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How to Create and Manage Purchase Orders
How to Create and Manage Purchase Orders

Purchase orders, purchase requests, and the PO flow

Jason Visenberg avatar
Written by Jason Visenberg
Updated over a week ago

Available On: Business Plus


At this time, you aren’t able to create a purchase order on the mobile iOS and Android app, but you can still use a browser on your mobile device to log into the web application!


Purchase Orders and Purchase Requests

With purchase orders and requests, your company will now have a central place to have your team submit requests for parts, equipment, or inventory that needs to be restocked — all from within UpKeep, no PDF required.

Here’s how it might work:

  1. A new work order gets submitted to the facility management team.

  2. A part is needed to fulfill that particular job.

  3. Employee A comes into UpKeep’s purchase order portal and submits a Purchase Order (PO) request.

  4. The Admins on the team get notified, approves the purchase order request, and sends it to the vendor.

  5. The vendor ships the part to your facility.

  6. Once the part has been received, mark that in the PO as fulfilled, and then your inventory will be automatically restocked!

Alternatively, the admins on the team may see a part or multiple parts are running low. They can simply create a purchase order themselves to restock the inventory for those parts.


Create a Purchase Order from your Parts section

  1. Find the desired Part within your Parts section

  2. Select the 3 option dots on the right side of the inventory line

  3. Select Purchase Order


How to Submit Purchase Requests

  1. Navigate to Purchase Orders

  2. Create a Create Purchase Order

  3. Fill out the form details

  4. Select Submit

  5. The purchasing team gets notified to evaluate, then approve or decline

  6. If the part is approved, once it’s received from the vendor, the purchasing team marks the PO as Fulfilled

  7. Inventory is automatically restocked

NOTE: Technicians, limited technicians, and View-Only users can submit purchase requests. The request will be sent to the admins on the team to evaluate and approve.


How to Approve a Purchase Order Request

  1. Navigate to the Purchase Order section

  2. Click on the request awaiting approval

  3. Evaluate that the request is necessary

  4. Click Approve

TIP: You can also customize the table view to include a Status column, so you can quickly identify which ones are still awaiting approval!

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How to ​Fulfill (or Partially Fulfill) a Purchase Order

  1. Once the shipment comes in, navigate to the Purchase Order section

  2. Click on the correct Purchase Order

  3. Select Fulfill

  4. Enter the received amount. If the correct amount was shipped, just match the quantity requested. If not, just input the amount you received and the PO will be marked as partially fulfilled.

  5. Click Fulfill!


Purchase Order Request Portal

Purchase Order Request Portals are now live for our Business Plus clients! Take seamless collaboration to the next level.

Your company now has the ability to generate a unique URL that you can distribute to your entire team for employees to submit purchase order requests directly to an approver or your accounting department.

  1. Go to the Request Portal section

  2. Scroll to Purchase Order Request on the bottom of the section

  3. Toggle on Enable Purchase Order Portal button​

​Employees can now submit Purchase Requests without needing to log into the app!

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