Generate PO PDF
In this article
Once you have created a Purchase Order, there is a built in function to generate a PDF copy. This article will discuss how to manage the settings for the PDF and how to create the file.
Generate Purchase Order PDF
After placing the order, the user can generate a PDF to share with the suppliers, or to save outside of the app.
After pressing the button to download the PDF, the file with all related data is generated.
The Purchase order PDF Contains the following fields:
- Header
- Supplier information
- Purchase Order Information
- Order Details
- Delivery Information
- Note to supplier
- Footer
Header
The header contains the company Logo, Supplier General information and the PO numbers and order dates.
The values presented:
| Value | Description | Type | Source |
|---|---|---|---|
| Company Logo | The company (our customer) logo | png, jpeg, svg upload max 50x50 px | Uploaded on Settings pages |
| Order No. | The PO number that generated by the app | ID, PO number | Automatically generated when creating the PO |
| Order Date | Date when the PO is generated (e.g. 15.04.2024) | Date | Automatically generated when creating the PO |
Supplier Information
Supplier information is maintained on the Supplier page. The Supplier address will appear on the PO header:
The Supplier information contains all general information about the supplier, that is created in the Supplier pages:
| Value | Description | Type | Source |
|---|---|---|---|
| Supplier Name | The Supplier Name | Free text | Generated by user when creating new supplier on the Supplier pages. |
| Address | Supplier Address Information (Street Name) | Free text | Generated by user when creating new supplier on the Supplier pages. |
| City | Supplier Address Information (City) | Free text | Generated by user when creating new supplier on the Supplier pages. |
| Postal Code | Supplier Address Information (Postal code) | Free text | Generated by user when creating new supplier on the Supplier pages. |
| Country | Supplier Address Information (Country) | Free text | Generated by user when creating new supplier on the Supplier pages. |
Purchase Order Information
The order details contain the most relevant information with regards to the purchase order:
| Value | Description | Type | Source |
|---|---|---|---|
| Vendor No | The Supplier Number | Free text | Generated by user when creating new supplier on the Supplier pages. |
| Delivery Terms | Delivery Terms for the selected Supplier | Drop down selection | Selected by user when creating new supplier on the Supplier pages. |
| Payment Terms | Payment Terms for the selected Supplier | Drop down selection | Selected by user when creating new supplier on the Supplier pages. |
| Purchaser | Person placing the order (user defined) | Login credentials (First Name / Last Name) | utomatically generated by login credentials |
| Order Date | Date when the PO is created | Date | Automatically generated when creating the PO |
| Shipment Date | Date when the PO is expected for delivery | Date | Automatically generated when creating the PO |
| Currency | Currency Code (e.g. EUR, SEK) | International Currency Code | Assigned by user in the Supplier settings and used when creating the order |
Order Details
The Order Details contain the products on order, quantities and values of the order:
| Value | Description | Type | Source |
|---|---|---|---|
| Product Thumbnail | Product image in thumbnail format | Image | Part of platform meta data |
| Description | Product Name | Product name, part of platform information | Part of platform meta data |
| Product Variation | Payment Terms for the selected Supplier | Drop down selection | Part of platform meta data |
| Supplier Product ID | Person placing the order (user defined) | Free text | Created by user in Product management pages in SP |
| Quantity | Order quantity for the order | integer | Automatically generated when creating the PO |
| Unit Cost | Cost Price in Supplier Currency | Value, 2 decimals | Automatically generated when creating the PO |
| Amount | Date when the PO is created | Date | Automatically generated when creating the PO |
| Total Value | Total order value of the PO | Date | Automatically generated when creating the PO |
| Total Units | Date when the PO is created | Date | Automatically generated when creating the PO |
Delivery Details
Delivery details contain the information where the order has to be shipped to.
The Delivery information is the company address, unless a different Delivery address is entered in the Settings pages:
| Value | Description | Type | Source |
|---|---|---|---|
| Name | Company name, C/O or Name of adressy | Free text | Entered by user in the Settings pages |
| Delivery Address | Street Name | Free text | Entered by user in the Settings pages |
| Postal Code | Postal code | Free text | Entered by user in the Settings pages |
| City | City | Free text | Entered by user in the Settings pages |
Note to supplier
The note to supplier is a free text the user can add to each purchase order. It will appear on the PDF underneath the Delivery Address Details:
Footer
The footer of the PDF contains general information of the company.
Some of the information is not mandatory and if it is not filled in the PO settings, they will not appear in the footer, as shown in the example above for Web, Email and VAT Reg. No.
| Value | Description | Type | Source |
|---|---|---|---|
| User's mail address | Email, based on user ID in SP | Generated by account login | |
| Phone | Phone number | Free text | Entered by user in the Settings pages in Company information |
| VAT Reg. no | VAT Registration number | Free text | Entered by user in the Settings pages in Company information |