> For the complete documentation index, see [llms.txt](https://knowledge.rollcredits.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.rollcredits.io/project/vendors-and-pos/purchase-order-details.md).
# Work on a purchase order
Open a purchase order to check its totals, add estimates, invoices, receipts and supporting documents to it, fill in its topsheet and export the full PO.
Each purchase order (PO) has its own page, where you see what's been estimated and billed against it, add documents to it and fill in what prints on the PO. You open it from the **Purchase Orders** tab on **Project > Vendors & POs**, which Owners, Super Admins and Managers can use.
## Open a purchase order
1. In the sidebar, select **Project > Vendors & POs**.
2. Select the **Purchase Orders** tab.
3. On the PO's row, select **View/Edit PO**.
To go back to the list, select **Back to PO List** at the top of the page.
The PO's page has these tabs:
* **Details**: the PO's totals, vendor and documents.
* **Topsheet Info**: the details that print on the PO.
* **Supporting Documents**: contracts and other files that go with the PO.
* **Vendor**: the vendor's details. This tab shows only when the PO has a vendor.
{% hint style="info" %}
The **Vendor** tab has two tabs of its own: **Vendor Details** and **Merged Vendors**.
{% endhint %}
## Check the PO's totals
The top of the **Details** tab shows:
* **PO #**: the PO's number in this project.
* **Approved Estimate**: the total of the estimates on the PO.
* **Actual**: the invoices plus the receipts on the PO.
* **Remaining**: **Approved Estimate** minus **Actual**. It shows only when **Approved Estimate** isn't zero. When you've billed more than the estimate, it turns red and shows a warning icon.
Amounts in other currencies are converted to US dollars.
{% hint style="warning" %}
Estimates count toward **Approved Estimate** only once every estimate on the PO is approved. Until then, **Approved Estimate** shows $0.00 and "Estimate(s) are pending approval." appears under the upload buttons. If your production has no approvers for estimates, they count as soon as they're on the PO. To set who approves estimates, see [Set up approval flows](/approvals/configure.md).
{% endhint %}
## Change the vendor or close the PO
On the **Details** tab:
* To set the vendor, select **PO Vendor** and choose a vendor from the list. To add a vendor that isn't listed, type its name and select **Create** followed by the name. The new vendor is added to your company's vendor list.
* To close the PO, turn on **Is Closed**. Turn it off to reopen the PO.
Changes save on their own. **Saving...** and then **Saved!** show at the top right of the tab.
When **Is Closed** is on, **PO Vendor** is locked. On the budget, the part of a closed PO's estimate that hasn't been billed no longer counts toward **Open POs**. See [Track your budget](/budget-and-cost-report/budget.md).
## Upload and scan documents
Upload estimates, invoices and receipts straight into this PO.
1. On the **Details** tab, select **Upload and Scan**, then choose **Estimate**, **Invoice** or **Receipt**.
2. In the side panel, drag files onto the upload box, or select it to choose files. You can add up to 99 files at once, as .pdf, .png, .jpg, .jpeg or .heic.
3. Check that **Upload Into A PO?** is ticked and shows this PO. It's set for you.
4. Select the upload button, such as **Upload 3 Invoices**.
Each file becomes a transaction on this PO. RollCredits scans it and fills in its details for you to check. For more on scanning, and on **Uploading For Someone Else?**, see [Add receipts, invoices and estimates](/transactions/transactions/add-transactions.md).
{% hint style="info" %}
On a phone, **Upload and Scan** opens your phone's file picker instead of the side panel. The files you pick become transactions, but they aren't added to this PO. To add documents to this PO from a phone, use **Add Manually**.
{% endhint %}
## Add a document by hand
1. On the **Details** tab, select **Add Manually**, then choose **Estimate**, **Invoice** or **Receipt**.
2. A side panel opens with the **Add Estimate**, **Add Invoice** or **Add Expense** form. Its **Purchase Order** field is already set to this PO.
3. Fill in the form and select **Save**.
To close the panel without saving, select **Cancel**. For what each field means, see [Add receipts, invoices and estimates](/transactions/transactions/add-transactions.md).
