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</style><p><span style="font-size: 11pt;"><strong>In this guide we will cover:</strong></span></p><p><span style="font-size: 11pt;"><strong>- Ordering Items from a Sales Order</strong></span></p><p><span style="font-size: 11pt;"><strong>- Purchase Order Screen and Options</strong></span></p><p><span style="font-size: 11pt;"><strong>- Purchase Order Approvals</strong></span></p><p><span style="font-size: 11pt;"><strong>- Sending The Purchase Order</strong></span></p><p><span style="font-size: 11pt;"><strong>- Purchase Order Statuses and System Uses</strong></span></p><p><span style="font-size: 11pt;"><strong>- </strong><strong>Confirmation of the Supplier Receiving the Purchase Order</strong></span></p><p><span style="font-size: 11pt;"><strong>- Adding SKUs to purchase orders </strong></span></p><p><strong>- Associating a Purchase Order with a Ticket</strong></p><p><strong>- Purchase Order Screen Layout Profiles (v2.240+)<br></strong></p><p><br></p><p><br></p><p><span style="font-size: 11pt;"><strong>Admin Guides:</strong></span></p><ul><li><span style="font-size: 11pt;"><a href="https://usehalo.com/haloitsm/guides/1457/" rel="noopener noreferrer" target="_blank"><strong>Purchase Orders</strong></a></span></li><li><span style="font-size: 11pt;"><a href="https://usehalo.com/haloitsm/guides/1349/" rel="noopener noreferrer" target="_blank"><strong>Billing General Settings</strong></a></span></li><li><span style="font-size: 11pt;"><a href="https://usehalo.com/haloitsm/guides/1409/" rel="noopener noreferrer" target="_blank"><strong>Agents</strong></a> </span></li></ul><p><span style="font-size: 11pt;"><br></span></p><p><strong><span style="font-size: 14pt;">Ordering Items from a Sales Order</span></strong></p><p>If you do not have products in Stock you may need to purchase goods in order to fulfil a Sales Order. This can be done by raising a Purchase Order off the back of the Sales Order. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjQ2MWJkM2U2LTNiZWMtNDhiMS05YmUzLWEzY2Y0Nzg0MjYxYyJ9.r6ZNElT4VcX9liU1lfiR1UrWEx_h841Fccsmjw7o3ms" class="fr-fic fr-fil fr-dib" width="982" style="width: 984px; height: 305.513px;" height="306"></p><p><strong><span style="font-size: 10pt;">Fig 1. Using the Order Items button on the Sales Order will allow you to Raise all PO's required.</span></strong></p><p><br></p><p>The "Order Items" button allows you to raise Purchase Orders for goods which you may not have in stock. At product level the Item must be marked as<strong> "Consignable"</strong> for you to be able to raise a PO for that product. Alternatively you can click on the "Create PO" button on the product line.</p><p><br></p><p><em><strong>Note: </strong></em><strong><em>In Fig 1, you would not be able to use the "Order Items" button after the PO has been created for a quantity that fulfils the Sales Order.</em></strong></p><p><br></p><p>You can still track receival of stock even if you are not tracking stock levels. Disabling "Track Stock Levels" in Configuration > Items and Stock Control will show "Allow Purchase Order stock to be received when not tracking stock" which can be enabled. This can be useful for tracking that stock has been received from suppliers, even if you have no wider interest in tracking it completely.</p><p><br></p><p>Enabling "Only allow administrators to update line Products that have been received" in Configuration > Purchase Orders means agents will need the administrator role to be able to update purchase order lines for received products. This will allow managers for instance to be able to edit product numbers if incorrectly entered by an agent for instance.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjAwMDM0ZjEyLTI2OGItNDcwMC1hODg5LTI2YTI5OWI2MDZkMSJ9.arvghJSqSV9wlsbOomnBY8QqLjPAz7xQ8ZEMeca5xTQ" class="fr-fic fr-fil fr-dib" width="980" style="width: 982px; height: 255.025px;" height="255"></p><p><strong><span style="font-size: 10pt;">Fig 2. Purchase Order has been created for the Office Professional Software and the iPhones are in stock.</span></strong></p><p><br></p><p><em><strong>Note</strong></em><strong><em>:</em> <em>When a purchase order is raised you will be prompted to select a supplier, but default suppliers can be set for each product under the product details. The default supplier will be the supplier used when raising a PO for this item. </em></strong></p><p><br></p><p><br></p><p data-pasted="true">At this point, you may also want to update prices or information if they have changed since raising the PO. The "Update All Line Values" button only shows when editing, and will bulk update all rows with the same value i.e. if I selected cost and set it to 50 it would set all lines of the quote to cost 50. Purchase Order Line custom fields can also be updated via this method.