About purchase orders (POs)

A purchase order (PO) is a document created by a buyer that represents a commitment to purchase goods or services from a vendor.

In Wrapbook, POs serve two key functions:

1. Acts as an agreement between production and the vendor, stating the agreed-upon amount before an invoice or payment is submitted

2. Communicates the cost to the system, acting as a holding area to track money that has been committed but not yet spent

Access project POs

Purchase orders (POs) are permission based

To access POs in Wrapbook, your account must have one of the following roles enabled:

• Role: Company Admin, Company Manager, Project Coordinator, Project Assistant

• Custom role with: Purchase orders - Full access, Manage, View only

To access a project’s POs:

1. From the left-side navigation, click the dropdown menu

2. Select the name of the project that you want to see purchase orders for

3. In the project dashboard’s Purchase orders overview, click View POs

Purchase Orders dashboard

• At the top of the Purchase Orders dashboard, is the Total amount of POs that have been issued for the project, followed by a breakdown based on POs that are Awaiting Invoice, the Total Paid amount of all paid POs, and the total amount of POs that are Unpaid

• Beneath the Totals, is a table listing a record for each PO that’s been created for the project

• For each PO, alerts will display in the W-9, Invoice, and Payment columns when a W-9 needs to be uploaded for a vendor, and when invoices

View and sort project POs

Use the search bar at the top of the page to find specific vendors. You can search for vendors by name and by PO#.

Beneath the search bar, is a table listing every PO that’s been added to the project along with the following details: PO#, Vendor, Description, Date issued, Amount, W-9, Invoice, Payment, Department, Created by, and Approval status

You can click on the following column headers to sort the list alphabetically or numerically by:

• Vendor

• Date issued

• Amount

• Invoice

• Payment

Purchase order options

When managing purchase orders, you can do the following:

• Create a PO

• Generate a PO number with Quick Create

• Allow workers to create POs

• Update POs

• Add invoices to a PO

• Add items to a PO

• Update PO invoices

• Mark a PO invoice as paid

• Email a PO, generate a PDF of a PO, or delete a PO

• Export POs