You can use the Purchase Order feature in FieldPulse to generate purchase orders for your suppliers and send them via email.

To begin using Purchase Orders, you'll first need to enable it. Start by clicking on Company Settings and selecting Features & Plugins. Navigate to Purchase Orders and select Enable. Now you're ready to begin ordering and tracking materials from your suppliers!

To get started, click on the Purchase Orders tab in the left side menu. Once on the Purchase Orders page, click the Create Order button.

On the next page you'll start by adding a supplier. Click in the supplier search box and you'll see a list of your saved suppliers. Identify the supplier you want to use and click Select Supplier. 

If the supplier you want to use does not already exist, create one by clicking Create New Supplier, add the supplier's name and email, then click Create Supplier.

Once you've added or selected the supplier, you'll enter the vendor order number, select pick-up or delivery, and enter the pick-up or delivery address.

Next you'll enter the customer name for the order. Click in the Customer Name field and choose an existing customer or click Create New Customer to build a new one.

Once you've added a customer, you will enter the Assigned Team Member (Note: it will default to the Purchase Order creator) and order title. You can choose to link the purchase order to an existing Project, Job, Invoice, or Estimate, or create it as a standalone by selecting None.

Next we'll start adding items to the purchase order. To add existing invoice items to this purchase order, click the item search bar to add them. If you are adding an item that is not already in the system, click Create New Line Item. 

Once you have added a line item, you can repeat the process for any additional items you want to add to your purchase order.

You can type in a custom tag to add a new tag into the system. Click Enter after each tag you'd like to use. You can also customize the color of your new tag! You can also select from a previously used tag in the tags list. Any tags you add will also appear alongside the purchase order details on the purchase order list view.

Additionally complete any purchase order custom fields under Additional Fields. (Note: To create or edit custom fields on purchase orders, navigate to Company Settings > Orders > Custom Fields.)

Lastly, you can enter instructions or notes at the bottom of the page.

Review the subtotal and total, and adjust the tax rate (if necessary) on the right hand side. If everything looks good, press Save.

On the next page you'll be able to review the details and edit the order. When you're ready to send the purchase order to your supplier, click Send Email.

Once the purchase order has been sent, you can save it as a PDF by clicking Download Order. 

This will open the PDF in your browser where you can download it to your computer. 

To automatically replenish items using purchase orders, begin by selecting Invoices from the left-side menu and clicking on Inventory. Select the pencil icon next to the inventory item you want to set up automatic purchase orders for.

To begin, click on Supplier. You can create a new supplier, or add an existing one.

Creating a new supplier looks like this:

Selecting an existing supplier looks like this:

After selecting your supplier, click on the shopping cart icon to enable automatic replenishment. (Note: if you have multiple hubs, you will need to repeat this process for each hub.)

Toggle on the Automatic Replenishment via Purchase Order button.

It will now display your current level of inventory in that hub (or overall inventory if hubs are not enabled).

Auto Re-order Level (Quantity On Hand): When your Inventory On Hand quantity reaches this number, an automatic replenishment purchase order will be initiated.

Replenishment Level: Your automatic replenishment purchase order will be initiated to reach this new Inventory On Hand quantity.

Your hub's inventory will auto-update once the purchase order status is marked as Received or Completed.

Once an invoice status is Invoiced, the inventory listed on the invoice will automatically be deducted from the hub of the user who finalizes the invoice.

When a Purchase Order (PO) is created through auto-replenishment, admins can now receive a real-time notification via:

✅ Email

✅ In-app notification

✅ Optional push notification

🔗 Email Enhancements: The email includes a direct link to view the newly created PO, so you can act quickly and efficiently.

Set up via profile icon top right> my settings