</p><p><br></p><p>In this above situation, the Sales Order has been fulfilled, as there is a PO: 03-1 where the -1 is representing the quantity of products that are on the PO.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImEzNzZlMjQxLWVhNjktNDFhNC1hY2ZjLWExMzI3YWUzNTdhYSJ9.rEgCbNaxkiZsfBeuvue839tg4hIgzkdbqDeToHGSyOo" class="fr-fic fr-fil fr-dib" width="596" height="384"></p><p><strong><span style="font-size: 10pt;">Fig 3. No Items to Order because the PO fulfils the quantity required on the SO and there are iPhones in Stock.</span></strong></p><p><br></p><p>After selecting <strong>"Order Items"</strong> you choose a supplier, select your quantity to Order and whether or not to create a New PO or Add to an Existing PO.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImUwMmFiOTg0LTdlZmQtNDE0Yi1iNTcwLWU3YzQ2ZTVmYWNmMCJ9.TitskVgz4Tlh9mwyLzuBXqe55lZl0VxQH0EhUIg_mG0" class="fr-fic fr-fil fr-dib" width="687" height="326"><strong><span style="font-size: 10pt;">Fig 4. Raising a new PO and having the option to choose where the goods need to be shipped ("Deliver to the User by default" checked on).</span></strong></p><p><br></p><p>You can set it to deliver to user by default, by checking on this option in Configuration > Purchase Orders:</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImJlMGU3NTkxLWE3NTktNDkwZS1iYmYwLTY5OWRiODk4MTA2YyJ9.xHB9oAkgvynRHsWdDFippovLr0LJsw6kY6-v-D6rOmA" class="fr-fic fr-fil fr-dib" width="219" height="51"><strong><span style="font-size: 10pt;">Fig 5. Option to have Deliver to User be the default shown on the dropdown.</span></strong></p><p><br></p><p><strong><em>Note: You can set a 'delivery override' per line. This is set against the quote and pulled through automatically to the sales order so that when the procurement team are raising POs for items on this sales order they can see where each item needs to be delivered. As this information is stored against the sales order lines agents raising the PO will need permission to edit sales orders to see this information. </em></strong></p><p> </p><p>The Create PO option will show as an action if a PO has not already been raised and there are no other Actions which need to be completed on that Sales Order Line. In the example in <strong>Fig 1</strong> there was another action which needed to be completed first - <strong>Adding a Recurring Invoice</strong>. </p><p><br></p><p>A purchase order created from a sales order line will automatically set the supplier field on the sales order line. Additionally, if the price is updated on the purchase order, it will automatically update the sales order line cost.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjhkMzZkMGFlLWI1ZTgtNDIwYi1hYjQ2LTk4NmRjNGU0MmEwNyJ9.t5Cn6tVtsZM4sq1jV-IRLDPpfTxmSFgmK1OqhF2a2bs" class="fr-fic fr-fil fr-dib" width="998" style="width: 1000px; height: 58.3067px;" height="58"><strong><span style="font-size: 10pt;">Fig 6. Create PO Option appearing as an Action</span></strong></p><p><br></p><p>After using the <strong>"Order Items" </strong>button and creating the PO you will be able to navigate to the newly created PO via the link below:</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjhhNTEzMDQ1LTExMjQtNGQ2MS04NmNkLWYyNTQ3NzM1NWUyZiJ9.v6mNTuuO6aALa1zby-ogKaeFPIX_UT2jtAzucNgYOlE" class="fr-fic fr-fil fr-dib" width="991" style="width: 993px; height: 251.72px;" height="252"><strong><span style="font-size: 10pt;">Fig 7. After creating the PO you can navigate to the newly created PO from the SO.</span></strong></p><p><br></p><p><strong><span style="font-size: 14pt;">Purchase Order Screen and Options</span></strong></p><p><strong><span style="font-size: 14pt;"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjVkNzU3YjcyLWE4OGUtNDU1Zi1iMjdiLWYzMDc2MzhiZmI5ZCJ9.pOnI4UMbCbWs2zdzBBnOV_Dc9YjvuSrYN2jtNdFu-jw" class="fr-fic fr-fil fr-dib" width="986" style="width: 988px; height: 479.633px;" height="480"></span></strong><strong><span style="font-size: 10pt;">Fig 8. PO Screen and options.