This document provides instructions for various purchase order processes in Insphire, including: - Raising a purchase order and linking it to an existing job - Raising a purchase order directly through an existing job - Attaching delivery notes and documents to a purchase order - Checking if a purchase order has already been created for an invoice - Goods receiving purchase orders to confirm receipt of items and allow payment processing The document covers the step-by-step processes for each task and provides guidance on important fields to populate like supplier codes and references to help identify related records.

1. PURCHASE ORDERS:
This presentation will cover:
- Raising a PO (Pages 3 to 5)
- Linking a PO to a job (that’s already been charged) (Page 6)
- Raising a PO through the job (Pages 7 to 8)
- Attaching delivery notes / documents to a PO (Page 9)
- Checking if a PO is raised using ‘Supplier Reference / Quote Reference (Page 10)
- Goods Receiving (Page 11)
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2. Before you
raise your PO:
- Make sure you are raising
it in the correct depot on
Insphire:
To change this go on
Insphire > on the top right
click the circle button and ‘
Change Depot’.
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3. Raising a PO: (not chargeable to any customer)
On Insphire click purchasing > New Order
- Enter the Supplier Code.
- Fill out the suppliers reference and quote reference.
(if you have the suppliers paperwork, use the
‘document number’ on the paperwork to fill out these
boxes, this way you can easily search the PO later)
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4. On the bottom left hand corner,
click on Items and Add Sale.
- Fill out the code* for the item(s)
you are raising a PO for in the
Item Number box.
- Amend the Quantity
- Amend the Buying Price
- Click OK and then Close.
*If you don’t know the system
code for the item you are raising
the PO for, click on the
magnifying glass next to Item
Number to bring up this box.
-Change search field to
‘DESC#1’.
Change Search condition to
‘Contains’.
and start typing for the item you
are looking for.
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5. - Tick the Authorised box.
- Under Order Notes add any notes / fleet numbers
etc.
Print PO and Save.
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6. Linking a PO to a job
If the job that relates to the PO you want to raise is
complete, you will not be able to raise the PO through
the job. Instead you can link the job through the PO.
- Raise your Purchase Order.
- Follow the same steps as per pages 3 – 4 (New order >
Supplier Code > Fill out Supplier and Quote reference > Add
items / Quantity and price).
Now BEFORE clicking OK this is how to link a job to a PO:
- On the bottom click on Cost Allocations and then New.
- Select Works Order.
- In the Link Number box type the job number you wish to
link this PO to.
- Set Costing Type as HIRE and Quantity as 1.
-Click OK, Close and OK again.
Your Purchase Order is now linked to the Job.
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7. Raising a PO through the job
If you raise a PO through the job, it will automatically be
linked.
Amend the job and fill out all the necessary information
(Click Here for notes on how to raise a job)
- When adding items to your job on Insphire you need
to state which supplier provided the items.
- Once you’ve added the items to the job, click on
Supplier
- This will bring up this window.
- In the Supplier box fill out the code* for the supplier.
- Amend the Cost Price and click OK.
* If you do not know the supplier code – click on the
magnifying glass and set search field to ‘NAME’ and
search condition to ‘CONTAINS’ then type the supplier
company name to bring up the code.
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8. Now that you’ve added the supplier, items and prices,
you can successfully go on to raising a PO through your
job.
Back on the main job tab click on the P/O icon.
This will raise your purchase order (it is automatically
linked to the job).
Now fill out all the information needed for your PO (see
pages 3 to 5 or click here for further clarification).
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Back on the items page, just before you click OK there is
a Recharge option.
- Tick if the item is chargeable to the customer or un-tick
if the item is not chargeable

9. Attaching Delivery Notes to PO’s
Every PO will need to have a delivery note attached on
Insphire, before the invoices are processed.
- Scan the delivery note to your email.
- Rename scanned document as the PO number.
- Save to the PO’s folder under the correct supplier.
- On Insphire, amend the PO and click on Documents.
- Click on New > Filename and select the document to
attach.
- Rename the file as ‘DEL NOTE’ and click OK
The delivery note is now attached to your PO.
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10. If you needed to check if a PO has been raised for the
invoice on the right – you would look it up via the
document number.
- On Insphire click on Views > Purchase order.
- Click on the magnifying glass next to PO number.
- Set the ‘Search Field’ to THEIRREF
- Set the ‘Search Condition’ to Contains
- Type the document number in the ‘Search text’ box
- If a PO has been raised, it will appear below.
Checking if a PO is raised using ‘Supplier Reference / Quote
Reference.
The reason you need to fill out Supplier and Quote
reference when raising a PO (see page 3 for clarification)
is to easily be able to check if a PO has been raised and
to know exactly what invoice it relates to.
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11. Goods Receiving
You will need to goods receive PO’s to confirm we have
received the item(s) and for payments to be processed.
- On Insphire, click on
‘Purchasing’ and -
Select ‘New Batch’ and
then ‘Start Batch Entry’.
‘Goods Received’.
- Select ‘New Batch’ and then ‘Start Batch Entry’.
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- Type your PO number in the ‘Order Number’ box.
- Fill out ‘Delivery Reference’ with the Quote/supplier
reference number.
- Click ‘Receive all into sale stock’ and click OK
- Now your PO is goods received, you can file it away.