Managing Purchase Order Types

Purchase Order Types categorise your spending - tyres, repairs, fuel, office costs - and control who can approve what, since approval limits are set per type. This article covers creating, editing and archiving types.

Where to find them

Go to Settings > Purchase Types. The list shows each type's Code, Label and whether it is the Default, with filters for All, Active and Archived types.

Creating a type

1. Click the button to add a new type.
2. Enter a short Code and a Label - the label is what users see when creating a purchase order.
3. Tick Default Type if new manual POs should start with this type selected.
4. Save.

What types affect

• Approval limits - each user's £ approval limit is set per type, so the type on an order decides who can approve it. An order needs a type before it can be approved - see Purchase Order Approvals.
• Reporting - the Purchase Orders - Spending by Type report breaks your purchase spend down by these types.
• The default - the default type is pre-selected on the New Order form, and can be changed per order.

Archiving a type

Deleting a type archives it rather than removing it: it disappears from the dropdowns on new orders, but existing orders keep it and it still appears under the Archived filter, so your history and reports stay intact.

Common questions

• Can I change the type on an existing order? No - the type is set when the order is created, so pick the right one on the New Order form.
• Why does an order without a type get stuck in approval? Approval limits are per type, so an order with no type cannot be matched against anyone's limit - and the type cannot be added afterwards. Reject it and create it again with a type.

Related

• Getting Started with Purchase Orders
• Purchase Order Approvals