Purchase Edit- Screen Guide

Purchase / Contract Detail Tabs

The Purchase screen is organised into multiple tabs, each providing access to financial, operational, and audit information related to the individual purchase.

The available tabs include: Details, Payments, Delivery Details, Notes, Certificates, and Activity Log.

Details Tab

The Details tab contains the core information for the purchase or contract.

Supplier information - select a supplier or edit an existing supplier by hitting the pencil icon, use the green refresh button to update the list.
Order number - PO number can be changed prior to linking to the accounting system.
Status - Order status used as a draft status type, invoice received is a confirmed setting, some lists will not include orders.
Layout - Service is default layout, if you are using item orders with inventory in your accounting system there is an item selection in this list also, generally this will always be a service invoice.
Category - this is a custom list used as a tool for differentiating between orders.

Table Options

Copy Down - Similar to other places this button allows a user to copy the selected cell to the cells below
New - add a new line to your purchase order
Refresh - refresh the table
Export - export the purchase detail table to various outputs
Search - search the PO table, works for many columns, use spaces between words to search multiple columns
Other Functions
- Detail and Header line setting - set selected lines to heading or detail lines
- Insert above selected - helpful for inserting lines above selected rows for purchases that have many detail rows
- Delete selected rows - used to delete more than 1 row at a time, the delete button handles one row instead.
- Create email from selected - create an email with a table listing the selected rows, good for supplier quotes.
- Paste from Clipboard - paste clipboard into purchase table

Copy/Paste format:

Trade	Cost code	Reference	Description	Qty	Units	Rate	Amount	Tax code	Header level 1 or 2
1	LA-LABOURS	10100-Project Manager	Header	0	item	$0.00	$0.00	GST (10%)	1
1	LA-LABOURS	10100-Project Manager	teast	1	item	$100.00	$100.00	GST (10%)	0

Priced Items - Used to insert items from your price list into a purchase order
Add from recently used - Add lines that have been used before, a list of past items entered into purchase orders.

Table

Job association - bottom table, a purchase can have one or many jobs on the same purchase order, choose the job in the job column for each line.
Description and scope
Financial values and totals

Payments Tab

The Payments tab tracks all payment activity associated with the purchase or contract.

Payment dates
Outstanding balances

This tab provides visibility into financial commitments and cash flow for the individual purchase order, this tab is updated automatically via information provided by the accounting system.

If your purchase order is not linked to the accounting system, a user can manually add payment details in this tab.

Delivery Details Tab

The Delivery Details tab captures logistical information for materials or services.

Delivery addresses
Delivery instructions
Contact details
Required delivery dates

Useful for coordinating site deliveries and supplier communication, keeps track of delivery history for each line, can be managed from mobile application.

Notes Tab

The Notes tab allows users to add internal or external notes.

General comments
Instructions or clarifications
Communication history
Attachments

Helps maintain context and documentation for the purchase, this is where drag/drop attachments are stored, if you need to edit or remove an attachment check the notes tab.

Certificates Tab

The Certificates tab stores compliance and documentation records for the associated supplier

Insurance certificates
Compliance documents
Expiry tracking

Ensures suppliers meet regulatory and insurance requirements.

Activity Log Tab

The Activity Log tab provides an audit trail.

Record creation and updates
User actions
Status changes
Timestamps for activity

Tips

Use the Details tab for setup and core edits
Keep Delivery Details accurate for site coordination
Use Notes to document key decisions
Review Activity Log for troubleshooting or audits