Create a purchase order in Reckon One

Learn how to create a purchase order in Reckon One, so you can confirm exactly what you’re ordering from a supplier before billing them.

Before you start

You’ll need to enable purchase orders in your book first.

Create a new purchase order

To create a purchase order:

1. In the Day to day menu (Money out section), select Purchase orders.
2. Click Create.

This opens a new purchase order in Draft status, with a purchase order number assigned automatically.

Add supplier and order details

At the top of the purchase order, enter the following details:

1. From the Supplier dropdown, select the supplier you’re ordering from. Once selected, click View details to check or update the supplier’s details without leaving the page.
2. Enter the Date the purchase order is raised. This defaults to today’s date, but you can change it.
3. (Optional) Enter an Expected delivery date, if you know when the goods or services should arrive.
4. (Optional) Enter a Reference code, if you use one to track this order. This may be an internal code, bank transfer code, code for a specific project, or some other tracking code.
5. (Optional) If classifications are enabled, you can enter a Classification for the order, to track the order to a particular location, department, cost centre, or other category you choose.

Add items to the purchase order

Next, use the grid to add details of the goods or services you're ordering.

You must enter either an Item or a Description In each row (unless it’s a text-only row). The Subtotal, Tax and Total at the bottom of the grid is auto-calculated for you.

Customise the information shown in the table

When adding goods or services, the columns that appear depend on your plan and settings. Click on the Show/hide columns button to customise the columns you see while entering data.

Choose whether the amounts include or exclude tax

Use the dropdown next to the Show/hide columns button to choose whether amounts in the table are Tax exclusive (net) or Tax inclusive (gross).

Add and remove rows

Click Add row to add brand new rows (including text-only rows) or click Add from last purchase order to see a list of rows from your last purchase order to add.  

To remove a row, click on the Remove item icon (rubbish bin) at the end of the row. A purchase order must have at least one row and you cannot remove the last available row. 

Add multiple items

To add multiple items in one go, click Add multiple items.

Add notes and a delivery address

1. (Optional) Enter any additional information for your supplier in the Notes field.
2. (Optional) Enter or update the Delivery address for the order. This defaults to your business address and you can change it if you like (click Revert to default to restore to your default business address).

Attach files

1. (Optional) Drag and drop files into the Attachments area, or click select manually to choose files from your computer. You can attach doc, docx, xls, xlsx, tiff, pdf, jpg, jpeg, png and gif files, up to 25MB in total.
   1. To include the attachments when the invoice is emailed, turn on the Shared toggle. By default, the toggle is turned off for each file that you attach.
   2. To delete an attachment, select the Remove item icon (rubbish bin) next to the file.

Save the purchase order

1. Select the Save & close button in the top right to save and return to the purchase order list, or select the arrow next to the Save & close button and choose one of the options in the dropdown menu: 
   • Save & new to save and create a new blank purchase order
   • Save to save and keep editing

If approvals are enabled, the purchase order will now have a status of Draft. If approvals are disabled, it will have a status of Open.

Change the purchase order template

If you've selected a default purchase order template, this will automatically apply when you create a purchase order. To change the purchase order template for this purchase order:

1. From the purchase order creation screen, click on the Actions icon (3 dots), then select Change template and choose the template you’d like to use for this purchase order.

Read more

• The next step is to send your purchase order
• Then you'll convert the purchase order to a bill when you receive the goods or services
• Learn about how purchase order templates allow you to customise your purchase orders