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.

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After pressing the button to download the PDF, the file with all related data is generated.

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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:

ValueDescriptionTypeSource
Company LogoThe company (our customer) logopng, jpeg, svg upload max 50x50 pxUploaded on Settings pages
Order No.The PO number that generated by the appID, PO numberAutomatically generated when creating the PO
Order DateDate when the PO is generated (e.g. 15.04.2024)DateAutomatically 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:

ValueDescriptionTypeSource
Supplier NameThe Supplier NameFree textGenerated by user when creating new supplier on the Supplier pages.
AddressSupplier Address Information (Street Name)Free textGenerated by user when creating new supplier on the Supplier pages.
CitySupplier Address Information (City)Free textGenerated by user when creating new supplier on the Supplier pages.
Postal CodeSupplier Address Information (Postal code)Free textGenerated by user when creating new supplier on the Supplier pages.
CountrySupplier Address Information (Country)Free textGenerated 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:

 

ValueDescriptionTypeSource
Vendor NoThe Supplier NumberFree textGenerated by user when creating new supplier on the Supplier pages.
Delivery TermsDelivery Terms for the selected SupplierDrop down selectionSelected by user when creating new supplier on the Supplier pages.
Payment TermsPayment Terms for the selected SupplierDrop down selectionSelected by user when creating new supplier on the Supplier pages.
PurchaserPerson placing the order (user defined)Login credentials (First Name / Last Name)utomatically generated by login credentials
Order DateDate when the PO is createdDateAutomatically generated when creating the PO
Shipment DateDate when the PO is expected for deliveryDateAutomatically generated when creating the PO
CurrencyCurrency Code (e.g. EUR, SEK)International Currency CodeAssigned 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:


 

ValueDescriptionTypeSource
Product ThumbnailProduct image in thumbnail formatImagePart of platform meta data
DescriptionProduct NameProduct name, part of platform informationPart of platform meta data
Product VariationPayment Terms for the selected SupplierDrop down selectionPart of platform meta data
Supplier Product IDPerson placing the order (user defined)Free textCreated by user in Product management pages in SP
QuantityOrder quantity for the orderintegerAutomatically generated when creating the PO
Unit CostCost Price in Supplier CurrencyValue, 2 decimalsAutomatically generated when creating the PO
AmountDate when the PO is createdDateAutomatically generated when creating the PO
Total ValueTotal order value of the PODateAutomatically generated when creating the PO
Total UnitsDate when the PO is createdDateAutomatically 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:

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ValueDescriptionTypeSource
NameCompany name, C/O or Name of adressyFree textEntered by user in the Settings pages
Delivery AddressStreet NameFree textEntered by user in the Settings pages
Postal CodePostal codeFree textEntered by user in the Settings pages
CityCityFree textEntered 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.
 

ValueDescriptionTypeSource
emailUser's mail addressEmail, based on user ID in SPGenerated by account login
PhonePhone numberFree textEntered by user in the Settings pages in Company information
VAT Reg. noVAT Registration numberFree textEntered by user in the Settings pages in Company information