Creating a Purchase Order
Option 1: Create a PO Manually
Go to Parts → Purchase Orders
Click New PO
Select a Vendor (required)
Add parts:
Select existing inventory items
Or create new inventory parts
Enter:
Quantity
Cost
Package configuration (if applicable)
Save the PO
A unique PO number is generated automatically
Option 2: Create a PO from a Work Order (Most Common)
When you request parts from a Work Order, ShopView automatically creates a Purchase Order for those parts.
Important notes:
The PO is automatically linked to the Work Order
You cannot manually assign a separate PO to that Work Order
Each Work Order-generated PO is tied directly to inventory
Sending a Purchase Order to a Vendor
Sending a PO Created from a Work Order
To email a PO to a vendor after ordering parts from a Work Order:
Go to Parts → Purchase Orders
Open the Purchase Order created from the Work Order
Click the Email button on the PO page
Make sure the vendor has an email address saved:
If saved, it will auto-populate
If not, you will need to enter it manually
Send the PO
The vendor will receive the Purchase Order directly via email.
Package / Multi-Pack Items
You can receive packaged items that contain multiple units.
Example:
One package contains 100 connectors
Receiving 1 package adds 100 units to inventory
This feature:
Supports bulk purchasing
Automatically calculates per-unit cost
Applies pricing matrix based on unit cost
Receiving a Purchase Order
When parts arrive:
Open the Purchase Order
Click Receive
Enter the vendor’s invoice number
Review and complete receiving
Receiving a PO:
Updates inventory quantities
Stores the vendor invoice
Tracks purchase history for warranty and reporting
Purchase Order Rules & Limitations
Each PO can only contain parts from one vendor
To order from another vendor, create a separate PO
Purchase Orders are not used for Special Orders
Special Orders are received directly on the Work Order
Inventory Purchase Order Editing
You have flexibility when working with partially received POs:
Edit or delete items that haven’t been received
Received quantities remain protected
Removing the last item will remove the PO entirely
Summary
Purchase Orders streamline inventory restocking by organizing vendor purchases into a single workflow.
Parts requested from Work Orders automatically generate Purchase Orders, which can then be emailed to vendors, received into inventory, and tracked for cost and history.