Sortly's Purchase Order feature simplifies your procurement process, making ordering supplies a breeze. Utilize Sortly's intuitive interface to quickly create purchase orders using your inventory data. Easily include details such as item photos, names, costs, and quantities.

Once finalized, seamlessly email the purchase order to your supplier or export it to QuickBooks Online for efficient procurement.

This functionality is accessible through the Premium and Enterprise plans and is also offered as a Feature Preview within the Ultra plan, allowing customers to experiment with select features for a limited time.

If you are not an Enterprise customer and want to learn more, please click here.

• Purchase Order Overview
• Create a Purchase Order
• Edit a Purchase Order
• Purchase Order Approvals
• Receiving and Exporting a Purchase Order
• Connect to QuickBooks Online
• Send Purchase Order to QBO
• Saving Addresses
• Vendor Management
• FAQ

Purchase Order Overview

On the Workflows > Purchasing Tab, you will see a list of your Purchase Orders along with the following information:

• PO Number
• Created by
• Submitted by
• Status - Draft, Ready to Review, Approved, Ordered, Received
• Last Updated
• Ship To
• Vendor
• Pricing/Cost Information

Create a Purchase Order

1. Navigate to Workflows then click on Purchase Orders
2. Click New Purchase Order
3. Enter the Purchase Order number and Status
4. In the Dates section, enter the Order Date, Submitter Name, Date Expected, and Date Received.
5. To add an item to the Purchase Order, type the Item Name in the search field and fill in the additional information.
6. Continue to the Vendor section and enter the Vendor information
7. Enter the Ship To and Bill To information. You can either enter this information manually or select an existing saved address (Please see Saving Addresses for information on entering a saved address)
8. Click Save

Edit a Purchase Order

To edit a purchase order, navigate to the Purchasing tab and click on the Purchase Order you want to edit. Then, click the three dots at the top and choose Edit. From there, enter any updated information. Then click Save, and your Purchase Order will be updated.

 

Note: Purchase Orders in an Ordered or Received status cannot be deleted.

 

Purchase Order Approvals

Should you need to submit the Purchase Order for Approval, navigate to the Purchase Order, and click Edit. From there, change the status to Ready for Review and click Save.

The approver can then log in and click on the Purchase Order, review it, and change the status to Approved.

 

 

Receiving and Exporting a Purchase Order

1. When the items are received, you can automatically update the status by tapping the “Receive Item” button listed next to that item.
2. You can mark the items as either ‘Received’ or ‘Partially Received.’ When you update the status to 'Received' or 'Partially Received' in the purchase order, the quantity of the items will be automatically updated in your inventory. While you can choose to not update the quantity, we do recommend it.
3. Select the item, specify the folder where the item is located, and enter the quantity received and click Receive.
   Items - Items that were ordered in the PO
   Receiving Folder - Folder where item quantities will be added after receiving
   QTY Receiving - Quantity of item being received
   
4. In the example above, we partially received the items.
5. Once the remaining items are received, click Recieve Items again and complete the Purchase Order
6. Finally, export the Received Purchase Order

Connect to QuickBooks Online

Once you've created the Purchase Order, you can connect to QuickBooks Online to send your purchase orders to your existing QBO account.

1. Click on Purchase Order and select Connect to QBO.
2. Follow the onscreen prompts to connect your existing QBO account.
3. Once connected, you will see Send to QBO option

Send Purchase Order to QBO

1. Click on the Purchase Order and click Send to QBO 
2. Fill out the fields to match the information in your QuickBooks Online account and then click Send to QBO. 
3. A successful notification will appear, letting you know the Purchase Order has been sent. You can click the link in the pop up to go directly to your QBO account.
4. You can also go to QBO directly and choose Expenses > Expenses in the side panel
5. Once in the Purchase Order, you will see that the information from Sortly has carried over.
6. If you need to make changes to the Purchase Order, navigate back to your Sortly account, select the Purchase Order, and click Edit
7. Make the changes, click Save, and then Send to QBO. This will update the information in your QBO account. You can check the last time the purchase order was sent to QBO as shown below.

Saving Addresses

With this feature, you can create a maximum of 100 addresses and utilize them in your Purchase Orders. If you set an address as the default Billing or Shipping address, it will automatically appear in the Purchase Order. 

1. Navigate to Settings > Addresses and click on New Address
2. Enter the address and choose if the address is the Default Primary, Shipping, or Billing address, and click Save 
3. The address will now appear in your Saved Addresses
4. To enter the address on a Purchase Order, follow the steps to Create a Purchase Order and select the address in either/both the Ship To and Bill To section

Vendor Management

In Sortly, streamlining your workflow is key to optimizing your efficiency. One way to achieve this is by entering contact information for your vendors. By doing so, you can seamlessly integrate this data into purchase orders, saving you valuable time and effort. Here’s how to do it:

 

1. Navigate to Settings>Vendors
2. Click on New Vendor and enter the vendor's information
3. Click Save, and your vendor will show in the list

 

Adding Vendor to PO

1. Navigate to the PO and click on Select Vendor
2. Click Save and your vendor information will show on the PO 
3. On the main Purchase Order tab, you will see the Vendor listed with the PO Number

FAQ

 

Can any Role engage with this feature?

No, only Owners and Admins can use Purchase Orders.

 

Is this available on web and mobile?

Currently it is only available on the Web version of Sortly.

 

Are there any additional costs associated with accessing or using this feature?

No, this feature is included in the Plan price.

 

How do you submit a purchase order for approval before ordering?

To submit a Purchase Order for approval in Sortly, change the status of the PO to "Needs Review." Once the PO is marked as "Needs Review", the person designated as the reviewer or approver should log into Sortly and review the POs that are marked with the "Needs Review" status. Once that person has reviewed the POs, they can then change the status of the PO to "Approved.”

 

Can I use Sortly to create a purchase order from my current inventory?

Yes, when you create a purchase order you can easily search your inventory and directly pull in the items that need to be reordered. Within the search results, you can also see which items are low stock to make the reordering process even simpler.

 

What is a purchase order number and do I need one?

A PO number, or purchase order number, is a unique alphanumeric code that is assigned to a purchase order so that it can be tracked throughout the order process. In Sortly, you can manually edit the auto-generated purchase order number to meet your company's requirements. PO numbers are found on purchase order documents and help both the business and the vendor reference their orders easily. Purchase order numbers are often required, though you should speak with your business manager to confirm your company's policies.

 

How do you add a company logo to a purchase order?

You can include your company logo on a purchase order by going to the Settings page within Sortly, navigating to the Company Details section, and uploading your log in the Company Logo section.

 

Can I see or use a custom field on purchase orders and invoices?

Currently custom fields cannot be used in purchase orders or invoices, though we have plans to include that capability in the near future.

 

Can you set up vendors to choose from when creating a purchase order?

Yes, you can create Vendors within Sortly by going to the Settings page, navigating to the Vendor section, and adding the Vendor details. Once you have created a Vendor in Sortly, you can add them into a Purchase Order.

 

Can I create a report based on Purchase Orders I’ve created?

No, currently you cannot create reports based on Purchase Orders.

 

Are there limits to the Purchase Order Feature Preview? (What is a Feature Preview?)
Yes, the Purchase Order Feature Preview will not include the ability to integrate Purchase Orders with QuickBooks Online.