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How do I create and export a purchase order?

Nina BENDERAC
Updated

Available for
Roles: Administrator
Plans: Advanced

The Purchase Orders module allows you to prepare supplier orders directly in Mobility Work and then manage incoming deliveries.

When creating a purchase order, you can select a supplier, add spare parts, and define the general order information.

Create a purchase order

  1. Access the Purchase Orders module from the main menu.

  2. Click Create Purchase Order.

  3. Select a supplier.

    As you type the supplier's name, existing suppliers will be suggested automatically.

    If the supplier does not yet exist, the Create a supplier option will appear.

  4. Complete the general purchase order information:

    • Purchase order reference (if needed)
    • Expected date
    • Additional details

    You can provide your own reference by disabling the Automatically generate reference option.

  5. Add at least one order line.

  6. Click Create a purchase order to finalize the creation.

The purchase order is created with the Draft status.

Add an order line

Each line corresponds to a spare part to be ordered.

To add a line:

  1. Open the purchase order with the Draft status.
  2. Click Add Line.
  3. Search for and select a spare part, or enter the name of a non-existing item by choosing the Free Entry option. This option allows you to order items that are not managed in the CMMS, meaning they do not have a spare part record or associated inventory management.
  4. Enter:
    • The quantity to order
    • The unit price
    • Any supplier references
  5. Confirm.

The purchase order totals are recalculated automatically.

Important rules when creating a purchase order

  • The same spare part can only appear once in a purchase order.
  • The part name and reference are locked when the part is added to the purchase order.
  • A purchase order must contain at least one order line.
  • The purchase order reference must be unique among non-archived purchase orders.

Manage purchase order addresses

The addresses used on purchase orders come from the network address book.

You can:

  • Use an existing billing and shipping address
  • Use the same address for billing and shipping
  • Create a new address directly from the form
  • Use an address designated as the default address. Default addresses are automatically pre-filled when creating a new purchase order.

Add taxes and additional costs

Purchase orders allow you to add additional costs to reflect the actual cost of the order:

  • Taxes
  • Shipping costs
  • Other costs

Once at least one order line has been added, the Additional Costs section becomes available on the purchase order.

You can then enter the different amounts according to your needs.

The purchase order total is automatically recalculated:

Total = Order Lines Subtotal + Taxes + Shipping Costs + Other Costs

⚠️ All amounts use the currency configured for the network.

Enter an expected date

The expected date helps track potential delivery delays.

If this date is exceeded while the purchase order is still active, an Overdue status is displayed automatically.

Export the purchase order as a PDF

Each confirmed purchase order can be exported as a PDF. The Preview Purchase Order button allows you to view the purchase order as a PDF and then download it.

The document includes:

  • Order lines
  • Quantities and prices
  • Supplier references
  • Addresses
  • Taxes and fees
  • Grand total

 

Best practices

To prepare a purchase order efficiently:

  • Verify quantities before confirmation
  • Enter supplier references
  • Add an expected date
  • Configure default addresses in the address book
  • Review additional costs before validation

👉 To modify an existing purchase order, see the article How do I edit a purchase order?

👉 To confirm and receive a purchase order, see the article How do I confirm a purchase order and record a parts receipt?

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