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Adding Purchase Order (PO) numbers

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Zane P
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Before you begin Features mentioned in this article are part of our ongoing improvements to the Financial module. These features are gradually being rolled out to all accounts. So, they may not be immediately available to you.

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About PO numbers

To keep your financial records organized, you can add and update Purchase Order (PO) numbers directly on ad hoc invoices and credit memos that are unpaid or unsettled (open). With this feature, you can add any external reference numbers you use, helping to connect your offline and online processes. It also provides a clear reference that you and your members can both see. The PO Number field appears on an ad hoc invoice or credit memo once you enter a number, and it stays hidden until then.

Note As part of our ongoing improvements to the Financial module, you will soon be able to export the PO Number field as part of a Transaction Report export. You will also be able to add PO numbers to all types and statuses of invoices and credit memos. Keep an eye on our release page for updates.

To add PO numbers

Use one of the following methods:

  1. Create a new ad hoc invoice or credit memo from a member’s profile:
  1. Navigate to a member’s profile from the Profile List or by using the Search tool.
  2. From the Actions dropdown select Create Ad Hoc Invoice.
  3. Fill out the invoice or credit memo’s details and include a number in the Purchase Order Number field.
  1. Create a new ad hoc invoice or credit memo from the Profile List:
  1. Navigate to the Profile List and tag one or more members.
  2. From the Actions dropdown select Create Ad Hoc Invoice.
  3. Fill out the invoice or credit memo’s details and include a number in the Purchase Order Number field.
  1. Edit an open (unpaid or unsettled) ad hoc invoice or credit memo:
  1. Navigate to an ad hoc invoice or credit memo with a status of Open from the Invoice tab within a member’s profile, or select one from the Invoice List page.
  2. Select EDIT on the invoice or credit memo.
  3. Fill out the PO Number field and save your changes.

     

FAQs

Does this work for credit memos?

Yes, you can add PO numbers to newly created ad hoc credit memos or by editing an ad hoc credit memo with an Open (unsettled) status.

Who can see the PO Number?

Both admins and members can see the PO number directly on the invoice or credit memo.

Can I export these numbers for my reports?

While the field is currently for viewing and tracking on individual invoices, we are working on a future update that will allow you to export PO Numbers within your transaction reports. Keep an eye on our release page for updates.

 

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