Using Orthinc, you can automatically generate purchase order codes (PO Codes) for materials to be used on your jobs.

This has five invaluable benefits:

  • Your purchases are automatically tied to jobs.
  • You do not have to rely on inconvenient systems which are slow and prone to error, such as order code books or excel spreadsheets; Orthinc does all of the work for you in an instant and is far more reliable!
  • You can very easily locate purchase orders across all of your jobs by simply searching for them.
  • You know exactly what invoices for purchase orders you are expecting and/or have payments outstanding.
  • You can bring up PO Codes without the need to call your office, whichever wholesaler you are at! 

Purchase Order Codes you generate can be tied to a job, in which case they will in the parts list for the job, or they can be made separately to a job - in which case they will appear under the parts and materials tab on the left hand menu.

Let's way through both options.

Making Purchase Orders for Jobs

You can use Orthinc to automatically generate Purchase Order codes exclusively for a job so that the order is tied to the job.

This means that you know which job the parts were bought for, when, who bought them, and their cost and impact on profits.

It works like this:

1. Generate a job-specific Purchase Order Code

When you are at the supplier buying materials for a job, open up the Orthinc app, go onto the job the order is for and press 'Order Code'.

You can also do this on the desktop app, for when you are quoting, for example.

The code is automatically generated and will be five characters long.
The first 3 characters refer to your job's reference code (automatically assigned when your job is created) and the last 2 characters identify the order itself.

2. Give the code to your supplier, for the purchase order, and press 'Accept Code'

3. The purchase order code appears in the Parts area of the job

The purchase order code for the order appears in real time in the job's 'Parts' area.

4. When its invoice arrives, add in the order’s details and confirm the purchase

When you receive an invoice for the order from your supplier, you can easily transfer the details of the order onto Orthinc. These details include a description of the materials bought with the order code and the cost of the order. 

When it comes to invoicing, this cost is automatically added as a line item to your invoice with mark-up applied. 

Finding your Purchase Order
The Purchase Order code on your supplier’s invoice should be 5 characters long if it is tied to a job. You can quickly find Purchase Order codes on Orthinc by typing the first 3 characters of the code, written on your supplier’s invoice, into the job search bar.

This will bring up the job. You can then find the purchase order using the last two characters of the code, which identify the order.

Based upon this, you can locate the job that the code is for and you can find the order in the parts area of that job.

When you have found the order, click onto it and press ‘Edit’. Then simply transfer the order’s information from your invoice. You can verify that you have received an invoice for the order by clicking ‘Confirm’.

If your order code only 4 characters long, it can be found under the 'Parts & Services' tab.

Making Purchase Orders that aren't tied to Jobs

You can generate Purchase Order codes that are not tied to jobs. These are used when the order is not specific to a job; when buying stock such as electrical cable or screws, for example.

These codes are only 4 characters long, and appear under 'Stock' of the 'Parts & Services' tab on desktop and mobile.

To generate these Purchase Order Codes, you can press 'New Stock Code' as shown above, or on mobile, head over to 'Company' and then 'Stock Orders'; shown below.

Just like with Purchase Orders tied to jobs, you can add in a description and cost when you receive its invoice!

Again, this has invaluable benefits:

  • You do not have to rely on inconvenient systems which are slow and prone to error, such as order code books or excel spreadsheets; Orthinc does all of the work for you in an instant and is far more reliable!
  • You can very easily locate purchase orders across all of your jobs by simply searching for them.
  • You know exactly what invoices for purchase orders you are expecting and/or have payments outstanding.
  • You can bring up PO Codes independently of your office, whichever wholesaler you are at! 

Perfect! Hopefully you have got your head around that, but if you have any questions, please let us know!

From here, you might want to read over the Parts area of your jobs, since they are quite related!

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