Purchase orders to suppliers
When a shop buys parts, a purchase order records what was ordered, from which vendor, at what cost, for which job. It helps the shop:
- Know what is on order and when it should arrive.
- Match the supplier's invoice to what was ordered and received.
- Assign part costs to the right job and unit.
- Track special order parts and core returns.
For mobile technicians who buy parts at a counter during a job, the receipt should become a purchase order quickly so the cost lands on the right job.
Purchase order numbers from fleets
Many fleet customers require a purchase order number before work starts. The PO number is the fleet's approval reference, and their accounts payable team uses it to match the invoice. An invoice without the right PO number may be returned or held. See how to invoice fleet customers.
Good habits:
- Ask for the PO number when the job is booked.
- Record it on the work order and invoice.
- If the job grows past the PO amount, get an updated PO or approval before doing the extra work.
Government customers
Under the Prompt Payment rules in 5 CFR 1315.4, federal agencies generally pay by the date in the contract or, if none is stated, 30 days after receiving a proper invoice. Check each agency contract for what the invoice must show, and put the order or contract number on it.
Accounting
Purchase orders to suppliers flow into bills in the accounting system once the parts are received. Matching the PO, the receiving record and the supplier's invoice before paying is a basic control.
Related: parts line, net 30.
MetaFleet supports purchase orders, including purchase orders filled in from receipt photos for a person to check, and QuickBooks sync. Get a walkthrough.