Creating Purchase Orders in PartsManager

Derek Torres
Derek Torres

Important Note: PartsLedger is now PartsManager. PartsManager retains all of the parts purchasing and warehouse management automation benefits of its predecessor. To read more about this exciting change, click here.


A Purchase Order in PartsManager, formerly known as PartsLedger, is a document that you issue to your vendors. It indicates relevant information parts you want to buy, the quantity, and the price agreed upon.

Purchase Orders are used when you need to purchase parts from a vendor to complete a job or when you need to stock your inventory in a parts warehouse.


  • The supplier exists in PartsManager.
  • The receiving warehouse exists in PartsManager.

Creating a New Purchase Order

  1. Navigate to Purchasing.
  2. Click Purchase Orders.
  3. Click the “+ New” Button.
  4. Select a Vendor and Warehouse.
    • After selecting a Vendor and Warehouse, the Shipping and Billing address autofill to the addresses of the vendor and warehouse, respectively.
      If you need to change the Billing Address, click the + button on the right of the current Billing address.
  5. Select the Template that you would like the purchase order to apply.
  6. Select the Delivery Date
    • the expected date of sales order or delivery of items.
  7. Select the Issue Date
    • the day the transaction will be posted to GL Journal.
  8. If you use reference numbers as identifiers for Sales Orders, enter the Sales Order number in the References box.
  9. Click Inventory Account and select the account that the items will be received to before they are sent to Accounts Payable.
    • For example, if you have an account named Materials for various materials used on a Sales Order, you would change the Inventory Account to Materials.
  10. Click the Currency drop-down and select the currency for the Purchase Order that you will be using.
  11. If there are any notes or attachments that need to be added to the Purchase Order, add attachments in the Attachments box and notes to the Notes box.
    • Note: All Purchase Orders will be emailed from null <>, so we recommend you put your reply email in the notes of the Purchase Order.
    • Attachments are for internal use only. They will NOT be sent to the customer.
  12. Adding an Item to a Purchase Order is a required field, follow the next step(s) to complete creating a Purchase Order.

Adding Items to a Purchase Order

  1. Select the Item drop-down and enter the item name or select the item that you want to add to the purchase order.
  2. If there is a pre-written item description, it will autofill in the Item Description box. If there is no description or an incorrect description, enter it in the item description box.
  3. Click Quantity and enter the quantity of the item.
  4. If there is a preset amount that item is priced on the Item's Amount (cost) then the Amount will autofill. If not, then enter the desired amount in the Amount box. This amount must be greater than 0.
  5. Click the Tax Code drop-down and select the tax code that you would like to have the item attached to on the Purchase Order.
  6. If there is not a tax code but a tax amount, enter the tax amount in the Tax Amount box.
  7. Click + Line, to add a line item and repeat steps 1-6 for any additional items you would like to add to the purchase order. Clicking the Trash Can Icon removes the line item.
  8. Once all items have been added to the purchase order, click the blue Submit button at the bottom of the page to create the purchase order.

Editing Purchase Orders

The following article will walk you through editing a Purchase Order.

Linking Purchase Order Items to a ServiceTrade Job

The Direct Purchase for Sales Order Toggle allows you to link Purchase Order items to ServiceTrade Job Items. Click the following link to learn about Linking Purchase Order Items to ServiceTrade Job Items.

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