Purchase Orders Overview

Purchase Orders in Fleetio are designed to help standardize Parts procurement through a purchasing workflow. Associating Purchase Orders with Vendors allows for detailed history tracking and cost reporting.

PERMISSIONS: Account Owners and Administrators can fully manage the Purchase Orders on your account, but Regular Users must be given Purchase Order permissions through their assigned Role. This includes granular level controls to Create/Update, Delete, View, and Receive/Approve.
Learn more in the User Types and Roles & Permissions articles.

Manage Purchase Orders

You can access Purchase Orders by navigating to Parts & Inventory > Purchase Orders from the left sidebar menu.

Purchase Order Stages

The Purchase Orders process may take place in four stages:

Open - for Purchase Orders in the creation phase, or those that have been rejected and need further editing

Approve - for Purchase Orders that are ready for approval/rejection, or those that have been approved and need to be purchased

Receive - for Purchase Orders that have been purchased but need to be received; also for Purchase Orders that have been received in full, but require additional action prior to completion

Closed - for Purchase Orders that have been 100% fulfilled and completed

Add a Purchase Order

Click the + Add Purchase Order button to initiate a draft PO.

Required and Optional Fields

There are no requirements to save a Purchase Order as a Draft, but in order to be submitted for Approval, it MUST include a Vendor (designated with Parts Classification) (1), Part Location (2), and at least one Line Item (3).

You may optionally identify Labels (4) and additional Price information (Discount, Shipping, Tax) (5).

Also optional, upload Documents (6), add a Description (7), and enter any Custom Fields. According to the PO stage, you may Save as Draft or Save and Approve (9).

Add Line Items to POs

A Purchase Order can contain an unlimited number of Line Items.

  1. Click the Add button (see Step 3, above)
  2. Select a Part from the drop-down list
  3. Enter the Unit Cost
  4. Enter the Quantity
  5. Click the Trash icon to Delete if necessary

NOTE: Line Items cannot contain Parts that are not active at the Part Location selected on the Purchase Order.

Purchase Order Details & Comments

The Purchase Order Details page displays the information you have entered, along with a section for Comments.

Purchase Order Status

There are 8 pre-defined Purchase Order Status options. You may change the Status options by going to Account Settings > Purchase Orders > Purchase Order Statuses.

  • Draft
  • Pending Approval
  • Rejected
  • Approved
  • Purchased
  • Received, Partial
  • Received, Full
  • Closed

Draft Save Options

When a PO is created, the Save options depend on User Permissions.

Save as Draft or Submit for Approval / Save and Approve:

PERMISSIONS: Account Owners and Administrators can Save as Draft or Save and Approve.  Only Regular Users without PO Approve permission will have the option to Submit for Approval ( Pending Approval Status).

Pending Approval / Rejected / Approved

PO’s that are Pending Approval can be either Rejected or Approved by Users with the appropriate permissions. Click the More Actions drop-down menu at the end of the row in the PO list, or Edit the PO and click the Reject or Approve button. 

Purchased Status

Once a Purchase Order has been Approved, it can be marked as Purchased. Click the More Actions drop-down menu at the end of the row in the PO list, or Edit the PO and click Mark Purchased.

Received Status - Partial / Full

A Purchase Order marked as Purchased is ready to be Received. You may Unmark as Purchased if needed, or click to Receive.

You will then see a form for entering the received values of each line item. 

To quickly receive ALL items on the order, click the Select All box (1), then Receive (2).

NOTE: The number field automatically populates with the number ordered, but you can change this value based on what was actually received.

If the number of items received is less than the number ordered, the Purchase Order becomes Received, Partial. The additional items may be received as they come in.

If the number of items received matches the number ordered, the Purchase Order becomes Received, Full.

IMPORTANT: The values entered on this form will automatically become inventory adjustments for your Parts.

After the Purchase Order is Received, Full it can be Closed. Click the More Actions drop-down menu at the end of the row in the PO list, or Edit the PO and click Close.

Reporting on Purchase Orders

Navigate to Reports > Parts > Purchase Orders List for several Purchase Order reporting options. There are two Layouts available: Group by Purchase Order and Split by Part.

TIP: Learn more in the  Reporting on Parts and Purchase Orders article.

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