</span></strong></p><p><br></p><ol><li><strong>Request Approval - </strong>This option is related to your Purchase Order Approval Settings (covered in the next section of this guide). If purchase order approvals are enabled agents will need to request approval before the PO can be sent off to the supplier. </li><li><strong>Consign Items - </strong>This option will only be available on the PO if the order is being delivered direct to the user, otherwise it will be available on the sales order. Once the goods have been received by the customer you will need to <strong>consign </strong>the goods which will update the received quantity on the PO, the received will change from 0/10 to 10/10 in this example. Consignment will also move the assets to the client's/users site. If stock tracking is in use the stock for this site will also update. You can consign existing unlinked serialised assets providing the "Allow consignment of existing Assets when delivery it set to Deliver to the User" checkbox is selected in Configuration > Purchase Orders. </li><li><strong>Receive Stock -</strong> This option will only be available on the PO if the order is not being delivered directly to the user. Once all/some of the order has been received, use this to mark all/some of the PO lines as received. If you are using stock tracking, this will also bring the specified amount of items into stock. </li><li><strong>Supplier </strong>is the supplier you would like to purchase the goods from. When you go to send the PO the To Address on the email will populate with the email address stored against the supplier record.</li><li><strong>Deliver to the User</strong> - This checkbox determines whether or not you are delivering directly to the user or not. This will control whether goods are consigned from the sales order or PO. The Delivery Address on the Purchase Order PDF template will change based on this setting.</li><li><strong>Create Bill</strong> (Essentially a Purchase Order Invoice) - This is used when you are purchasing the products are not paying the supplier right away. In Xero/ QuickBooks a bill is money that your business owes but will pay at a later date. So you can create a bill in Halo to keep record of anything you are dur to pay. Bills will sync to Xero if you use the integration, they do not currently sync to QuickBooks. </li><li><span style="color: rgb(0, 0, 0);"><strong>Display £-$</strong> is for toggling on or off different currencies on the PO, if the client of the PO has a different currency from your default. The default currency is set in Configuration > Billing > Currency.</span></li></ol><p><span style="color: rgb(0, 0, 0);"><strong><span style="font-size: 12pt;">Setting the Purchase Order Address</span></strong></span></p><p><span style="color: rgb(0, 0, 0);">The delivery address of a purchase order will be populated based on who the order is set to be delivered to. Agents choose who the order is delivered to using the modal screen when creating a PO from a sales order. </span></p><p><span style="color: rgb(0, 0, 0);"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjFhMGM2NWE3LWU3ZGYtNGNmMC05NmFiLWE5OTNiZjVjNDZmMiJ9.Vvc5f4TnZmq7vEEtewVNQNilre3Owrk7LdgKzW2e8n8" class="fr-fic fr-fil fr-dib" width="649" style="width: 651px; height: 314.559px;" height="315"></span></p><p><strong><span style="font-size: 10pt;">Fig 9. Modal Screen to choose who to the order should be delivered to</span></strong></p><p><br></p><p><span style="color: rgb(0, 0, 0);">When not creating a PO from a sales order, use the "Deliver to user" toggle against the PO to set who the order should be delivered to. </span></p><p><br></p><p><span style="color: rgb(0, 0, 0);">If the order is set to be delivered to the user, the address of the site assigned to the sales order will be used as the PO's delivery address. </span></p><p><span style="color: rgb(0, 0, 0);"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImFkYTNmMWYwLWUzOTgtNGM3NC05OTE1LTQ4ZGQ4MDgxM2JmNyJ9.PmHpiJwnu90dD2b4MIyIJHTnfbpqEY1QKWZXDFshOjI" class="fr-fic fr-fil fr-dib" width="2078" style="width: 2080px; height: 693.613px;" height="694"></span></p><p><strong><span style="font-size: 10pt;">Fig 10. Delivery Address of PO set to be delivered to the User</span></strong></p><p><br></p><p>If the order is set to be delivered to us, your organisation's address will be used as the PO's delivery address. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImQ0NTQ5YmM5LWNjZGItNDJjZS05YTU1LTM4MWQ3MTYwZTIxZCJ9.nDghror8k-71L2qRNvTM1pbPugg-oSoNk-xKtyLLQXk" class="fr-fic fr-fil fr-dib" width="2080" style="width: 2082px; height: 699.867px;" height="700"></p><p><br></p><p><strong><span style="font-size: 10pt;">Fig 11. Delivery Address of PO set to be delivered to us (not delivered to the user)</span></strong></p><p><br></p><p>If the order is set to be delivered to the delivery address against the sales order, the address will be copied from the sales order. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjFhZDM1NGM3LTlkZWYtNDQ5Zi1iN2ZkLWNhYjNjYWYwOWJiZiJ9.WyuTwvP_Ug729iqPsCR51auK57p5X4fKLILXiQ8NdoI" class="fr-fic fr-fil fr-dib" width="2074" style="width: 2076px; height: 698.926px;" height="699"></p><p><strong><span style="font-size: 10pt;">Fig 12. Delivery address of PO set to be delivered to the same address as the Sales Order</span></strong></p><p><br></p><p>After the PO is created you can override the delivery address by editing the PO, but keep in mind the person the order is addressed to on the PDF generated will still be determined by whether the PO is set to be delivered to the user or not. If the PO is set to be delivered to the user, the PO will be addressed to the End User of the PO. followed by the custom address. If the PO is not set to be delivered to the user, the PO will be addressed to your organisation, followed by the custom address. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImM5ZTM1MDMzLTdmZDAtNGUxZi1hODlkLTlkYTBmMDY1YjZjMyJ9.y08hvV1BIfmRzKx6hLTsDuCQRCOrJMlnvyJ7bQAaTfc" class="fr-fic fr-fil fr-dib" width="800" height="571"></p><p><strong><span style="font-size: 10pt;">Fig 13. Purchase Order Using Custom Delivery Address but set be delivered to user</span></strong></p><p><br></p><p><strong>Choose a Site for the Purchase Order to be Delivered to (v2.238+)</strong></p><p>From v2.238+ if you would like to change the PO's delivery address you can choose a site for it to be delivered to. Choosing a site will populate the delivery address of the PO with the address of this site. Useful when the PO is being delivered to another site as agents do not need to type out the site's address. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjgzODMzMTM4LTA1YWItNDgyYy1hYmEwLWM0MTg3Y2YxOWM0ZiJ9.AbRfGKXw1GO2QvQutWo3OFlCN7vlLosqc9JskgT0vNc" class="fr-fic fr-fil fr-dib" width="2022" style="width: 2024px; height: 737.326px;" height="737"></p><p><strong><span style="font-size: 10pt;">Fig 14. Choose Site as the delivery Address</span></strong></p><p><br></p><p>You will only be able to choose from sites that are marked as stock locations here. </p><p><br></p><p><strong><span style="font-size: 14pt;">Purchase Order Approvals</span></strong></p><p>Purchase order approvals can be used to prevent POs from being sent to suppliers until they have been approved by a selected agent. This can be used to allow sales agents to raise POs but have the procurement team review and approve them before they are sent out.</p><p><br></p><p>To enable this functionality head to Configuration > Purchase Orders and enable 'Enable approval processes on Purchase Orders'. Once enabled some additional configuration options will appear that will impact PO approvals.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImU3NGQ0YjAxLWYyMTEtNGM1ZC05ZDcxLWZjZTQxZjA5ZDkyMCJ9.j6WWot-AtXaDQNGdkzTt8kMcTzNfXdlqw4SetFnXbzI" class="fr-fic fr-fil fr-dib" width="819" style="width: 821px; height: 493.784px;" height="494"></p><p><strong><span style="font-size: 10pt;">Fig 15. Purchase Order Approval Settings</span></strong></p><p><br></p><ul><li><strong>Allow generation of PDF before approval:</strong> When enabled agents will be able to generate a PDF of the PO before it has been approved. </li><li><strong>Allow stock processing before approval:</strong> When enabled, stock can be used before the purchase order has been fully approved.</li><li><strong>Allow Products to be added to Approved Purchase Orders:</strong> When enabled, additional items will be able to be added to POs from sales orders, if the PO has already been approved. If additions are made, the approval process will re-start. On versions prior to this, and when this is disabled, new items will not be able to be added to the PO from sales orders. </li><li><strong>Use Opportunity/Ticket approval rather than simple approval for Purchase Order approvals: </strong>When enabled ticket/opportunity approval processes can be followed when approving POs. See the section 'Using Ticket approval processes to approve POs' for more information on this.</li><li><strong>Purchase Orders must be approved before syncing to a third-party billing integration:</strong> When enabled POs will not be able to be synced to a billing/accounting integration until they have been approved.