Creating Purchase Orders in Sparky
Creating a Purchase order by Ordering from the Job (Assigned)
Select:
Job Management
Jobs
Open the relevant job (will default to Tasks Tab)
If you have populated the relevant materials on a Job or Invoice you can generate a Purchase Order by clicking the Order Now button, selecting the products you wish to order and going through the normal checkout process.
The purchase order will then be assigned to the Job or Invoice and visible in the PO Tab.
This will go straight to your Sparky supplier for processing and their invoice will automatically appear in Sparky for reconciliation soon afterwards.
Generating a PO number to quote at the counter (Assigned)
This is great if you are picking up materials for a job an you have not already put them into the job in Sparky. They will automatically appear in your job after you quote the PO number when ordering at the counter.
There are 2 ways to do this:
1 - Generate a PO number at the counter from MyWork.
Select:
MyWork
+ Button
PO #
Choose the job
Quote the number when ordering
The goods will appear in the job shortly afterwards.
Your staff will need to have the security option 'Online Ordering and Raise PO's' selected to generate POs at the counter.
The below video is from a desktop but works the same on a phone or tablet when you are in your Sparky supplier:
2 - Generate a PO number from the Job to send your staff an SMS with PO number to quote at counter
Select:
Job Management
Jobs
Open the relevant job (will default to Tasks Tab)
Press +PO# Button and select the relevant staff member (must be assigned to job).
The staff member will be texted instructions (e.g. ‘Please provide Purchase Order number 000003 at TLE Chatswood to pick-up materials for Job 14').
3 - Automatic Creation of Purchase Orders (Unassigned)
When you order without quoting a Sparky Purchase Order number, Sparky will automatically create an unassigned Purchase Order. You can (and should) assign these Purchase Orders to a Job or Purchase Category to get full control of your materials
Assigning/Unassigning Purchase Orders to Jobs and Purchase Categories
Assigning all Purchase Orders to a Job or Purchase Category will give you full control of your materials.
Assigning/Unassigning a Purchase Order to a Job
A purchase order may be unassigned for the following reasons:
It has been ordered without specifying a Purchase Order number.
It was assigned to a Job or Purchase Category but you have unassigned it.
It is easy to see which Purchase Orders are assigned to a Job or Purchase Category (explained in next section of this article) in the Purchase Orders :
Select:
Suppliers
Purchase Orders
Online Purchase Orders
Green means Assigned
Yellow means Partially Assigned
Red Means Unassigned
You can easily assign and unassign products in a purchase order by clicking into the relevant purchase order.
You can also partially assign products to multiple jobs and purchase categories with the Assign and Unassign buttons.
Assigning Purchase Orders to Purchase Categories
By assigning all of products purchased to a job or purchase category you will be in full control of your materials.
To manage purchase categories select:
- Suppliers
- Then Purchase Categories
You will see all purchase categories you have setup as well as system generated categories to help you manage products assigned to jobs or Unassigned products.
Selecting Unassigned is a great shortcut to assign products that you have not assigned.
Select:
the purchase category link to setup a new Purchase Category
+
Add Purchase Category
Name and Save the category
Select:
Suppliers
Purchase Orders
You can now assign purchase order items to the van stock Purchase Category and assign them to a job as you use them (as per video below).