How to Set Up Purchase Order Forms

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Email / Form Setup

To set up the layout of how your purchase order forms appear when you print or email them, go to System > Setup > Forms Setup > Purchase Order > Display Options and adjust the following options as required.

You may wish to Test how your settings apply as you go.

When you have finished adjusting settings, click Save.

Test how your settings apply

To test how your form settings apply to a real purchase order as you update them:

1. Access the purchase order, then click the Forms tab.
2. Select the purchase order form template from the Form drop-down list. Learn more in Assign form templates to appear when emailing a purchase order.
3. Click View. The form opens in a new tab.
4. Return to the Simpro Premium tab and go to System > Setup > Forms Setup > Purchase Order > Display Options.
5. When you update your purchase order form settings and save a change, return to the new tab and refresh the page to view how the updated settings have changed the layout of the form.

Learn more in How to Create a Purchase Order.

A range of fields can be added to the header section of purchase order forms to populate information from fields within Simpro Premium. The following fields can be added:

• Account: The supplier account listed on the supplier card. Access in People > Contractors, open a contractor and go to Profile > Settings.
• Branch Address: The branch address consists of the Street Address, Suburb, State, Postcode and Country listed on the branch on the supplier card. Accessible from People > Contractors, open a contractor and in Profile > Branches, open relevant branch.
• Branch Name: The Name listed on the branch. Accessible from People > Contractors, open a contractor and in Profile > Branches, open relevant branch.
• Date Ordered: The Date Issued on the purchase order.
• Date Required: The Date Due on the purchase order.
• Job Name: The name of the job that is associated with the purchase order. Accessible from the Details > Settings tab of the job.
• Job No. The number from the job that the purchase order has been assigned to.
• Ordered By: The name of the employee in Simpro Premium that sent the purchase order form.
• Project Manager: The Manager on the job associated with the purchase order. Accessible from the Details > Settings tab of the job.
• Reference: The Reference listed on the purchase order. This includes either the job number that the purchase order is assigned to or stock.
• Site Address: The Street or Postal Address on the site for the job that the order has been assigned to. Accessible from People > Sites and open the site.
• Site Contact: The Name of the site contact from the site for the job that the order has been assigned to. Access in People > Sites, open the site and go to Contacts.
• Supplier Fax No. The Fax of the site contact from the site for the job that the order has been assigned to. Access in People > Sites, open the site and go to Contacts.
• Supplier Quote No. The Supplier Quote number from the supplier quote that the purchase order was converted from.
• Supplier Name: The Name of the supplier that the purchase order has been sent to.
• Supplier Phone No. The Mobile Phone of the site contact from the site for the job that the order has been assigned to. Accessible from People > Sites, open the site and go to Contacts.

To set up the email template to appear when you email a purchase order:

1. Go to System > Setup > Forms Setup > Purchase Order > Email.
2. Under Use Default Settings:
   • Clear the check box to Customise purchase order email settings.
   • Select the check box to use settings defined in System > Setup > Forms Setup > General > Email Setup, including Request Read Receipt, Send CC of Email to Current User, From Name, From Address and CC to (email addresses separated by commas). Learn more in Email Setup sub-tab.
3. Under Email Template, adjust the default email Subject and Body to appear every time you send the form:
   • Adjust text in the email Body using the formatting options, for example, bold, italics, or underline, at the top of the text box.
   • Use the [projectType] field in Subject, so that if the Show as Estimate option is selected, the email subject updates to Estimate. Also, any reference to Quote in the form template is replaced with Estimate.
   • Any changes made here do not affect the supplier credit email template.
4. To insert information from Simpro Premium into the email template so that it is automatically retrieved from the system when you email the form, click to include the information in the Subject or Body, then click the field of information in the Insert Field list.
   • For example, rather than typing out your company email, click to insert the Company Email field to automatically retrieve the email address from System > Setup > Company.
5. When you have finished adjusting the email template and settings, click Save.

Note that some details, such as site fields and work order number are specific to work orders and shall not populate in the body of email sent from the Work Order invoice.

If you have entered text in System > Setup > Forms Setup > Email Set up > Email Template > Body, it is automatically added to the body text in this email template when you email a form.

Customise purchase order email settings

When you clear the Use Default Settings check box, you can customise your purchase order email settings with the following options:

Request Read Receipt	Select On to automatically request that the email recipient confirm their receipt of your email.
Send CC of Email to Current User	Select On to CC the logged-in Simpro Premium user sending the email. This sends the email to the primary email address entered in the user’s employee card file. The secondary email address is not used.
From Name	Enter the sender name to appear to the recipient of the email when sent from any Simpro Premium user. If left blank, the email uses the logged-in Simpro Premium user’s name as it appears in their employee card file.
From Address	Enter the sender’s email address to display to the recipient of the email when sent from any Simpro Premium user. The email address used in this field is that which the recipient can reply to. If left blank, the email sends from the logged-in Simpro Premium user’s primary email address located in their employee card file.
CC to (email addresses separated by commas)	Enter the email addresses, separated by commas, that you wish to receive all forms of this type emailed from Simpro Premium. This is the default CC. You can also select additional CC in a job in the Forms tab.

When you have finished adjusting settings, click Save.

To assign the purchase order form templates you wish to appear when you generate and / or email a purchase order:

1. Go to System > Setup > Forms Setup > Purchase Order.
2. Select the form templates you wish to assign from the Forms Assigned drop-down list, then click Add Form.
3. You can then reorder the assigned templates under Manage Forms using the grey drag handles.
   • This changes the order in which the form templates appear when selecting from the Form drop-down list when generating / emailing a purchase order form, with the top form being the default option. You can remove a template option by clicking the icon.
4. Adjust the Form Name of the template as required.
5. Click Save.

Email Logging is not available for purchase orders in Simpro Premium.

Need additional help?

Try Walk Me Through, our step-by-step guidance tool, to set up purchase order forms.

In Simpro Premium, go to Help > Walk Me Through and search Purchase Order Forms Setup.

Learn more in How to Use Walk Me Through in Simpro Premium.