Configure purchase orders

Purchase orders that you receive from your clients can be displayed on invoice PDFs using two different methods in Hiro.

If a purchase order you receive from a client relates to works that will be billed across more the one invoice (e.g., you will be issuing milestone claims), you can store the purchase order details directly on the job. This will enable the purchase order to be prefilled when you raise an invoice on that job.

Otherwise, you can manually specify a purchase order for just one invoice.

Store purchase order on project

Purchase orders can be added to a job at the phase level on its work schedule (learn more about what work schedules are here). Each phase can have its own purchase order, enabling you to store multiple purchase orders on a single job.

You can add a work schedule to a job either during initial lodgment, or by editing the project after lodgment. To add a purchase order to a job after it has already been lodged:

1. Within the Projects module, navigate to the Edit Project Details page.
   
   
2. Select the job that you wish to add a purchase order to, and click the "Next" button.
   
   Unless you are a Hiro Global Administrator, or otherwise hold the appropriate Hiro privilege (refer here for more information), you will only be able to see projects that you are a captain of.
   
   
3. Click on the "Work Schedule" tab along the top of the page.
   
   
   
   
4. Either add a new phase to the work schedule by clicking the blue "Add phase" button, or click the "Edit phase" button that appears at the bottom of the table for the relevant existing phase that needs to be changed.
   
   
5. In the popup that appears, enter the purchase order and click the "OK" button.
   
   
   
   
6. Click the "Save" button to confirm the changes.

Add purchase order to invoice

Purchase orders can be added to an invoice, either from the information stored on a job's work schedule, or by manually specifying a purchase order for just one invoice:

1. Within the Financial module, navigate to the Invoices page.
   
   
2. Click the blue "New invoice" button.
   
   
   
   
3. In the top left corner, search for and select the job you want to raise an invoice for. 
   
   Unless you are a Hiro Global Administrator, or otherwise hold the appropriate Hiro privilege (refer here for more information), you will only be able to create invoices for jobs that you are a team member of.
   
   
4. In the "Purchase Order" dropdown, select the appropriate purchase order you wish to apply to that invoice. Note that you can select any of the existing purchase orders from any of the job's phases, regardless of which subtasks you enable for invoicing in the line items underneath.
   
   
   
   
5. If the purchase order you need to apply to this invoice is not already stored on a phase on the job's details, and you only need the purchase order to apply to this single invoice, you can specify the purchase order manually:
   
   
   1. Click the "Purchase Order" dropdown and select "Other..."
      
      
   2. In the textbox that appears underneath the "Purchase Order" dropdown, enter the manual purchase order for this single invoice.
      
      
      
      
   3. A message will appear advising that this manually entered purchase order will only apply for this single invoice. Click "OK" to confirm.
      
      
6. Enter the remaining details of your invoice and save.