How to manage asset purchase orders on the Back Office Dashboard?

Managing asset purchase orders in GuardsPro helps you keep track of the assets your organization needs and maintain an organized procurement process. The Purchase Orders section on the Back Office Dashboard allows you to create and manage purchase orders, update their status, search and filter existing orders, and export or share order details when needed.

This helps admins maintain accurate purchase records and keep asset procurement organized and easy to track.

📌 Prerequisites

• Purchase order management is accessible only if the Asset Management module is active in your company subscription.

• Only super admin, admins, or authorized users can manage asset purchase order in the Back Office Dashboard.

• Ensure vendor details are already created in the dashboard before raising purchase orders.

✅ This guide will walk you through the steps to manage asset purchase order on the Back Office Dashboard:

🔐 Step 1: Log In  

• Log in to your Back Office Dashboard.

• Navigate to Asset Management → Purchase Orders.

• Here, you can view a list of all existing purchase orders.

• Click New Order to create a new purchase order for your assets.

🔍⚙️ Step 2: Search, Filter & Manage Purchase Orders  

On the Purchase Orders screen, you can quickly locate and manage orders:

• Use the Search bar to find a specific purchase order.

• Apply Filters to narrow down results by Vendor, Date, or Order Status.

• Manage individual purchase orders using the three‑dot menu (⋮) on the right side of each order.

  • 👁️ View Details – View complete information for an individual purchase order. From this screen, you can also edit, email, or export the order as needed.

• ✏️ Edit – Update order information such as vendor, delivery date, or items, then submit the changes.

• 🗄️ Archive – Archive the purchase order for record‑keeping.

• 🔄 Update Status – Change the order status (e.g., Order Placed or Delivered), add notes if needed, and submit the update.

📑 Step 4: Bulk Actions  

If you need to manage multiple orders at once:

• Use the checkboxes to select one or more purchase orders.

• Click the Action dropdown.

Choose the required action, such as archiving selected purchase orders.

📂 Step 5: Export & Share Purchase Orders  

Click the three‑dot (⋮) menu next to the Filters option to access the following actions:

• Export as PDF – Download purchase orders in PDF format.

• Export as Excel – Download purchase orders as an Excel file.

• Print – Print the purchase order.

• Email – Send the purchase order via email.

🎯 That’s it! Managing asset purchase orders in GuardsPro is straightforward and efficient. By following these steps, you can create, search, filter, update, archive, export, and share purchase orders seamlessly, ensuring smooth procurement and accurate record‑keeping.

For further assistance, feel free to contact the GuardsPro Support Team anytime.

For a quick walkthrough, please watch our tutorial video on YouTube: