Planyard Purchase orders

In this article you will find an introduction to Purchase orders in Planyard

Table of contents

  1. Introduction
  2. Create purchase order
  3. Issue purchase order

Introduction

The Purchase Order feature in Planyard simplifies creating, issuing and managing purchase orders for your project. In terms of terminology; a purchase order in Planyard consists of ordering materials or goods to the site. In Planyard you can also manage subcontracts, which, in contrast to purchase orders, involve managing the services ordered to the site. You will find information on subcontractor management HERE. 

The Purchase Order functionality interlinks directly with the project budget, as soon as a purchase order has been created, the committed cost for the project budget will update automatically with the corresponding amount. 

Project budget

When creating a purchase order, you utilise the project budget to create your list of goods or materials. This allows for the committed costs to be updated automatically, as soon as a purchase order has been created. 

Create purchase order

When creating a purchase order, you will utilise the Planyard purchase order template. This template is designed to resemble those commonly used when emailing vendors. The process of creating a purchase order is quick and easy to learn. 

How to create a purchase order

While inside the project, click 'Purchase Orders' in the project menu row, then click 'Create Purchase Order'. From here, add all information regarding the purchase order template. 

Purchase Order Information

    •  

    Purchase Order Name: Enter the name of the purchase order. If you are sending the purchase order directly from Planyard, the purchase order name will be shown as the email subject. 

  1. Purchase Order Number: Every purchase order created is automatically assigned a unique PO reference number based on the project number. This reference number is essential for automatically matching incoming invoices with the correct purchase orders, significantly simplifying the invoice processing workflow.

  2. Description: Add information to the vendor. Think of this as the text you would add to an email that you would send to your supplier. 

  3. Delivery Address: If the project has an address added, this will be pre-filled; otherwise, add the delivery address.

  4. Delivery Date: Add the delivery date if needed.

  5. Select Supplier or Subcontractor: Find the vendor in the contacts list; you can search in the dropdown by typing. If the vendor is not added, click 'Add New Company' to the right.

  6. Select Supplier or Subcontractor Contact: Select the contact person with the vendor; if there is only one contact added for the vendor, that person would automatically be selected. If the contact person is missing, click 'Add New Contact' to the right.

  7. Select who will be the Purchase Order Contact Person: Select who from the project should be the contact person for the purchase order. The contact person's details will be shown on the purchase order document.

  8. Add documents: On the right-hand side you'll find the option to add documents to the purchase order, documents will be displayed internally as attachments.

Budget line-items

In Planyard, when creating a purchase order, the list of goods and/or materials being ordered is directly derived from the budget line-items specified in the project budget. This ensures that the items ordered are aligned with the planned expenditures and needs outlined in the project’s financial framework.  

You select your line-items by either using the dropdown box to select one at a time, or, you can click 'Select in bulk' to get a full overview of your budget which enables you to select multiple items at once. When using the 'Select in bulk' option, all lines will have committed costs shown to the far right, indicating whether or not any orders have been placed for the line-item. To select line-items, check the box to the left. After line-items have been selected, click 'Update selection'. 

For each line-item selected, the following information will be visualised: 


  1. Line-item: Displays line-item code and name.
  2. Unit: Visualises unit of measurement
  3. Quantity: The estimated quantity will be added automatically, adjust this if needed.

  4. Unit price: The estimated unit price will be shown in this column, can be adjusted if needed. 

  5. VAT: Add vat if needed. 

  6. Total Cost: Visualises the total cost. 

  7. Red cross: Click this to remove the line item
  8. Three blue lines with a plus sign: By clicking this symbol, you can do additional breakdown for the order without it having an impact on the main budget. So even if your budget item is very generic, you can still have the purchase order as detailed as you want. 
  9. Grey comment bubble: Click here to add a line-item description; the description will be shown in the purchase order document.
 

Once done with all the information, click 'Submit' to proceed.

Issue purchase order

Purchase orders can be issued directly form Planyard once the purchase order has been created. After creating a purchase order in Planyard, you will be redirected to an overview of your purchase order. From this page, you can send the purchase order document to the contact specified during its creation. To send the document, simply click the 'Send purchase order email' button located in the top right corner.

Additionally, Planyard offers the option to integrate with your own email provider for a more personalised experience. This white labeling feature allows emails sent directly from Planyard to appear as though they come from your personal email address. You can find more information on how to set up this feature HERE. If Planyard is not set up with white labeling, emails will still be sent, but the sender will be listed as 'Planyard No-reply'.

You can also download the purchase order to send it manually. Click 'Download PDF' in the top right corner and attach the PDF as an attachment.