Purchase Orders

Overview

Purchase Orders allow you to order materials, consumables, PPE and other items required for a Job.

Like all records in JGID, a Purchase Order belongs to a Job. It cannot exist on its own.

The workflow is:

Client → Enquiry → Opportunity → Quote → Job → Purchase Order

What Can Be Ordered?

Purchase Orders can be created for:

Materials
Consumables
PPE
Instruments

These are all physical items or hire items that are purchased from a supplier.

Note: Services cannot be ordered using a Purchase Order. Labour performed by your own employees is recorded using Worksheets and Timesheets against a service item.

Creating a Purchase Order

Purchase Orders are created from within a Job.

Open the Job.
Select Order.
Select the items you wish to order.
Click Order Complete.

JGID creates a Purchase Order linked to the selected Job.

Managing a Purchase Order

Each Purchase Order has its own sequential Order Number.

You can:

Add an Alternate ID.
Enter a descriptive title.
Select a supplier.
Update the delivery address.
Add delivery instructions.
Record tasks and notes.
Preview the Purchase Order.
Download a PDF.
Save it to your cloud storage.
Send it to the supplier.

We recommend giving each Purchase Order a meaningful title so it can be easily identified without opening it.

Purchase Order Statuses

Purchase Orders move through three main stages:

Ordered

The Purchase Order has been created and is ready to send to the supplier.

Shipped

The supplier has dispatched the goods.

Received

The goods have been received.

Receiving an order updates your stock levels for stock-controlled items.

Cancelled

You can also cancel a Purchase Order if it is no longer required.

Sending Purchase Orders

Purchase Orders can be emailed directly from JGID.

However, the Purchase Order email template is intentionally simple.

For a more professional presentation, we recommend downloading the Purchase Order PDF and sending it using your normal email application.

Best Practice

Create Purchase Orders directly from the Job.
Give each Purchase Order a meaningful title.
Mark orders as Received as soon as the goods arrive.
Keep delivery instructions up to date for suppliers.

Ordering Contractors
Managing Stock
Jobs
Daily Labour Summary (DLS)