About purchase orders in Reckon One

Learn about how to use purchase orders in Reckon One to place orders with your suppliers before billing.

About purchase orders

A purchase order lets you formally manage your buying process before goods or services are received. Rather than jumping straight to a bill, you create a purchase order to confirm exactly what you’re ordering from a supplier - including items, quantities, prices and delivery expectations.

Once you’ve created a purchase order, you can send it to your supplier and convert it into a bill once the goods arrive.

Using purchase orders gives you:

• Budget control - know what you’ve committed to spend before your suppliers request payment.
• Accurate record-keeping - every order is tracked from request through to billing.
• Better inventory visibility - see outstanding quantities across your active purchase orders, so you know what’s on its way.

How it works

You must enable purchase orders in your book to use them. If you have money out approvals enabled, these will apply and any purchase order that's created will need to be approved before it can be converted to a bill.

You can convert a purchase order to one or many bills. For example, if you have multiple items in the one purchase order and they come at different times, you can convert each item to a bill separately. The purchase order will be given a status of Partially billed until you either bill all items or manually mark the purchase order as Closed.

If you're on the Reckon Ultimate plan, you may also convert many purchase orders to the one bill. When you have open or approved purchase orders for a given supplier, you'll be notified and given the option to add the purchase orders to any bill you create for that supplier.

Enable purchase orders

To enable purchase orders:

1. Click the Administration menu (cogwheel icon), in the top right of Reckon One, then select Settings.
2. In the Day to day section, select Money out.
3. Click Purchase orders to expand the section.
4. Next to Enable purchase orders, select Enabled.
5. (Optional) Change the Purchase order prefix. This is added to the front of every purchase order number (for example, 'PO').
6. (Optional) Change the Next purchase order number. If you leave this field blank, numbering starts at 0001.
7. Click Save.

Purchase orders now appears in the Reckon One menu on the left, and you can start creating them straight away.

Disable purchase orders

To disable purchase orders:

1. Click the Administration menu (cogwheel icon), in the top right of Reckon One, then select Settings.
2. In the Day to day section, select Money out.
3. Click Purchase orders to expand the section.
4. Next to Enable purchase orders, select Disabled.
5. Click Save.

Purchase orders is then removed from the Reckon One menu on the left. Your existing purchase order records aren’t deleted - they’re just hidden until you enable the feature again.

Understand purchase order numbering

If you update the Next purchase order number:

• it can be changed at any time, and applies from the next purchase order you create
• it must be greater than the last purchase order number used, including any deleted purchase orders.

Read more

• Learn about how purchase order templates allow you to tailor your purchase orders for your business
• Learn how to create a purchase order