Introduction to Purchase Orders
Introduction to Purchase Orders
Purchase Orders (POs) in JobBag help manage purchasing from suppliers, talent agencies, and media vendors. They allow your team to track orders, approvals, and payments efficiently.
Types of Purchase Orders
| PO Type | Description |
|---|---|
| Normal Purchase Order (Dollar Amount) | Issued to your everyday suppliers with a specified dollar amount. |
| Normal Purchase Order (Percentage) | Issued to everyday suppliers without a dollar amount; represents a percentage allocation. |
| Performing Artist Talent PO | Typically issued to talent agents for performing artists. |
| Media Purchase Orders | Used for media suppliers such as advertising or broadcasting services |
Where to Create Purchase Orders
- Purchase Order Tab in a Job
- Most common location
- Job-related data is pre-filled, saving time
- Costings Menu
- Includes worklists and manual inputs
- Data is not pre-filled from the job
Navigation
- Job-related PO: Open the job > Purchase Order tab
- Costings menu: Navigate to JobBag > Costings > Purchase Orders
- Right-click on job to access POs quickly
Privileges
- Set who can view, create, modify, and approve POs
- Includes approval limits and other user privileges
Navigation
- File > Administration > User Maintenance
- Enable the relevant privileges for each user or group
Processes in Purchase Orders
Navigate to: Costings > Purchase Orders
There are 13 processing functions available. See the PO Listing Window Glossary for detailed icon explanations.
| Process | Description |
|---|---|
| Find Purchase Orders | Search by PO number, job number, date range, and other criteria |
| Create PO | Create POs for normal suppliers |
| Create PO using Percentage | Create POs without a dollar amount |
| Create Talent PO | Create POs for performing artist talent |
| Edit PO | Modify an existing PO |
| Clone | Duplicate an existing PO including pre-filled information |
| Cancel a PO | Only possible if no suppliers are attached |
| Request Approval | Submit a PO for approval if user cannot approve themselves |
| Approve | Approve POs created by others (requires privilege) |
| Complete | Mark PO as complete when supplier invoice equals PO amount |
| Create Invoice | Generate a supplier invoice from the PO with pre-filled details |
| Print individual or selected POs, or save as PDF/email | |
| History | View activity and transaction log of a PO |
Settings and Limits
- Settings: Default rules for processing POs and user group privileges
- Limits: Set dollar limits for creating and approving POs
Reports
JobBag provides Purchase Order Reports for tracking POs by type, supplier, date, or job. Reports can be printed, saved as PDFs, or emailed directly.
PO Windows and Glossaries
- PO Listing Window Glossary – Explains all icons and functions in the listing window
- PO Ordinary Window Glossary – Specific to normal POs
- PO Talent Window Glossary – Specific to Talent POs
This setup ensures your team can efficiently create, track, and approve POs while keeping accurate records for suppliers, talent, and media purchases.
Organise training or need more help
Please contact support 02 8115 8090 or email support@jobbag.com