Purchase orders

When you create a product sale for a client (e.g. prepaid vouchers, monetary gift voucher) then any prepaid vouchers or monetary vouchers are only released to the client’s account once that sale/invoice has been paid.

There may be scenarios, however, where you would like to release the prepaid vouchers or monetary vouchers to a client’s account prior to the sale/invoice being paid, in which case you can apply a purchase order and the prepaid vouchers can then be used immediately to book clients in. For example, if you’re working with a department or agency where you need to provide the services prior to receiving payment.

It means that you will need to follow up on the remaining unpaid sale (e.g. via the Dashboard > Unpaid Sales tab). The assumption when you use a purchase order is that the sale/ invoice will eventually be paid.

Note: you can also use the fulfill purchase order functionality on other product types. The prepaid vouchers and monetary gift vouchers would be the most common and they also trigger the system to release them onto the client’s account, which is why these 2 scenarios in particular have been covered.

Applying a purchase order

If you wish to apply a purchase order to a product sale, first create the product sale as per normal. Please refer to Creating a product sale article for detailed steps, but this is typically done via the Sales menu, or via a client’s profile via the New > Sale / Purchase drop down list.

Steps

1. Once you have a new sale ready as per Creating a product sale instructions

2. Enter a Purchase Order number, and you will then immediately see a Fulfill Purchase Order link appear
   
   

3. Click on the Fulfill Purchase Order link, and confirm that you wish to fulfill the purchase order (i.e. release the prepaid vouchers or monetary vouchers to this client’s account).
   
   
   

4. After the sale has been fulfilled, the fulfilled date appears, and you can now Email the invoice to the purchaser.
   
   
   
   

5. If the sale was for prepaid vouchers, those vouchers will now appear on the client’s account ready to be used.

   
   
   
   
   
   

6. If the sale was for a monetary voucher, that amount will now appear on the client’s account balance ready to be used.