purchase orders easily in the purchase order dashboard by the Multiple in the project number column.

When you receive and cost the purchase order as per the normal workflow, WorkGuru will automatically update the line items as actuals on each project. WorkGuru will only attribute the value of the advanced purchase order's line items to each of the projects they were raised from, not the total advanced purchase order's value.

Advanced purchase orders can also be invoiced as a disbursement by marking the purchase order as billable just like a project purchase order.   NOTE: You cannot flag individual line items as billable, it will apply to all lines on all projects/production jobs raised on the advanced purchase order.