Creating Supplier and Talent Purchase Orders

Creating Supplier and Talent Purchase Orders

This article explains how to access and create Purchase Orders for Suppliers and Talent in JobBag.

How to Access Purchase Orders

💻 Desktop: You can access and create Purchase Orders in the desktop application.

Create Purchase Order Options

The supplier or talent address book set up will determine the type of PO

Jobs Window

Typically, Account Mangers and Project Managers would use the Jobs window to create and find POs! When you create a PO from the jobs window the job number will auto populate in the Job field.

Navigate to: JobBag menu > Jobs > select job

You can access or create a Purchase Order in three ways:

Option 1: Purchase order tab on the Job

• Select job in the worklist
• Go to the Purchase Orders tab
• Select New to create a new Purchase Order

Option 2: Right-click on the Job

• Right-click on the job
• Select Create Purchase Order for job ABC123

Option 3: Costings Menu

Typically, Finance personal would use the costing menu to create and find POs! When using the costing menu you will need know the job numbers before you start

Navigate to: Costing menu > Purchase Orders > New

Types of Purchase Orders

The type of purchase order generated in JobBag is determined by how the supplier is set up in the Address Book.

🏢 Supplier Purchase Orders

If the Address Book record is set up with the type Supplier, JobBag will create a standard Supplier Purchase Order. This is typically used for goods, services, or subcontracted work from general vendors.

🎭 Talent Purchase Orders

If the Address Book record is set up with the type Performing Artist, Non Performing Artist or Talent Agency, JobBag will generate a Talent Purchase Order.

Use when engaging:

• Self-billing performing - Talent
• Talent agents
• JobBag calculates PAYG, Super, Workers' Comp, and Payroll Tax based on the artist and service type. These POs ensure correct payroll obligations are met when paying talent.

These POs are essential for managing compliance when engaging talent directly or through agencies.

PO with Single, Multiple or GST Free lines

A Purchase Order may include one or multiple line items:

If there is only one line, the PO applies entirely to that one job and kind.

• If there are multiple lines, the PO can apply to:
• Same Job > multiple different kinds
• Multiple Jobs > same kind

Example Single Line PO

📝 Example: A PO with only one line, applies the PO costs to one job and kind

Example Multiple Line PO

📝 Example: A PO with multiple allows allows you to spread costs across multiple jobs

Example GST Free/Non Reportable Lines

Purchase orders can have both GST and GST Free lines in the PO.

Click on the GST amount to specify tax treatment.

Print and Send Purchase Order to Supplier

Once a PO is created:

Purchase Order tab on Job

• Click Purchase Order to open
• Click on Print (bottom right)
• Choose an option to email or print the PO

Right click on Job

• Find POs for job ABC123
• Click the printer icon in the toolbar
• Choose an option to email or print the PO

Costing Menu

• Find POs for job ABC123
• Click the printer icon in the toolbar
• Choose an option to email or print the PO

Create Supplier Invoice from PO

You can create the Supplier Invoice from the PO :

Purchase Order tab on Job

• Click Purchase Order to open
• Click on Create Invoice (bottom right)
• Enter supplier invoice number and invoice date
• Save

Costing Menu

• Navigate to: Costing menu > Purchase Orders > PO

• Find POs for job ABC123
• Right click on PO or Click the create invoice button
• Enter the supplier invoice number and invoice date
• Save

Invoiced Amounts for this PO

• Invoiced amounts can be viewed, and only edited if you have the rights to edit!
• To see supplier invoices matched to a PO:

Right-click > Invoices for this PO

📄 In the Purchase Order window, you'll see a list of supplier invoices processed against that PO.