The Purchase Order feature in the GuardsPro Back Office Dashboard lets you create and manage asset purchase orders by capturing vendor details, order items, delivery information, and payment status in one place.
It helps streamline asset procurement, reduce manual errors, improve vendor coordination, and maintain clear records for tracking, reporting, and audits, making it ideal for ordering new assets and managing ongoing inventory needs efficiently.
Log in to the GuardsPro Back Office Dashboard. From the left-hand menu, go to Asset Management. Click Purchase Orders. Select New Order from the following screen.
Enter Order Details
In the Order Details section, enter the required information below:
Vendor*: Select a vendor from the dropdown. To add a new vendor, choose the New Vendor option and create one.
Contact Person*: Select the vendor’s contact person.
Phone Number: Enter the vendor’s contact number.
Email: Enter the vendor’s email address.
Website: Add the vendor’s website, if available.
Address: Enter the vendor’s address.
Order Date*: Select the date the order is created.
Order Number*: Enter a unique order number for reference.
Expected Delivery*: Choose the expected delivery date.
Order Status*: Select the current status of the order (Order Placed, Pending Approval, Shipped, Delivered, Received, Approved, or Draft). These values are fixed and cannot be customized.
Order Priority*: Set the priority of the order—Low, Medium, High, or Urgent.
Note: Fields marked with an asterisk (*) are mandatory.
➕Add Order Items
In the Order Items section, click Add an Item to add items to the purchase order.
Select an Item from the dropdown list. These items are the assets already added to your account.
Check the available In Stock quantity.
Enter the Quantity you want to order.
Enter the Unit Price. The Total amount will be calculated automatically.
Click Add an Item again to include more items, if needed.
This allows you to add and manage multiple items within the same purchase order easily.
🚚 Enter Delivery Details
In the Delivery Details section, enter the following information:
Delivery To / Site Name: Enter the office or site name where the order will be delivered.
Delivery Address: Provide the full address of the delivery location.
Contact Person for Delivery: Enter the name of the primary contact person at the delivery site.
-
Delivery Contact Number: Add the phone number of the contact person.
Shipping Method: Choose the preferred shipping method from the dropdown, such as courier service, freight/cargo, or postal service.
💳 Payment Details
In the Payment Details section:
Payment Method: Select the preferred payment method such as Credit Card, Bank Transfer, Cash, or Other.
Payment Terms: Choose the applicable payment terms such as prepaid, cash on delivery, installment, Net 7 , Net 15 or due on receipt etc.
Payment Status*: Select the current payment status whether its pending, partial, paid or overdue.
Use the Notes field to include any additional instructions or comments related to the purchase order.
Click Save as Draft to save the purchase order and complete it later.
Click Submit Order to finalize and create the purchase order.
Once submitted, the purchase order will be added to the Purchase Orders list and can be viewed, tracked, shared, or managed as needed.
You’re now all set to create and manage asset purchase orders in GuardsPro.
If you have any questions or need further assistance, please feel free to contact our Support Team anytime.
For a quick walkthrough, please watch our tutorial video on YouTube here :
Comments
0 comments
Please sign in to leave a comment.