## Review the PO's estimates, invoices and receipts
The **Details** tab lists the PO's documents in three tables: **Estimate**, **Invoice** and **Receipt**. Each table has the columns **Vendor Name**, **Amount**, **Item #**, **Document #**, **Status**, **Category**, **Notes** and **Created By**.
* A document coded to more than one category has one row per category, each with that category's amount.
* **Item #** numbers the rows in the table.
* **Document #** is the number on the document, such as the invoice number.
* The **Invoice** and **Receipt** tables show a **Total** next to their name, in US dollars.
To open a document, select the eye button at the end of its row. Its transaction opens in a side panel next to the PO, where you can review and edit it. See [Review and edit a transaction](/transactions/transactions/edit-a-transaction.md). To close any side panel on this page, select the X at its top.
## Fill in the topsheet info
The **Topsheet Info** tab shows the details that print on the PO's topsheet when you export it. Most of them come from elsewhere and are read-only here:
* **Vendor**: the PO vendor's **Name**, **Phone #**, **Email**, **Address** and **Structure**. When the PO has no vendor, you see "No Vendor For This PO". To change the vendor's details, use the **Vendor** tab.
* **Company**: your company's **Name** and **Address**, from [Company > Details](/company/details.md).
* **Project**: the project's **Name**, **Job #**, **Production Supervisor** and **Asst. Production Supervisor**, from [Project > Details](/project/details.md).
Under the PO's full number, such as **PO # 1234-0012**, you fill in two fields:
1. Choose an **Agreement Type**: **Rental** or **Purchase**.
2. Type a **Memo**.
Both save on their own, with the same saving indicator. While the PO is open, you can also change them on the **Purchase Orders** tab. See [Create and track purchase orders](/project/vendors-and-pos/purchase-orders.md).
## Add supporting documents
Use the **Supporting Documents** tab for files that belong with the PO, such as rental agreements and insurance documents. RollCredits adds them to the PDF you get from **Export PO**.
1. On the **Supporting Documents** tab, select **Upload New Document**.
2. In the side panel, drag files onto the upload box, or select it to choose files. You can add up to 99 files at once, as .pdf, .png, .jpg, .jpeg or .heic.
3. Select the upload button, such as **Upload 2 Supporting Documents**.
When "Finished Uploading Documents" shows, the panel closes and the files appear in the table. Each one is named after its file, with no description or type yet.
The table has the columns **Name**, **Description**, **Type**, **Uploaded On** and **Added By**.
W9s don't go on this tab. When the PO has a vendor, select **Adding a W9?** above the table to open the vendor's page, where the W9 is kept. See [Collect W9s from vendors](/project/vendors-and-pos/vendor-w9s.md). **Export PO** includes the vendor's W9 when one is on file.
## Edit or delete a supporting document
1. On the **Supporting Documents** tab, select the document's row. A side panel opens with the document.
2. Change the **Document Name** or **Description**, or choose a **Type**: **Equipment Contract**, **Insurance Contract**, **Location Contract**, **Payment Information** or **Talent Contract**.
Changes save on their own. When you edit a document, **Added By** changes to your name.
To delete the document, select **Delete** in the side panel.
{% hint style="danger" %}
**Delete** removes the document right away, with no confirmation step, and it's no longer included when you export the PO.
{% endhint %}
## Edit the vendor
When the PO has a vendor, the **Vendor** tab shows the same details form as the vendor's own page. Changes save on their own and apply to the vendor in every project in your company. For each field, and who can see the bank and tax fields, see [Edit a vendor's details](/project/vendors-and-pos/vendor-details.md).
## Export the full PO
**Export PO** is for Owners, Super Admins and Managers.
1. On the **Details** tab, select **Export PO**.
2. Wait while "Your Full PO download will begin shortly. Please wait..." shows. The PDF downloads when it's ready.
The PDF is named after the PO number and the vendor. It holds, in this order:
* The **Purchase Order / Check Request** topsheet, with the PO, project, company and vendor details, the **Agreement Type** and **Memo**, and a list of the PO's estimates, invoices and receipts.
* The vendor's W9, if one is on file.
* The supporting documents.
* The files attached to the PO's estimates, invoices and receipts.
To export every PO at once, use **Export All POs** on the **Purchase Orders** tab. See [Create and track purchase orders](/project/vendors-and-pos/purchase-orders.md).
---
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