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Creating a Purchase Order

Learn how to create a vendor purchase order for a project

Bobbie Combs avatar
Written by Bobbie Combs
Updated over 10 months ago

Purchase orders in Design Manager are Vendor orders for a Project which can be sent to a Vendor for order placement and/or used for order tracking and record keeping.

You can create a Purchase Order by going to the Purchase Order tab in your Project as outlined below and shown in the video above or you can create a Purchase Order directly from the Items tab in your Project. In the Items tab, you would select the Items you want to add to a Purchase Order by clicking in the box to the left of the Item and then selecting the Create button and selecting Purchase Order. From there you can jump to Step 5 below.

1. On the left side menu, click on Projects and find the Project you want to create a Purchase Order for and open it.

2. Click the Purchase Orders tab at the top under the Project name.

3. Click the + Add Purchase Orders button.

Click tor Add Purchase Order tab

4. On the Add Purchase Order page, click on the + Add Components button. In the new window, select the Components you want to add to the Purchase Order by clicking in the box to the left of the Component. When you are finished selecting Components, click on the Save button. Note: If the Project doesn't have any Items or Components or the Component doesn’t have a Vendor listed, this window will be blank and you will need to add Items or add a Vendor to the Component. You can learn how to add Items here.

Select the components you want to add to the purchase order

5. On the Add Purchase Order page, enter the Purchase Order information.

  • Date: You can select the date to show on the Purchase Order

  • Remove Component: You can remove a Component from the Purchase Order by clicking in the box to left of the Item and then click on the Remove Item button

  • Add Component: You can add more Components to the Purchase Order by clicking on the Add Component button

6. Edit a Component: You can edit Components in a Purchase Order by clicking on the Item/Component Ref. #.

Edit components in a purchase order by clicking on the Ref. No.

7. When you are finished creating the Purchase Order click on the Save button in the top right or bottom right corner. In the new window, you will see the Purchase Order or orders you are creating for confirmation.

Confirmation page for newly generated purchase orders

To confirm, click on the OK button. To go back and change the Purchase Order you are creating, click on the Cancel button. You can also add more information to the Purchase Order listed by clicking on the PO# and when you are finished entering this information, click on OK and you will go back to the Generated Purchase Order confirmation window.

Fields you can edit on your newly created purchase order by clicking on the PO#
  • Ship Via: You can add how you want the order to ship

  • Ship On or Before Date: You can add the date you want for shipping

  • Designer/Phone Ext.: This automatically enters the designer/employee associated with the Project and can be edited. If there is no designer/employee associated this will be left blank and you can add in the information

  • Verbal Order/Ref No.: You can enter an order number here

  • Override Special Instructions: This allows you to enter special instructions for this Purchase Order

9. On the Purchase Order page you can see the new Purchase Order listed. From this page you can:

  • View the Purchase Order: Click on PDF to see what the Purchase Order looks like

  • Edit a Purchase Order: Click on the Purchase Order number. To learn more about editing a Purchase Order click here

    Edit a new purchase order by clicking on the PO No.


  • Modify Status: Select the Purchase Order by clicking in the box to the left of the Purchase Order and click on the Action button and select Modify Status

    Select the purchase order and click on Actions to modify the status of your PO


    In this new window you can

    • Ack. Date: Enter the acknowledgement or Vendor order date

    • Ack. No: Enter the acknowledgement or Vendor order number

    • Close PO Manually: After Items/Components on PO have been paid in full and installed at Project, you can check this box to close the PO

    • Notes: You can add order notes.

    • Add more status information: Click on the Item/Component number and from here you can add more information

    • Update All: You can click this button to update all Components with more status information

    • When finished click on OK


      Fields you can modify on a created purchase order


  • Send a Purchase Order: Select the Purchase Order by clicking in the box to the left of the Purchase Order and click on the Actions button and select Send. This will send the Purchase Order to the Vendor's email address

  • Delete a purchase order: Select the Purchase Order by clicking in the box to the left of the Purchase Order and click on the Actions button and select Delete

  • Show Open Only: This toggle allows you to see only open Purchase Orders (On) or all open and closed Purchase Orders (Off)

  • Add a Purchase Order: Click on the + Add Purchase Order button

  • Add a Work Order: Click on the + Add Work Order

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