Configuration > Purchase Orders
Check out the Academy Guides on our Support Portal for more information on Purchase Orders, the same guides can be found on the HaloPSA Academy:
| Field | Type | Description |
| Item Code for Miscellaneous Items for POs | Single Select | The product selected here will be the product code used when adding ad-hoc products to Purchase Orders. |
| Use the Purchase Order ID to generate the Reference Number | Checkbox | When this setting is checked on, the ID of the purchase order i.e. 01-1 will be the Reference name given on the right hand pinned sidebar of the PO. The respective prefix will still apply when set. |
| Prefix for POs created from a Ticket | Free Text | When creating a Purchase Order from a Ticket, the Purchase Order ID will be prefixed with what is entered here. |
| Prefix for POs created from a Sales Order | Free Text | When creating a Purchase Order from a Sales Order, the Purchase Order ID will be prefixed with what is entered here. |
| Prefix for standalone POs | Free Text | When creating stand alone Purchase Orders, the Purchase Order ID will be prefixed with what is entered here. |
| Currency symbol for Purchase Orders | Free Text | Determines the default currency applied to Purchase Orders. If unset this will be inherited from the servers regional settings Adding a space before the currency symbol will display it as a suffix. |
| Restrict Items added to POs to the Items against the Supplier | Checkbox | When selected, the items shown in the add list, will be restricted to the items available from the supplier that was selected on the PO. When unselected, all items can be selected, regardless of supplier. |
| Add a note to the Ticket when PO items are brought into stock | Checkbox | When checked, should the PO be linked to a ticket (usually an Opportunity), the ticket will receive a note when items on that PO are brought into stock. |
| Linked Ticket Status when PO items are brought into stock | Single Select | Should the above occur, the ticket will also be set to this selected status so that agents are aware items have been brought into stock. |
| Delivery default | Single select | Allows you to choose who the purchase order is set to be delivered to by default, the address against the entity selected will the the default delivery address |
| Prevent receiving more stock than the purchase order line quantity | Checkbox | If the product line on the PO has for example quantity 5, you will not be able to receive more than that. This will affect the quantity check for all delivery methods i.e. end-user, to us, etc… |
| Cost Centres | Button | This will open up the menu for creating and configuring Cost Centres. These are entities with associated addresses which can be used to group costs. |
| From Address | Single Select | Determines the mailbox to send Purchase Orders from. |
| Purchase Order CC address | Free Text | Emails entered in here will be the default CC address for the sending of all Purchase Orders |
| Purchase Order BCC address | Free Text | Emails entered in here will be the default BCC address for the sending of all Purchase Orders |
| Purchase Order Statuses | Button | This will open the menu for creating and configuring Purchase Order Statuses. These Statuses can be set to disable editing or mark as closed / sent while the PO is on them. |
| Purchase Order Status after all Products are received | Single Select | Allows you to choose what status purchase orders will automatically be moved to once all the products are received. |
| Only allow administrators to update line Products that have been received | Checkbox | (v2.184.1+) When enabled, agents will need the administrator role to be able to update purchase order lines for received products. |
| Don't show the edit screen after selecting items to add | Checkbox | The edit screen for individual line items will not pop up when adding items to purchase orders. |
| Show Attachments from linked Sales Orders | Checkbox | When enabled, any attachments that were added to the sales order, will show on the purchase order. The sales order must be linked to the purchase order i.e. the purchase order was created off of the back of the sales order. If the setting for quote attachments to show on sales orders "Show attachments from linked Quotes" is on (found in Configuration > Sales Orders) then the attachments on the quote will pull through to the sales order and also the purchase order (if this PO setting and the SO setting is enabled). |
| PO attachments on Tickets are visible to Users by default | Checkbox | when enabled, end-users will be able to see the PO attachment on tickets from within the self service portal. |
| Default to Supplier currency when POs are created from Sales Orders | Checkbox | Prerequisite – To use this setting, you must first enable the option "Use multiple currencies" which is found within Configuration>Billing>General Settings.
With this enabled, you will now be able to set a currency against a supplier, from within the settings tab of the supplier. After setting a currency for the supplier and then creating a Purchase Order from a Sales Order, the currency used will no longer be the one set on the Sales Order but instead the currency set on the supplier. When viewing the Purchase Order in the Halo agent app, you will see the native currency, although when sending the PDF to the supplier, you will be sending it with the currency against the supplier. |
| Group purchase orders based on Ticket ID set on the sales order | Checkbox | With this setting enabled, you will be able to checkbox on sales orders that are linked to the same ticket id. Ready For Purchasing |
| Show sales order lines with no Supplier set | Checkbox | When this setting is enabled, any sales orders that do not have a supplier set against them will show in a seperate ready for purchasing window, you will be able to select a supplier on creation of the PO. SO Lines without a Supplier will only show in ready for purchasing if this setting is enabled. Ready for Purchasing |
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Default PDF Template for POs |
Single Select | Determines the default PDF template to use when Purchase Orders are created. |
| Edit PO PDF Templates | Button | This will open up the menu for creating and configuring PO PDF Templates. These are fully customisable with custom HTML. |
| Enable approval processes on Purchase Orders | Checkbox | When checked, Approval Processes can be set to be required for Purchase Orders to be completed. |
| Allow generation of PDF before approval | Checkbox | When checked, agents will be able to generate a PDF for the PO even when it has not been approved yet. They will also be able to receive stock for the items on the PO. When unchecked these actions will be restricted until after the PO has been approved. |
| Use Opportunity/Ticket approval rather than simple approval for Purchase Order approvals | Checkbox | When checked, Opportunity/ticket approvals can be used to approve the Purchase order rather than simple agent approval. The PO will need to be linked to a ticket/opportunity, once the approval process begins approval steps will be visible within this ticket. |
| Purchase Orders must be approved before syncing to a third-party billing integration | Checkbox | When checked, Purchase Orders will not be sent to third-party billing integrations unless they have been approved first. |
| Minimum PO Cost to require approval | Float | The PO must have a cost higher than the one stated here to require approval. Else it will be automatically approved. This value can be Agent-specific. |
| Approver Selection | Single Select | The choice made here will decide how Approvers are chosen for PO approvals. Either Email Addresses can be entered, Agent, or fixed email address. |
| Auto-approve Purchase Orders if created by an approver | Checkbox | When checked, the approval will go through for a purchase order if the agent creating it is an approver. |
| Allow editing of third party order number | Checkbox | When checked, you can edit the third-party Order Number related to the Halo PO. This will only work when using the Xero billing integration. |
