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.
📌 Prerequisites
Purchase order creation is accessible only if the Asset Management module is active in your company subscription.
Only super admin, admins, or authorized users can create and manage purchase orders in the Back Office Dashboard.
Ensure vendor details are already created in the dashboard before raising purchase orders.
Items to be ordered must already exist in the asset list to be selectable.
✅ This guide will walk you through the steps to manage asset purchase order on the Back Office Dashboard:
🔐 Step 1: Log In & Navigate
Log in to the GuardsPro Back Office Dashboard.
From the left‑hand menu, go to Asset Management → Purchase Orders.
Select New Order from the following screen.
📋 Step 2: Enter Order Details
In the Order Details section, enter the required information (⚠️ fields marked with an asterisk * are mandatory):
Vendor* – Select a vendor from the dropdown. To add a new vendor, choose New Vendor and create one.
Once the vendor is selected, all pre-filled vendor details will automatically appear, such as the Contact Person, Phone Number, Email, Website, and Address. You can also add or update any of these details if needed.
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 (Order Placed, Pending Approval, Shipped, Delivered, Received, Approved, or Draft).
Order Priority* – Set the priority (Low, Medium, High, or Urgent).
➕ Step 3: 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 (assets already added to your account).
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.
🚚💳 Step 4: Enter Delivery & Payment Details
In the Delivery Details section, enter the following information:
Delivery To / Site Name – Office or site name where the order will be delivered.
Delivery Address – Full address of the delivery location.
Contact Person for Delivery – Name of the primary contact person at the delivery site.
Delivery Contact Number – Phone number of the contact person.
Shipping Method – Choose courier service, freight/cargo, or postal service.
In the Payment Details section, enter the following information:
Payment Method – Select Credit Card, Bank Transfer, Cash, or Other.
Payment Terms – Choose prepaid, cash on delivery, installment, Net 7, Net 15, or due on receipt.
Payment Status* – Select pending, partial, paid, or overdue.
Notes Field – Use to include any additional instructions or comments.
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.
🎯 That’s it! Adding a purchase order in GuardsPro is simple and efficient. By following these steps, you can capture vendor details, add items, set delivery information, and manage payment records seamlessly.
For further assistance, feel free to contact the GuardsPro Support Team anytime.
For a quick walkthrough, please watch our tutorial video on YouTube:
Comments
0 comments
Please sign in to leave a comment.