</li><li><strong>Minimum PO Cost to require approval:</strong> The value enter the value that a PO must exceed in order to require approval. Allows you to configure approvals to only take place for high cost POs. This setting is also available per agent under the agent's details > approval settings.</li><li><strong>Approver Selection:</strong> Determines how the agent selects who needs to approve the PO, they can enter an email address or select from a list of agents. If 'fixed email address' is chosen here you can enter the email address of the person you would like to approve all POs. </li><li><strong>Auto-approve Purchase Orders if created by an approver:</strong> When enabled, if the PO was raised by someone who can approve POs the PO will be auto-approved. </li></ul><p>You will also find the print options on the bottom of the left side menu. Here you can set the default template and set whether to include groupings. </p><p><br></p><p><strong><span style="font-size: 12pt;">Setting agents that can approve POs </span></strong></p><p>Agents who can approve POs are determined by the setting 'Can approve purchase orders' against their agent profile (see figure 10). Each agent that you would like to be able to approve POs will need to have this enabled. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImI3ZTVmY2YxLWZlNTQtNDI1Ny1hZDQzLTk4MWM5MGRmZjlkNyJ9.JVadIYM5g0CSBw3hfk1j_ahAfse79UTTQ6J7MIFwWdc" class="fr-fic fr-fil fr-dib" width="676" height="801"></p><p><strong><span style="font-size: 10pt;">Fig 16. Approval Settings on the Details Tab of an Agent</span></strong></p><p><br></p><p><strong><span style="font-size: 12pt;">Simple PO approval process</span></strong></p><p>Once you have configured PO approvals POs that meet criteria for approval will need to be approved before being able to be sent to the supplier. </p><p><br></p><p>When a PO is raised you will now have the button to 'Request Approval'.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImFkOTczMTRhLTdjNjAtNDUxOC05YzVlLWZjYmM1NDFiZmVmMCJ9.Ce37datacTi7ohu1kZpo05FAVT8MCI4NG4A6Nff3O9s" class="fr-fic fr-fil fr-dib" width="1196" style="width: 1198px; height: 438.957px;" height="439"></p><p><strong><span style="font-size: 10pt;">Fig 17. Request approval button</span></strong></p><p><br></p><p><span style="font-size: 11pt;">When this button is used the agent will need to either enter the email they want the approval email to be sent to, or select the agent to approve the PO. This depends on the configuration option they have selected earlier. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;"><strong><em>Note: If entering the email of an agent in your Halo, this will not auto populate until you type in a letter.</em></strong></span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">The agent selected as the approver will be sent an email requesting they approve this PO and can now approve the PO one of two ways. Through email or through Halo.</span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">For the agent to approve via email they must reply to the approval request email they receive with the string 'APPROVE' or 'REJECT' in the email body. This is stated in the email template they will be sent to request approval.</span></p><p style="margin-left: 20px;"><span style="font-size: 11pt;">The email template that is sent out to request approval can be found under Configuration > Email > Email Templates, the template titled 'Approval of PO Message' will be used. If you would like to customise the approval email that is sent you will need to customise this template as the PO approval process is hard-coded to always send this email template. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">For the agent to approve through the Halo agent app they must navigate to the PO, here they will have 'Accept' and 'Reject' button available to use. </span></p><p><br><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjM4MmQ3OTg1LTUyYTYtNDRmYy05OTc2LTU5NGMzNWZhMzE5YiJ9.1ZI8vO_8-URugPgjy9-od8WjOWx-7fGbASreQNehUB0" class="fr-fic fr-fil fr-dib" width="776" height="387"><strong><span style="font-size: 10pt;">Fig 18. Accepting/Rejecting the PO through the agent app</span></strong></p><p><br></p><p><span style="font-size: 11pt;">Once accepted the 'Send' button will become available against the purchase order. No further items will be able to be added to the purchase order from sales orders. </span></p><p><br></p><p><strong><em>Note: At any point during this approval process the approval can be re-started using the 'Restart Approval' button against the PO. Useful if the agent has accidently requested approval from the wrong agent. </em></strong></p><p><br></p><p><strong><span style="font-size: 12pt;">Purchase order approval using Ticket approval processes</span></strong></p><p id="isPasted">Ticket approval processes can be used instead of the simple PO approval shown previously. This allows you to have set CABs can approve POs for example, or follow a multi-stage approval process. This can be helpful for high-value purchases.