The Purchase Order (PO) number is a unique identifier assigned to a purchase order, confirming the buyer's intent to proceed with the purchase. Here’s how you can effectively manage PO numbers in Productive.
Adding a PO Number to a Sales Deal
When creating a sales deal for a buyer, you can insert a PO number by following these steps:
Open the deal sidebar and select the General deal info tab (marked by the home icon 🏠).
Scroll down to Deal details.
Select Edit details.
In the edit form that opens, you have the option to change or add the PO number. This ensures that all necessary details are recorded accurately from the outset.
Transferring PO Numbers to Budgets
After a sales deal is won and a budget is created, the PO number is automatically transferred to the newly created budget. This seamless transfer helps maintain consistency and accuracy across financial documents.
Transferring PO Numbers to Invoices
When creating an invoice from the budget, the PO number is automatically transferred to the invoice creation form (invoice draft) and then to the invoice itself. This automatic transfer saves time and reduces the risk of errors.
Recurring Budgets
For recurring budgets, you can choose whether to automatically copy the PO number from the original budget into each new occurrence.
When setting up the recurring budget, select Copy the Purchase Order Number to ensure every new budget includes the same PO reference. If this option is left unchecked, only the first budget will include the PO number, and you’ll need to add it manually to future occurrences.
Recurring Invoices
For automatically created recurring invoices (from recurring budgets), the PO number will transfer to the invoice draft if it exists on the budget at the time the invoice is generated.
If the recurring budget is set to copy the PO number, the invoice will include it automatically. If not, you’ll need to add the PO number manually to each invoice draft after it’s created.
Conclusion
Effectively managing PO numbers in Productive helps simplify your financial processes and ensures all necessary details are consistently recorded across sales deals, budgets, and invoices.
While automatic transfers allow PO numbers to carry over to recurring budgets and the invoices generated from them, make sure to review your settings and manually add the PO number when needed for future occurrences that aren’t set to copy it.