Step 1: Create the Vendor Order
You can start a Vendor Order from the Vendor Order tab or directly within a Work Order.
Navigation:
Go to the New menu → Select Vendor Order
Fill in the following fields:
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Order Date – Defaults to today; change if needed.
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Location – Appears if Multi-Location is activated.
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Order Status – Automatically set to Draft so the order can be edited.
→ Learn more: Vendor Order Status Settings -
Assigned To – Assign a user if needed.
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Vendor – Search your list or click Add Vendor to create a new one.
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Ship To – Defaults to your company location; select another if needed.
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Description – Include terms, delivery dates, or special instructions.
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Click Save once the details are entered.
Order Items Tab
Add inventory or non-inventory items to the order:
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Item Description
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Unit Cost
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Quantity
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Taxes
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Total Cost
Step 2: Email the Vendor Order
Before emailing, change the Order Status to lock the order and prevent edits.
To send the email:
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Click the Email tab.
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The To field will auto-fill if the vendor’s email is saved.
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CC/BCC fields populate based on Vendor Email Settings.
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Attach any files as needed.
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Click Send Email.
Step 3: Receive the Items
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Change the Order Status to Received.
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Fill in the Received Date (must be on or after the Order Date).
This will open a new tab: Received Items
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Manually input the Quantity Received per item
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Or click Received All Items to receive everything at once
Important:
If you’re ordering Inventory items, the Received Location field is required. Select the inventory location to process the receipt.
Step 4: Sync to Your Accounting Software
Once all items are received, run the Accounting Connector Sync. This pushes both the Purchase Order and Receipt/Bill into your connected accounting system.
Helpful guides by integration:
Need to place a Vendor Order from a Work Order?
Check out this related article for a specialized workflow:
👉 How do I place Vendor order out of a Work Order?