</p><p><br></p><p>To use ticket approval processes for Po approvals head to configuration > Purchase orders and enable 'Use Opportunity/Ticket approval rather than simple approval for Purchase Order approvals'.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImFhODM5ZDNjLTVkMzEtNGYxMC04MWJlLTk4OGY4ZDhkN2Q2OSJ9.ix9bzQg2EvEN4lRla_hA9z_JlhKBPuRPOR8W3CoB9M8" class="fr-fic fr-fil fr-dib" width="683" style="width: 685px; height: 398.743px;" height="399"></p><p><strong><span style="font-size: 10pt;">Fig 19. Enable ticket approval processes for POs</span></strong></p><p><br></p><p>Once enabled you will then need to choose which approval process POs will follow. Alternatively if *Choose and Approval process* is selected the agent will need to choose which approval process is followed each time they request approval for a PO. </p><p><br></p><p>Approval for the PO is requested in the same was as described above for simple PO approvals, however, the agent will not select who the approver is. This will be determined by the approval process selected. </p><p><br></p><p>The approval process will then begin (and be visible) against the ticket linked to the PO, allowing the agent to see the approval status. The status of the ticket will also update in line with the approval process taking place. </p><p id="isPasted">The PO will be approved/rejected in line with the rules of the approval process used. Such as requiring one approval from a Change Advise Board (CAB) containing four agents, so it will be accepted after one approval. If a multi-step approval process is used, it will move on to the next step.</p><p><br></p><p>For more information on configuring ticket approval processes see our dedicated guide on this <a data-fr-linked="true" href="https://usehalo.com/haloitsm/guides/2396/" id="isPasted" target="_blank" rel="noopener noreferrer"><strong>here</strong></a>.</p><p><br></p><p>Agents can approve POs using ticket approval processes in the same way they approve other requests using a ticket approval process. The request will be visible in their 'My approvals' module, they can approve the PO from here.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjQ3YTBmYWE3LTU0NzktNDA4NC1hMDAwLWNjZDIxZmFkZjZlYiJ9.BwmUOphF68AtwXdmOG-seVdzwVMAiAE_kIq0rIbWt08" class="fr-fic fr-fil fr-dib" width="1234" style="width: 1236px; height: 379.956px;" height="380"></p><p><strong><span style="font-size: 10pt;">Fig 20. My approvals area</span></strong></p><p><br></p><p>They can also approve the PO from within the ticket, 'accept' and 'reject' actions will be available to them. They cannot, however, accept/reject the PO against the PO itself, unlike simple PO approvals. </p><p><br></p><p><strong><span style="font-size: 12pt;">Auto-Approvals</span></strong></p><p>PO approvals can be automatically approved when an agent with permission to approve POs raises a PO. </p><p><br></p><p>If using simple PO approvals this done by enabling the setting 'Auto-approve Purchase Orders if created by an approver' under configuration > purchase orders. </p><p><br></p><p>If using ticket PO approvals this will be determined by the approval process chosen. Auto-approval can be set per approval process therefore you will need to check the configuration of your approval process. See our guides on approval processes for more information. </p><p><br></p><p><strong><span style="font-size: 14pt;">Sending The Purchase Order</span></strong></p><p>The PO has now been accepted and the <strong>Send </strong>button has appeared.</p><p><br><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImE3MDk5Mjc2LTRjZmMtNGFhOC05NmRmLWY0YjM0YzQ2Nzc0ZSJ9.EOmEtc7DUFcgE1XUYMyvcCNzakbVNv8n92W05Og20o8" class="fr-fic fr-fil fr-dib" width="570" height="304"><strong><span style="font-size: 10pt;">Fig 21. Sending the PO</span></strong></p><p><br></p><p>Once approved you can send the PO to the supplier as show above.