Purchase Orders

Raise Supplier Purchase Orders from a Job's Costs. One PO per Cost, with buy-and-resell views and correct dual tax-rate handling.

The Purchase Orders sub-tab of a Job's Financial tab is where you raise Supplier POs for the Job's Costs. A Purchase Order captures what you're buying from a Supplier and what you'll resell it to the client for.

One PO per Cost

Purchase Orders work on a one-to-one basis with Costs: one PO for every Cost. A PO is always raised from a specific Cost on the Job Costing, which is what lets Agencydesk populate it automatically and keep the buy-and-resell figures accurate.

Creating a Purchase Order

1

On the Purchase Orders sub-tab, click + New Purchase Order. The Purchase Order Detail slider opens.

2

Under Order, select the Cost this PO is for. Once selected, the PO auto-populates with that Cost's details: Supplier, cost figures, and the purchase and resell values.

3

Complete the remaining fields. In most cases the only ones left to fill in are:

• Attention — a contact person, needed only if the Supplier has no contact set.

• Deliver By — the delivery date.

Other fields (Payment Terms, Issue Date, Description, Delivery Address) are pre-filled but editable.

4

Click Create Purchase Order.

The Delivery Address auto-populates with your agency's business address, if you've set it under Company Settings > General > Details. It appears on the PO so suppliers know where to deliver.

POs activate their Cost

You can't raise a PO on a draft Cost. When you select a draft Cost and issue a PO against it, that Cost is activated automatically. This keeps the Job Costing and the PO in step: if you've committed to buying something from a Supplier, that Cost is by definition active on the Job.

The reverse also holds. A Cost that has a Purchase Order raised against it can no longer be deactivated back to draft.

Purchase view and resell view

A Purchase Order shows two clearly separated views:

• Purchase Items (the light grey box) — what you're buying from the Supplier: units, unit cost, total, and total including tax.

• Resell Items (the light blue box) — what you'll sell it to the client for: units, unit cost, unit markup, unit price, total, and total including tax. A Markup / Margin toggle lets you view the uplift either way, where markup % = (price − cost) / cost.

Two tax rates, applied correctly. Tax rates are set on both Supplier profiles and Client profiles. Agencydesk uses the Supplier's tax rate for the purchase (grey box) calculations, and the Job's Client tax rate for the resell (blue box) calculations. So the buy side reflects what your supplier charges you, and the sell side reflects what your client is charged, without any manual adjustment.

Great for media buying and production. A print run, a photographer's day rate, or an ad spend placement all get bought at the supplier's tax rate and resold at the client's, with the margin visible on the same document.

Marking a PO as paid

A PO can be marked paid manually, both here in the Job's Purchase Orders tab and on the agency-wide Finance page. This lets you track supplier payments as they're settled.

Deleting a Purchase Order

A PO can be deleted by clicking the trash icon on its row in the Purchase Orders list. This works from both the Job's Purchase Orders tab and the main Finance page.

A paid PO has to be marked unpaid before it can be deleted. This matters when unwinding a Job, because a Cost cannot return to draft while a PO exists against it, and a Job cannot be deleted while any Purchase Orders remain.