> For the complete documentation index, see [llms.txt](https://help.agencydesk.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.agencydesk.io/jobs/financial/purchase-orders.md).

# 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](/jobs/financial.md) tab is where you raise [Supplier](/admin/suppliers.md) POs for the Job's [Costs](/jobs/costs.md). 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](/jobs/job-costing.md), which is what lets Agencydesk populate it automatically and keep the buy-and-resell figures accurate.

## Creating a Purchase Order

{% stepper %}
{% step %}
On the **Purchase Orders** sub-tab, click **+ New Purchase Order**. The Purchase Order Detail slider opens.
{% endstep %}

{% step %}
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.
{% endstep %}

{% step %}
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.

Check Payment Terms, Issue Date and Description. Delivery Address starts blank on a new PO; type it or choose a physical address as explained below.
{% endstep %}

{% step %}
Click **Create Purchase Order**.
{% endstep %}
{% endstepper %}

{% hint style="info" %}
Check the delivery address on every new PO. It starts as **Custom** with blank text; the agency address is not filled automatically. An edited PO keeps its saved address.
{% endhint %}

### Choosing the delivery address

{% stepper %}
{% step %}
In the Purchase Order form, find the address-source dropdown above **Delivery Address**.
{% endstep %}

{% step %}
Choose **Agency physical address** or **Client physical address** to fill the available physical address. The agency address comes from [Company Settings > General > Details](/company-settings/general/details.md); the client address comes from [the Job’s Client](/admin/clients.md). Postal addresses are not substituted.
{% endstep %}

{% step %}
Review and edit the text for this order, including a site, reception desk or delivery instructions. Typing makes the address **Custom**.
{% endstep %}

{% step %}
To enter a completely different address, select **Custom**. Selecting it clears the current text, so enter the replacement before saving.
{% endstep %}

{% step %}
Wait for any client-address lookup to finish, check the final text and click **Create Purchase Order**, or save the edited PO.
{% endstep %}
{% endstepper %}

{% hint style="info" %}
An unavailable physical address is not filled. If the client address cannot be loaded, your existing text stays in place; retry the Client choice or enter a custom address. The saved PO stores the text you approved, so review it again when editing.
{% endhint %}

For an event Job, the agency’s office may be the wrong destination. Choose **Custom** and enter the venue, loading entrance and on-site contact. For a brochure delivery to the Client, choose **Client physical address** and check the instructions before sending the PO.

## 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](/jobs/job-costing.md#deactivating-a-line-item).

## 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.

{% hint style="info" %}
**Two tax rates, applied correctly.** Tax rates are set on both Supplier profiles and [Client](/admin/clients.md) 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.
{% endhint %}

{% hint style="info" %}
**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.
{% endhint %}

## 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](/admin/finance.md) 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.

{% hint style="warning" %}
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](/jobs/managing-jobs.md#deleting-a-job) while any Purchase Orders remain.
{% endhint %}

## Activity

{% stepper %}
{% step %}
Below the Job’s Purchase Orders list, click **Activity** when it is available. It starts closed.
{% endstep %}

{% step %}
Read the Purchase Order entries that have been recorded, including the person or System, date/time and any amount detail.
{% endstep %}

{% step %}
Click Activity to close it again. Keyboard users can focus the heading and use Enter or Space.
{% endstep %}
{% endstepper %}

Switching back to Invoices shows Invoice activity and starts closed again. Use [Central](/jobs/central.md#activity) for the wider Job history and Search. The log shows the available records; do not assume that every PO creation, edit or payment is recorded.


---

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