CoreBridge makes it easy to create and manage Vendor Purchase Orders through the Purchasing Module, or directly from an Invoice. This helps you organize vendor requests, track materials and costs, and send purchase details directly to your vendors.


Note:  If the Purchasing Module is not available in your module selector, you will not be able to create Vendor Purchase Orders. To add this feature, please contact support@corebridge.net.



Table of Contents



Setting Your Purchase Order Prefix


The PO prefix appears before every purchase order number, making it easy to identify as a Purchase Order. If your system includes multiple locations, consider using a unique prefix for each (for example, P-NY) to help distinguish which sales center the Order belongs to. 


Note: The prefix contributes to the 11-character invoice number limit.


Navigate to the Management Module / Global Settings / Locations and select the appropriate Location.


1. Select the Location & Company tab.

2. Enter the prefix as you want it to appear on your Purchase Orders.

3. Click Save Changes.




Creating Purchase Orders from the Purchasing Module


Navigate to the Purchasing Module / Purchase Orders / Create New.



1. Select a Vendor by typing in the field or using the search icon.

Note: You can add a new vendor here by clicking the Plus icon.

2. Select a Contact from the dropdown.



3. If your system has multiple Locations, select one from the dropdown.

Note: If you have a single center, your Location will be selected automatically.

4. Check this box if you would like the Order drop shipped directly to your Customer.

Note: See example below.



Example:



5. Enter a Description for this Purchase Order.

6. Select the Date on which you want the products from your vendor to arrive.

7.  Enter the Freight amount. 

Note: If the amount is unknown, enter 0.00. This field is required and must have a value. 

8. Enter any Notes.



9. Select Add New.

10. Select a Part Category.

11. Select a Part.

Note: You can also click Add Custom to manually add a new item to the Purchase Order. This option creates editable fields for Vendor Part Number, Description, Quantity, Rate, Amount, and COGS Account.



12. Edit the information fields as needed.

13. Click Save.



Note: If the vendor pricing information has been entered on this part, under the Associate Vendor section, it will automatically under Rate. If the vendor’s price has not been associated with this part, the rate will be zero, and you can manually enter the vendor’s quoted rate.


Note: Clicking the X will remove an item from the Purchase Order.


Creating Purchase Orders from an Invoice


Purchase Orders can be created directly from an Invoice. When a Vendor Purchase Order is created, it automatically uses the same number as the related Order, but with a PO prefix instead of INV. 


Note: If you are ordering from multiple vendors on the same Order, it is recommended to create a separate Purchase Order for each vendor to keep records organized and ensure accurate tracking.


Navigate to the Sales Module / Orders and select the appropriate Order.


1. Click on the Vendor Purchase Order tab.

2. Click Create Vendor Purchase Order.

Note: This opens a new window. 

You can generate multiple Purchase Orders from the same Invoice by clicking the Create Vendor Purchase Order button again.



3.  Select entire products, or parts within a product, that you wish to include in the Purchase Order.

4. Click Next.



5. Select a Vendor by typing in the field or using the search icon.

Note: You can add a new vendor here by clicking the Plus icon.

6. Select a Contact from the dropdown.



7. If your system has multiple Locations, select one from the dropdown.

Note: If you have a single center, your Location will be selected automatically.

8. Check this box if you would like the Order drop shipped directly to your Customer.

Note: See example below.



Example:



9. Enter a Description for this Purchase Order.

10. Select the Date on which you want the products from your vendor to arrive.

11.  Enter the Freight amount. 

Note: If the amount is unknown, enter 0.00. This field is required and must have a value. 

12. Enter any Notes.



12. Select Add New.

13. Select a Part Category.

14. Select a Part.

Note: You can also click Add Custom to manually add a new item to the Purchase Order. This option creates editable fields for Vendor Part Number, Description, Quantity, Rate, Amount, and COGS Account.



15. Edit the information fields as needed.

16. Click Save.



Note: If the vendor pricing information has been entered on this part, under the Associate Vendor section, it will automatically under Rate. If the vendor’s price has not been associated with this part, the rate will be zero, and you can manually enter the vendor’s quoted rate.


Note: Clicking the X will remove an item from the Purchase Order.



Managing Purchase Orders


Updating Purchase Order Status


1. Select the Vendor Purchase Order tab within the Order View Page.

2. Expand the Purchase Order.

3. Select a Status from the dropdown.



Purchase Orders Actions


1. Select the Vendor Purchase Order tab within the Order View Page.

2. Expand the Purchase Order.

3. Select an Action.

  • Print PO - Opens this Purchase Order in a new tab with options to Print or Download.
  • Email PO - Opens a pop-up window allowing you to email this Purchase Order.
  • Clone PO - Clones the Purchase Order on this Invoice.



Viewing Purchase Orders


You can easily view and manage existing Purchase Orders within the Purchasing Module. This section allows you to review order details, track vendor information, and monitor order status.


Navigate to the Purchasing Module / Purchase Orders / Search.



a. Use the Search box to narrow your results. 

b. Select from the Status dropdown to filter by status. 

c. Expand the Purchase Order to see more details.

d. Clicking the PO Number will take you to the Purchase Order Information page.

Note: See Example 1 below.

e. Clicking the Vendor name will take you to the Vendor Information page.

Note: See Example 2 below.

f. Click any of the action items.

g. Use the dropdown to update the Status of the Purchase Order.



Example 1:



Example 2: