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Overview

Purchase Orders lets you generate POs for suppliers, send them by email, track inventory replenishment, and even combine multiple POs into a single estimate or invoice for your customer.

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Prerequisites

Before you can use Purchase Orders, make sure the following is in place:

• Purchase Orders are enabled in your account

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On Web: Admin Experience

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Enabling Purchase Orders

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!

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Purchase Order Default Settings

We’re making the Purchase Order (PO) process faster and easier by letting you set default values for key fields like delivery address and contact name. This means less time spent on manual adjustments and fewer chances for mistakes. To get started, navigate to Company Settings > Orders tab > General subtab.

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Default Settings

Purchase Order Display Number: Choose between the following options:

• Order Number
• Customer Name + Order Number
• Project Title + Order Number
• Job Title + Order Number
• Job Number (Display number = Purchase Order’s related Job Number)

Your selection here will customize how your Purchase Order Number will appear on your Purchase Order PDF only. Contact Name: Choose between the following options:

• Assigned Team Member: The name of the team member creating the Purchase Order record will appear.
• Company Name: The name of your business will appear.
• Designate Name: Use free text to enter in any name you want to appear.

Your selection here will customize how your Contact Name will appear on your Purchase Order PDF only. Phone Number: Choose between the following options:

• Assigned Team Member: The phone number associated with the team member creating the Purchase Order record will appear.
• Designate Number: Use free text to enter in any number you want to appear.

Your selection here will automatically fill in the Phone Number field when creating new Purchase Order records. This will be the default setting moving forward, but it can still be adjusted when creating or editing any Purchase Order. Contact Email: Choose between the following options:

• Assigned Team Member: The email address associated with the team member creating the Purchase Order record will appear.
• Designate Number: Use free text to enter in any email address you want to appear.

Your selection here will automatically fill in the Email field when creating new Purchase Order records. This will be the default setting moving forward, but it can still be adjusted when creating or editing any Purchase Order. Delivery Address: Choose between the following options:

• Blank: FieldPulse will automatically leave this field blank.
• Related Record Location Address: FieldPulse will automatically insert the address from the record linked to this Purchase Order (Customer, Job, Project, Estimate, Invoice record).
• Company Address: The address of your business will automatically populate here.
• Specify Address: Use free text to enter in any delivery address you want to appear.

Your selection here will automatically fill in the Delivery Address field when creating new Purchase Order records. This will be the default setting moving forward, but it can still be adjusted when creating or editing any Purchase Order. Display Customer on Order PDF: Decide between two options:

• If toggle is on: The name of your customer will appear on your Purchase Order PDF.
• If toggle is off: The name of your customer will not appear on your Purchase Order PDF.

Enable Purchase Order Creation Based on Item Vendors: Decide between two options:

• If toggle is on: Purchase Orders will be automatically created for your Line Items that have a Supplier associated with them.
• If toggle is off: No Purchase Orders will be automatically created for you Line Items.

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PDF Email Defaults for Your Purchase Orders

You can select the default email address(s) that you want used when sending out your Purchase Order records.

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Managing Your Suppliers

Your supplier list lives in Company Settings so you can view, add, edit, archive, and import suppliers all in one place without needing to open a Purchase Order first. To get there, go to Company Settings, click Purchase Orders, then select the Suppliers tab.

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Adding a supplier

Click Create New and fill in the supplier’s name, email, additional emails (optional), phone number, and notes. Click Save when you’re done. The supplier will immediately be available in the supplier picker when creating a Purchase Order.

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Editing or archiving a supplier

Each supplier row has an Edit icon (pencil) and an Archive icon (trash). Edits you make in Company Settings automatically update on all existing Purchase Orders that reference that supplier, including historical ones.

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Mass importing suppliers

Got a big list? Click Mass Import to download the import template, fill it in with your supplier details, then upload it.

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Creating a Purchase Order

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, click Create New Supplier and fill in the name, email, phone number, and any notes, then click Create Supplier. New suppliers created here are automatically added to your company-wide supplier list so they’re available everywhere going forward. 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. The Expected Delivery Date must be at least 2 hours from the current time. If you select a date/time sooner than that, FieldPulse won’t let you save the Purchase Order until it’s adjusted. 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.

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Order Date

When creating a Purchase Order, the Order Date field will pre-populate with today’s date by default. This field is optional and if you’re still in the drafting phase and haven’t sent the order yet, you can clear the date and save the record without it. To clear the Order Date, simply click the X next to the date field. Once you’re ready to send, you don’t need to manually enter the Order Date. The system will automatically stamp it with the current date the moment you either:

• Click Send Email to email the PO to your supplier, or
• Change the PO status to Ordered

This ensures your Order Date always reflects when the purchase was actually dispatched, not just when the draft was created.

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Creating Automatic Purchase Orders

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.

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Automatic Deduction

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.

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Auto Replenishment Order Notification

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

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Combine your Purchase Orders [& Reece Australia - Supplier Invoices] seamlessly into a single estimate or invoice

You can now pull in multiple purchase orders (and supplier invoices if your an Australia ReecemaX user) directly into your estimates and invoices! This feature allows you to bundle all your orders into a single, organized invoice to send to your customers. Here’s how to try it out:

1. While in Edit Mode on an estimate or invoice, select Insert PO Items.
2. Search for your PO using any of these attributes: Connected Customer, PO Number, Order Title, Connected Estimate or Invoice Number/Title, Connected Job or Project Number/Title.
3. Select your PO, then choose your desired item layout: One big grouping, A grouping per PO, or Individual items.

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Print Receiving Labels

When parts arrive, mark each line item’s Received toggle on as it comes in. Once you’re ready, open the Actions menu on the Purchase Order and select Print Receiving Labels to print one routing label per received line item. Each label automatically includes:

• Part Number
• Description
• Quantity
• PO #
• Supplier Order #
• Received Date

If the Purchase Order is linked to a Job, the label also includes:

• Job #
• Customer Name
• Job Location
• Assigned Tech
• Equipment

So you can stick it straight on the box and hand it to the right tech. If no Job is linked (for example, a stock part), those fields are simply left off. Clicking Print Receiving Labels opens your browser’s print dialog, where you can choose your printer and label size; this works whether you’re printing to a thermal label printer or a standard sheet printer.

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On Mobile: Field Experience

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Creating a Purchase Orders

You can create and send purchase orders on the web app or mobile app! To learn more about purchase orders, the purchase orders guide. To begin, select the Sales tab at the bottom of the screen, then click on Purchase Orders. You can sort existing purchase orders using the tabs at the top of the screen, or create a new purchase order using the Create New button. Once creating a new purchase order, fill in all pertinent details and attach an existing supplier or create a new supplier. To add items to your purchase order, select Add Line Item. Once completed, click Save in the top right corner to send your purchase order.

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FAQs

Can I resend Purchase Orders to vendors after they have already been sent? Yes, it is possible to resend Purchase Orders (POs) to vendors after the initial submission. For specific suppliers like Reece, The Granite Group, and City Electric Supply, the order is integrated directly into their systems. If you need to make any changes to your order with these suppliers, please contact their branch directly. For suppliers that do not have a PO integration with our platform, you can edit your PO and change its status back to Draft before resending it. However, we recommend reaching out to the supplier. Resending the PO may lead to the supplier receiving and potentially fulfilling two separate orders, so it’s best to confirm with them before taking any action. Can I manually change the “next number” of my Purchase Orders? Yes, you can manually change the “next number” of your Purchase Orders by navigating to Company Settings > Orders > General and locating the field titled Next Order #. After saving, the next created purchase order will use this number and numbering will auto-increment from there. How does FieldPulse generate Purchase Orders when Auto-Replenishment is triggered? When an item reaches its Auto Re-order Level, a Purchase Order is generated immediately with no delay or batching. The system uses the following logic to determine what gets created:

• Supplier Grouping: Items that hit their reorder threshold at the same time and share the same supplier are grouped into a single PO.
• Draft Consolidation: If a Draft PO already exists for that supplier, new items are appended to it rather than creating a new one.
• Unassigned Suppliers: Items with no supplier assigned always generate their own standalone PO.

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Video Tutorials

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Web App

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Mobile

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Have additional questions? Contact us at support@fieldpulse.com or use the chat feature in the bottom right corner of your screen.