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Send a PO and receive the goods

Written by the Jobivo team · Updated 3 min readMobile only
In this article (8)

Send an order to the supplier, then record what arrives, in full or in part.

What sending and receiving do

A purchase order starts as a draft. Sending it gives it a number and commits its value to the job. Receiving it records that the goods have arrived and moves that value from on order to the job's expenses.

You can receive an order all at once or a few lines at a time. What has not arrived stays on order until you receive it or cancel the order.

Where to start

Open the menu and tap Purchase orders under Purchasing. The list is grouped into Late, On order and Drafts. Tap an order to open it.

You can also reach an order from its job: open the job, tap Financials and scroll to Purchase orders.

The Purchase orders list scrolled to show orders on order and one draft, each showing its supplier and job

Order the materials a job still needs

On a job's Financials tab, a line in orange under Costs counts the materials that are not on an order yet. Tap it and Order from the costs opens with those materials ticked.

Choose the Supplier, untick anything you are not ordering now, and tap the tick. A draft order opens with its lines filled in.

The Financials tab of job Replace hallway radiator scrolled to Costs, with an orange line reading 1 material not on an order

Send the order to the supplier

On the draft, tap Send to supplier. Choose how it goes. Email followed by the supplier's name sends the PDF and a link. Share link opens the share sheet so you can send the link yourself. Mark as ordered sends nothing, for an order you placed by phone or at the counter.

If you chose email, check the address and tap Send. The address is filled in from the supplier's record and you can change it.

A draft purchase order for Northgate Plumbing Supplies with two lines, and Save draft and Send to supplier in the bottom bar
The Send chooser open over the draft order, listing Email Northgate Plumbing Supplies, Share link and Mark as ordered
Send to supplier, then choose how the order goes.

Each way marks the order Sent and gives it its number. The line under the title now shows the amount committed and the expected date. To send it again later, tap Resend.

Receive the goods

When the delivery arrives, open the order and tap Receive…. Receive goods lists each line with how many are outstanding.

For each line that arrived, tap All to receive the full quantity, or type the number that came in the Receive field. The note under the lines shows how much moves to Expenses and how much stays on order. Tap the tick.

A sent purchase order with PDF, the link button, Resend and Receive… in the bottom bar
The Receive goods sheet with two lines: the first with its full quantity entered, the second left empty, and the note below showing an amount that moves to Expenses and an amount that stays on order
Receive…, then enter what arrived on each line.

When only part arrives

Receive the lines that came and leave the rest empty. The order becomes Part received. The line under its title shows what is still on order and names what is still to come, and each line of the order says whether it was received.

When the rest arrives, tap Receive… again. Only the outstanding quantities are listed.

A part received purchase order: the line under the title reads Part received with an amount still on order and the name of the missing item, and one line is marked received and the other still on order

Cancel an order

Open the order, tap the three dots at the top right and tap Cancel order. Confirm with Cancel order, or tap Keep to leave it as it is.

Cancelling releases the order's committed cost from the job. It does not tell the supplier, so let them know yourself.

A draft that was never sent has Delete draft in the same menu instead.

A sent purchase order with the three dots menu open at the top right, showing Preview and Cancel order

After the order is received

The order shows Received and its cost has moved to the job's Expenses. On the job's Financials tab the amount counts as spent, no longer as on order.

In the Purchase orders list, received and cancelled orders are kept behind See all done at the bottom.

More in Costing & purchasing →

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