Purchase order settings

To set up your purchase order numbering;

• Click on 'Settings' and go to the Documents tab

• Select Documents Types tab and then select Purchase Order under Document Type.

• Enter your purchase order prefix e.g. PO and the number that you'd want this purchase order to start at

• Click on 'Save Changes'

Now that you have set your prefix and number, going forward, new Purchase Orders created within the system will follow this numbering system.

Note: You may want to start the purchase order numbering after the last purchase order you created in your accounting system. Once you start to use Coreloops for purchase orders and sync to your accounting system, this may interrupt the numbering you have set up in your accounting system.

Creating Purchase Orders

To create a purchase order:

• Head over to the Documents tab in the navigation menu

• Click on Add and then select "Create Document"

Now let's set up your purchase order.

• Select the document type as purchase order.

• Add line items (Shift + N) and fill in the values for each line item

  • Enter the item description, quantity, unit and unit rate for each line item.

  • You can then set the VAT rate

  • You can set discounts to be applied before (recommended) or after VAT

• You can link each line item to a specific project and cost code

Note: You can split this purchase order and allocate each or several line items to different projects and/or cost codes.

• Update the issue date and due date if needed

• Select the supplier you want to send this purchase order to.

Set Delivery Details

To set a delivery address and details

• Navigate to the Delivery Section of the Information section

• Click Delivery Address and enter the delivery address. By default, the project site address is already filled in. Enter contact details & delivery instructions

Approve & Send Purchase Order

Finally, once you've completed the purchase order and it's ready to send to your supplier

• Click on the approve button then click "Send Document”

• Review or update the message to your supplier

• You can choose to send a copy to yourself by checking the option at the bottom.

Default Attachments on Purchase Orders

Terms and conditions and other default documents are now automatically attached to all purchase orders when sending. When you open the Send Purchase Order modal, you will see the attachments listed — you can remove any attachment or add new ones using the + button.

To configure which documents are attached by default, go to Settings → Documents → Document Types tab. Select the document type (e.g. Purchase Order) and upload your default attachment.

Purchase Order Notes

Notes are now included on the purchase order PDF. When you create or edit a purchase order, the Notes section appears in the right-hand sidebar under the Information tab.

You have two options for the notes source:

• Use company default — Pulls in the default notes set in Settings → Documents → General → Purchase Order Notes. Any changes to the company default notes will automatically apply to future POs.

• Custom — Enter a note specific to that individual document.

To set or update the company default notes, go to Settings → Documents → Document Types and scroll to the Purchase Order Notes section. Update the Default Notes field and save.

If you have already created a purchase order and want to pull in updated notes, click the Refresh PDF button on the document view.

Searching for Suppliers and Contacts When Sending

When sending a purchase order by email, you can now search for suppliers or contacts directly in the To field. Type the supplier or contact name and select from the autocomplete dropdown — Coreloops will automatically populate the email address saved against that supplier or contact.

Note: If a supplier does not have an email address saved, a No email warning will appear. Update the supplier's profile to add an email address before sending.