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How to Create a Purchase Order

Inventory running low? You can use UpKeep to create Purchase Orders to send to your vendors. In this article we will explain how to create Purchase Orders on the web application.


How to Create a PDF Purchase Order

  1. Go to “Parts/Inventory”
  2. Select the part you want to purchase
  3. Select “PDF Options” then “Purchase Order PDF”
  4. Fill out the forms
  5. Select “Preview Purchase Order PDF”
  6. Download/Print PDF


Create a Purchase Order from your Parts section

This function is available on our Business Plus and Enterprise Plans.

  1. Go to your Parts section
  2. Select your desired Part
  3. Select Create Purchase Order

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Purchase Orders and Purchase Requests

With purchase orders and requests, your company will now have a central place to have your team submit requests for parts, equipment, or inventory that needs to be restocked — all from within UpKeep, no PDF required.

Here’s how it works:

Step 1: A new work order gets submitted to the facility management team.

Step 2: A part is needed to fulfill that particular job.

Step 3: Employee A comes into UpKeep’s purchase order portal and submits a Purchase Order (PO) request.

Step 4: The purchasing team gets notified, approves the purchase order request, and sends it to the vendor.

Step 5: The vendor ships the part to your facility.

Step 6: Once the part has been received, mark that in the PO, and then your inventory will be automatically restocked!

To use the feature:

  1. Go to “Purchase Orders”
  2. Create “New Purchase Order”
  3. Fill out the form details
  4. Select “Submit Purchase Order”
  5. The purchasing team gets notified to approve or decline
  6. If the part is approved, once it’s received from the vendor the purchasing team marks “Fulfilled”
  7. Inventory is automatically restocked

Add your Purchase Request

​Approve a Purchase Order request​

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​Fulfill (or Partially Fulfill) an Item​


Purchase Order Request Portal

Purchase Order Request Portals are now live for our Business Plus and Enterprise clients! Take seamless collaboration to the next level.

Your company now has the ability to generate a unique URL that you can distribute to your entire team for employees to submit purchase order requests directly to an approver or your accounting department.

Activate your portal through your Admin Account’s settings.

Step 1: Go to Settings
Step 2: Scroll to Purchase Orders on the bottom of the section
Step 3: Activate Enable Purchase Order Portal toggle

​Employees can now submit Purchase Requests without having to login to the app.

Purchase Order Request Form.gif

Interested in upgrading your UpKeep account? Shoot us an email at [email protected]