> 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-orders.md). # Create and track purchase orders Create purchase orders, set their vendor, agreement type and memo, upload documents into them, close or delete them, and export them all from the Purchase Orders tab. Use the **Purchase Orders** tab to create a production's purchase orders (POs), follow what's estimated and spent on each, and export them. Open **Project > Vendors & POs** in the sidebar and select the **Purchase Orders** tab. Owners, Super Admins and Managers can use it. ## What the table shows Each row is one PO, in PO number order. You edit **Associated Vendor**, **Agreement Type** and **Memo** right in the table. * **PO Number**: numbers count up from 1 in each production and are padded to four digits. They start with the production's **Job Identifier** from [Project > Details](/project/details.md), as in 1234-0012. With no Job Identifier, the number is just 0012. If you change the Job Identifier, every PO number changes with it. * **Estimated**: the total of the PO's estimates. It stays at $0.00 until every estimate on the PO is approved. * **Actual**: the PO's invoices plus its receipts. * **Is Closed**: ticked when the PO is closed. **Estimated** and **Actual** are in US dollars. To open a PO's own page, select **View/Edit PO** on its row (see [Work on a purchase order](/project/vendors-and-pos/purchase-order-details.md)). ## Create a PO Select **Create New PO** above the table. An empty PO with the next number is created right away, and you see "Created a new PO - " followed by the plain number, without the Job Identifier or leading zeros (for example, "Created a new PO - 12"). ## Edit a PO's vendor, agreement type or memo 1. Select the PO's **Associated Vendor**, **Agreement Type** or **Memo** cell. 2. Choose a vendor, choose **Rental** or **Purchase**, or type a memo. Changes save on their own. To use a vendor that isn't in the list yet, type its name in the **PO Vendor** field on the PO's page (see [Work on a purchase order](/project/vendors-and-pos/purchase-order-details.md)). ## Close or reopen a PO Tick **Is Closed** on the PO's row to close it, or untick it to reopen the PO. The change saves on its own. While a PO is closed: * Its vendor, agreement type and memo can't be changed. Pointing at those cells shows "You cannot edit a closed PO". * **Upload** and **Delete PO** are greyed out. * It isn't offered in the **Purchase Order** field on transactions or in upload panels. * Whatever is left of its estimate no longer counts under **Open POs** on the [budget](/budget-and-cost-report/budget.md). ## Upload documents into a PO 1. On the PO's row, select **Upload**, then **Receipt**, **Invoice** or **Estimate**. 2. A side panel opens with **Upload Into A PO?** ticked and this PO already chosen. 3. Drag files onto the "Drag and drop or click to upload" box, or select it to choose files. 4. Select the upload button. It counts your files and names the type, such as **Upload 3 Receipts**. The panel closes and the files upload one at a time until you see "Finished adding documents". Keep RollCredits open until then. Each file becomes its own transaction on this PO and is scanned like any other upload. To close the panel without uploading, select the X at its top. For **Uploading For Someone Else?** and scanning, see [Add receipts, invoices and estimates](/transactions/transactions/add-transactions.md). ## Delete a PO 1. Select **Delete PO** on the PO's row. 2. The "Delete Purchase Order?" window names the PO and asks you to confirm. 3. Select **Confirm**. You see "Deleted PO". {% hint style="danger" %} Deleting a PO can't be undone. Its transactions stay in the production, but they're no longer on any PO. PO numbers aren't reused, so the deleted number leaves a gap. {% endhint %} ## Export all POs 1. Select **Export All POs** above the table. 2. In the "Choose export format" window, choose an **Export Type**. Each type shows a short description and an example. 3. Select the download button, which is named for the type. * **PO Folder** (**Download PO Folder**): a zip file with one PDF per PO. Each PDF has the PO's topsheet, the vendor's W9 if it's on file, the PO's supporting documents, and its estimates, invoices and receipts. * **PO Workbook** (**Download PO Workbook**): an Excel Purchase Order Workbook with a topsheet for each PO. * **PO Log (Hot Budget)** (**Download PO Log (Hot Budget)**): an Excel sheet with all your PO info, ready to use in Hot Budget. {% hint style="info" %} Only Owners and Super Admins see **PO Workbook** and **PO Log (Hot Budget)**. Managers can export the **PO Folder**. {% endhint %} The PO Folder can take a while. A "Generating export: Export..." message shows, and the zip file downloads when it's ready. You can select **Cancel** and keep working meanwhile, as long as RollCredits stays open in your browser. The workbook and the log download shortly after you select their button. ## Other ways to put transactions on a PO * In a transaction's side panel, choose a PO in the **Purchase Order** field. Owners, Super Admins and Managers can also select **Create New PO** at the top of its list. See [Review and edit a transaction](/transactions/transactions/edit-a-transaction.md). * When you upload on the Transactions page, tick **Upload Into A PO?**. See [Add receipts, invoices and estimates](/transactions/transactions/add-transactions.md). A transaction can be on only one PO. Putting it on another PO takes it off the first. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. 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