Purchase orders and vendors

Vendors

Owners and managers keep a list of the supply houses they buy from: a contact, phone, the email orders go to, your account number and notes. Each vendor page shows the parts it supplies, its open orders and what you spent this year.

1. 1Step 1: Open Truck stock, then Vendors, and tap New vendor.
2. 2Step 2: To link a part to a vendor, open the part in Truck stock and type the vendor's name. A new name becomes a vendor on its own.

• Tip: Vendor names typed on parts before vendors existed were turned into vendors for you.

Write a purchase order

1. 1Step 1: From scratch: Purchase orders, then New purchase order. Pick the vendor, add price book parts or custom items, and set each quantity, unit cost and where it goes (shop, a truck or the job site).
2. 2Step 2: From the shopping list: tap Create purchase orders. Relay makes one draft per vendor with what the list says to buy, delivered to the location you pick. Parts already on an open order are taken off the list.
3. 3Step 3: For a job: on the request, tap Order materials. Lines go to the job site by default.

• Tip: Orders are numbered PO-1001 and up. Drafts and sent orders with nothing received yet can still be edited.
• Tip: Price book costs fill in for people who may see costs. Others type the vendor's price.

Send it

1. 1Step 1: Tap Send to vendor. Relay emails the PO as a PDF from your business and logs it on the order. The order moves to Sent.
2. 2Step 2: Ordered by phone or at the counter? Tap I ordered by phone instead. Nothing is emailed.

• Tip: Open the PDF any time from the order page. It shows your logo, the vendor, ship-to, every line and the total at cost.

Receive deliveries

1. 1Step 1: Open the order and tap Receive. Each line starts at what is left; change it to what is on the packing slip, or tap Receive all.
2. 2Step 2: Change a unit cost if the invoice price differs. Owners (and managers allowed to see costs) can tick Update price book costs.
3. 3Step 3: Tap Receive. Price book parts sent to the shop or a truck go into stock there and show in Stock history as Received on PO-1001.

• Tip: Receive part of an order now and the rest later. The order shows Partly received until everything is in.
• Tip: On a job order, parts sent to the job site become one materials expense on the job when they come in, so job profit includes them. Turn this off on the order if you bill them another way.
• Tip: Cancel an order you no longer need. Parts already received stay where they went.

Lists and reports

Purchase orders lists every order with filters for status, vendor and job, the open order value and what came in this month. Truck stock Reports has a Purchasing section with spend by vendor and by month, late orders and CSV downloads.

Technicians see the materials on order for their own jobs, without prices. Only owners and managers see purchase orders and vendors.