This app lets users create, manage and send purchase orders within Unity. We've also connected the Quotes module to Purchase Orders, so you can easily convert your quotes straight into Purchase Orders with just one click!
Plus, we've also built an integration with Xero, so all your PO's will be copied onto each works job in Pulse.
Creating a Purchase Order
You have three options for creating Purchase Orders in Crunchwork:
Create directly from a quote. We recommend this first, as it will help save you time in adding line items! To convert a quote into a Purchase Order, submit your quote, then use the "Create Purchase Order" button to continue.
Create directly from a job. For example, if you need to create a Purchase Order for a particular job in your project, use the "Create" button and choose "Purchase Order". This will open up a new page in Purchase Orders with the job details populated in all the required fields.
On the "Edit Job Schedule" page when converting a quote into a Gantt chart. If you use our job schedule for any jobs, follow the steps in this guide here to convert your quote into purchase orders separated by line item type.
Use the purple button on the left hand side of the page to get create a new purchase order.
The next page will ask you to fill the "Main Details" of the purchase order. Each field is linked to it's relevant counterpart in other Unity apps so you can search and select data instead of manually entering.
After assigning the relevant data to your Purchase Order details, click on "Addresses" to expand the page and fill who the Purchase Order is for.
You can use the "Duplicate For Data" button to pull across the details in the "To" section into the "For" if needed.
Adding Line Items
Use the "Add Group" button to get started adding line items to the purchase order.
A group is a way to add line items by category (your categories should be configured via your Catalog app.) For example, you could have "Kitchen" as the category for your group; this will load all predefined line items from your Catalog associated with "Kitchen". Use the "Label" field to describe the group of line items you are adding - this will appear on the final purchase order. In this example, we've used "Tile Repair" to describe the line items being used.
You can use the "Add to Invoice" button to link this group to a new invoice to save double-handling data entry.
Once you've added your group, you can continue to edit existing items and add new items. Use the "Show Reconciliation" toggle in the top right corner to add reconciliation if needed.
Further down the page you can view the budget panel which includes cost breakdown by type (Labour, Material, Travel), and manage the allocation of budget to each type.
Use the allocation fields on the right side of the page to change the costs per type.
Don't forget to hit "save" every time you make a change! Hint, it's in the top right corner of your page.
Reconciling Your Purchase Orders
Just above your line items, you might have noticed the "Show Reconciliation" toggle, next to "Compact View". Just hit the button to use it.
Syncing to Xero
Our Xero integration is instant - just hit the button in the top of your page to send your Purchase Order to Xero.
Attachments and Notes
Your attachments and notes will print with the PDF.
Use the checkboxes to choose what you'd like to include on your PDF. Our Xero integration will ignore these, and send the whole PO through.
Got questions? Let us know by hitting the question mark at the top of your page.
For the full web site, click here.