PO Details, Instructions & Addresses

Purchase Orders are automatically generated when approving a quote to create a job.

NB – Stand alone Purchase Orders can not be created in Brandengine – they must be generated by an approved quote. If adhoc PO’s (that arent linked to a quote) are required, we suggest you do this from your accounting program.

When you Approve and create a Job (in the quote), Brandengine groups products/services by supplier.

BE then generates 1 x PO for each supplier containing all “approved” products/services to be ordered from that supplier on that quote.

If ordered products are being decorated by the same supplier, Brandengine groups the product and decoration info together exactly the same way the quote has been configured.

Reference Information

At the top of the PO you will find Order instructions and reference info.

These include:

The PO and Delivery date which are editable via a calender.
The PO date auto fills based on the order generation date, but can be edited if needed.

Preferred shipping method and how the artwork will be supplied.
Both of the fields are drop downs that are custom populated/edited for your business needs in the Company settings of your version of Brandengine.

The details of your internal contact for the order (name, phone etc…)

The order Reference number
This is a system generated number and is made up of the orders Project Number ( P ) and Job Number ( J ).
The same number is applied to all PO’s generated by the same Quote.
If included in the Ship to address (see below) this can be used as a recipient cross check for when products are being (eg) decorated by a third party to ensure the correct decoration order is applied to the correct products.

Addresses

You are then presented with the address fields for the order.

The Vendor address details are entered/edited in the Vendors database record in the Address on PO field. This is an open text field with word processor style formatting. To add/change this info click on the Edit (Vendor Name)

Ship to is also an open text field with formatting tools. (shown here with the Reference number to be included on the con note by the shjpper)

Product details

The main body of the PO contains the details of the product/service being ordered.

For your convenience, the Cost Names entered in your quotes are transposed into the PO’s. This feature is provided so you can record product info (eg colour/size) and/or decoration info (position etc…) or any other relevant info in quote and it will flow through to the PO (and your production team) when ordering the product.
(These are the editable labels applied to each line item in the quote)

This first example is to the product supplier who is not decorating the items.

The 2nd example is to the decorator for the same items – note that BE has automatically included the products names and codes as an additional reference.

NB – Keep in mind – that as with Quotes – any BLUE field can be edited.

By default the product code and name will be treated as a header (bolded), whilst the line item details will appear as paragraph text.

This can be altered by clicking on the hamburger menu  to the left of the line item.

When clicked a drop down of options will appear enabling more editing functionality

Every entry can be relocated using the Move tool

More order related info that is not specifically product item related can be added to the Additional Instructions section

Instructions

This is a default block of text that appears on all PO’s and is configured/edited in Company settings and will as a result be specific to your business.

(eg)