Skip to content
SubClik

Purchase orders and suppliers

Order parts from your suppliers, see what is on the way, and book deliveries straight into stock. Parts marked To order on a job become an order in one click, and you are told when they have all arrived.

Where: Parts & vans › Purchase ordersFor Owners, admins, dispatchers

Step by step

  1. Add your suppliers once: Purchase orders › Suppliers › + Add supplier (orders email, phone, your account number with them).
  2. For a job: on the job, Work & parts, mark the parts as To order, then under Ordering choose the supplier and press Order N parts. A draft order opens with those parts.
  3. For stock: Purchase orders › + New order, then add the lines (catalogue parts or one-off parts).
  4. Send it: under Next step, check the supplier's address and press Email to supplier and mark as ordered (sent from SubClik with the lines and part numbers; replies come to your firm's email). Or use Write in your email app / Print / PDF and press Mark as ordered yourself.
  5. When the parcel arrives, open the order, check the quantities under Book a delivery in and press Book in what arrived. In Where it goes, choose the store for catalogue parts (they go into stock with the order number as the reference), or, for an order for a job, Straight to the job (not into stock): the order records it.

Part deliveries

Book in only what came. The order shows Part arrived until everything is in; the rest stays to come.

When every part for a job has arrived (nothing still on order, nothing still to order), the office gets a notification to book the return visit.

Who sees it

Only the office (owner, admin, dispatcher). Engineers and customers never see suppliers or costs.

Changing or cancelling

A draft or an ordered (not yet delivered) order can be changed; use Back to draft if you need to change the supplier. Cancelling releases its parts so they can be ordered again. An order with a delivery booked in cannot be cancelled: if the supplier will not send the rest, use Close with what arrived. The order keeps what was ordered and shows what is not coming; on the job, that quantity shows as N still to order, and Order N parts orders exactly what is missing (from the same or another supplier).

Questions

Does this create a bill in Xero or QuickBooks?

Xero: yes, if you switch it on under Administration › Integrations › Xero (Send purchase orders to Xero as draft bills). When an order has arrived, a draft bill with what arrived at your cost goes to Xero, referenced PO-…, for the supplier as a Xero contact. Match it to the supplier's invoice and approve it there. QuickBooks: not yet; enter the bill as you do today.

Where do the costs come from?

From the catalogue's cost price when you leave the cost empty. You can change it on each line.

Works together with