Create a purchase order

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Create a purchase order

1. In ION, go to the Purchases page.
2. Click Create Purchase Order. ION creates the purchase order and opens its detail page.
3. Set the supplier on the purchase order using the Supplier field.
4. In the Purchase Order Lines card, click Add Line. For each line, set the part, quantity, cost, and any other details for the purchase.
5. Optional: attach a quality clause to a line so the supplier delivers against it. See Attach a quality clause to a line.

To buy a good or service you don’t track in inventory, leave the Part field empty on the line, or pick a part whose purchase type doesn’t create inventory. See Purchase types. You can print the PO at any status, including Draft. Use Print in the More options menu. See Manage a purchase order.

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Edit purchase order lines

You edit lines directly in the Purchase Order Lines card. Line editing is available while the PO is in Draft. Once the PO moves past Draft, the lines card is read-only, so return the PO to Draft to change a line. To edit a cell, click it and enter the value. These cells edit inline: Part, Description, Supplier Part #, Labels, Qty, Unit Cost, Fee Exempt, Quality Clauses, Need Date, and ETA. Total Cost, Qty Received, and Receipts are calculated and not editable. The Supplier Part # cell lists the part’s supplier parts with the supplier’s name and cost under each supplier part number, so you can tell dual-sourced options apart. Picking one doesn’t change the line’s Unit Cost. For how a supplier part’s cost is set, see Manage suppliers. The Status cell shows each line’s status. While the PO is in Draft, the cell opens a menu to Cancel a line or return a canceled line to Draft. You can’t set a line to any other status.

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Act on selected lines

Select one or more line checkboxes to open a toolbar with bulk actions:

• Copy duplicates each selected line on the same PO. Available only while the PO is in Draft.
• Change Attributes opens a command bar to set a field or custom attribute across all selected lines at once.
• Add OSP Run links the line to an outside-process run step. Available when you select one line whose quantity is zero.
• Cancel Line cancels the selected lines. Available only when every selected line is in Draft.
• Delete permanently removes the selected lines. Available only while the PO is in Draft.

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Delete a line

To remove a single line, select its checkbox and click Delete in the toolbar. Deleting is permanent and available only while the PO is in Draft.

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Attach a quality clause to a line

A quality clause is a requirement the supplier must deliver against. You attach clauses per line in the Quality Clauses cell.

1. In the Purchase Order Lines card, click the Quality Clauses cell on the line.
2. Search for a clause by its reference name or title, then select it to attach it. Repeat to attach more than one.
3. To remove a clause, reopen the cell and clear the clause from the selection.

Quality clauses are defined in Settings. See Manage requirements.

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Comment on a purchase order

Use comments to leave notes on the PO or on a specific line. Type @ in a comment to mention a teammate.

• To comment on the whole order, use the Comments card on the PO detail page. Enter your note and post it.
• To comment on a line, click the message icon in the line’s Comments column. A Comments panel opens on the side where you can read and add notes for that line. The icon shows a count when a line has comments.

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Add labels to a purchase order

Labels are shared tags you apply across ION to group related records. For creating and deleting labels in the shared library, see Labels. To add a label, click Labels (or Add labels when the purchase order has none), then type in the Search or create labels… box and select it. To remove one, click the X on the label.

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Attach files to a purchase order

Attach files such as images, PDFs, and STEP/STP files, up to 100 MB each.

1. On the purchase order, find the Attachments section.
2. Add a file by dragging it onto the upload area, clicking to browse, or taking a photo on a device with a camera.

To remove a file, click its delete control and confirm.

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Mark a purchase order paid

The Paid toggle sits in the Purchase Order Lines card header, next to Add Line. Turning it on records the order as paid. Each line also carries its own Paid toggle in its row. Both stay editable regardless of the PO’s status.

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Add fees to a purchase order

Fees cover charges that aren’t tied to a single line, such as tax or shipping.

1. On the PO, find the Fees card and click Add Fee.
2. In Add New Fee, enter a Fee Name.
3. Choose Fixed Amount or Percentage, then enter the amount or percentage.
4. Save the fee. It joins the Fees Total in the Cost Summary.

Fees can be added or removed only while the PO is editable. To remove one, delete its row in the Fees card.

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Add supplier instructions and custom attributes

The Additional Information card holds a Supplier Instructions field for notes the supplier should see, along with any custom attributes your org defines for purchase orders.

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Set an external reference

Set the External Reference field in the purchase order’s Purchase Order Information section to link the PO to an identifier from another system, such as an ERP PO number.

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Reuse an order

To start a new purchase from an existing one instead of building it line by line, open the source PO and click Duplicate in the More options menu. ION copies the order into a new Draft PO you can adjust and submit. See Manage a purchase order.

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Manage a purchase order

The More options menu in the PO header carries actions beyond the status buttons:

• Email opens an email to the supplier with the PO details.
• Print opens the print preview, where you can print or save the PO as a PDF.
• Duplicate creates a copy of the PO you can adjust and submit as a new order.
• Return to Draft reopens a submitted PO for editing. It’s available once the PO is submitted and before it’s received or canceled.
• Cancel PO cancels the order and all its lines, under the same conditions as Return to Draft.
• Delete permanently removes the PO. It’s available only while the PO is in Draft.

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Related

• Purchase order statuses
• Approve purchase orders
• Receive parts