Purchase Orders

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 essential 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 Enterprise plan 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

On the 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 Purchasing
  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.

 

 

Export a Purchase Order

When you are ready to export the Purchase Order to a PDF, navigate to the Purchasing tab, click on the Purchase Order you want to export, and click Export and choose PDF.

A PDF will be saved to your device and will look like this:

 

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

What is a Feature Preview?
Feature Previews are sometimes referred to as “Betas” and provide you with early access to features still-in-progress, so you can get more out of Sortly while we work to make the feature even better.

Is there an additional cost?
No, there is no additional cost to using a feature included in a Feature Preview.

How long will the Feature Preview be available?
At Sortly, our aim is to provide you with the best experience possible. We work to ensure that features made available through Feature Previews remain available to you. In certain circumstances, we may need to remove a Feature Preview; in the case where we remove a Feature Preview, we will notify you ahead of time.

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

 

 

 

 

 

 

 

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