</p><p><br></p><p>Sending of the purchase order is shown within the "Change History" tab. </p><p><br></p><p><strong><em>Note: This will only show if the PO is raised separately from an opportunity ticket due to the way the email is stored.</em></strong></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImNjMDkxNzk5LTY3ZGYtNDkxOS1hZjgzLTVjOTViNjVmYWUxOCJ9.BnJbJwlZb0ihdyG9XHdMpprRteTuKyWzLJ0qAX42gvE" class="fr-fic fr-fil fr-dib" width="1212" style="width: 1214px; height: 197.673px;" height="198"></p><p><strong><span style="font-size: 10pt;">Fig 22. Change History tab on a purchase order</span></strong></p><p><br></p><p><span style="font-size: 14pt;" id="isPasted"><strong>Purchase Order Statuses and System Uses</strong></span></p><p id="isPasted"><strong><em>Disclaimer: </em></strong><em><strong>These system uses should be left as default, as there is no need to change them. Changing where the system use is in place affects how your quotes are closed etc, so this is not recommended.</strong></em></p><p><br></p><p><span style="font-size: 11pt;">Purchase orders are set to behave in a certain way after the status changes. Statuses are primarily used to control which area of the Quotes and Orders module the PO appears in. The behaviour of status changes is set from within the lookup codes for purchase order statuses, found in Configuration > Purchase Orders > Purchase Order Statuses.</span></p><p><span style="font-size: 11pt;"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImU0NDkzNDE4LTg4YjgtNGVhZS1hZDJkLTUzMmU2OGM0NDE5YiJ9.QYSfeC2FGD07n34YlnZnW9eKmIlPbpWd0-tZISE_Kzo" class="fr-fic fr-fil fr-dib" width="662" height="488"></span></p><p><span style="font-size: 10pt;"><strong>Fig 23. Purchase order status list</strong></span><strong><span style="font-size: 10pt;"><br></span></strong></p><p><br></p><p>When clicking into a status, we can add in the system use to initiate when the purchase order goes into this status. For example by default the 'Sent' status on a PO will have a system use of Sent:</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImQ5NmNiY2ZkLWExYjAtNGRmZS1iNDUzLTc4OTAzZWE5YmJiZCJ9.CgKghEwcOoibAVtlisefbbIrIW8l1i-DEmHElUsdyfA" class="fr-fic fr-fil fr-dib" width="571" height="454"></p><p><strong><span style="font-size: 10pt;">Fig 24. Sent status with the corresponding system use</span></strong></p><p><br></p><p>The PO being moved to a status of Declined (Which would occur if the PO was declined) then the system use will be Closed:</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjdlMzk2NzJjLTBjOGQtNDVkNy05YzAyLWFkNmE1MzllZmUxYSJ9.n3-p7y3T8INF4XyIEgURQ2BUWSLbq7CwjLcaaKKZofY" class="fr-fic fr-fil fr-dib" width="466" height="448"></p><p><span style="font-size: 10pt;"><strong>Fig 25. Declined status with the corresponding system use</strong></span></p><p><br></p><p>Default Functionality of Statuses:</p><p><br></p><ul><li><strong>Closed</strong> Status - System Use:<strong> Closed</strong></li><li><strong>Declined </strong>Status - System Use:<strong> Closed</strong></li><li><strong>Sent </strong>Status - System Use:<strong> Sent</strong></li><li><strong>To be Sent </strong>Status <strong>- No System Use</strong></li><li><strong>Awaiting Number </strong>Status <strong> - No System Use</strong></li><li><strong>Awaiting Approval </strong>Status <strong>- No System Use</strong></li><li><strong>Pending </strong>Status <strong> - No System Use</strong></li><li><strong>Confirmed </strong>Status <strong> - No System Use </strong></li><li><strong>Cancelled - </strong>System Use: <strong>Closed</strong></li></ul><p><strong><span style="font-size: 12pt;">Status Options</span></strong></p><p>The following options are available against a status when editing.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjZmN2YyMWE4LWZmZGMtNDE5Zi04ZGI2LTdmYWM2MTgyYjNjZCJ9.NR_226UCii37Y0_5Q_W3n8ukOXNvytY_2cpqeBuZA6c" class="fr-fic fr-fil fr-dib" width="861" style="width: 863px; height: 541.949px;" height="542"></p><p><strong><span style="font-size: 10pt;">Fig 26. Purchase Order status option</span></strong></p><p><br></p><p><strong>Name </strong>- Sets the name of the status. </p><p><strong>Disable </strong>Editing when this status is selected - When checked POs with this status will not be able to be edited.</p><p><strong>System Use</strong> - Controls which area of the quotes and orders module the PO will appear in and used to automate status changes. When set to 'Closed' POs with this status will show in the 'Closed Orders' Section of ready for invoicing. When set to 'Sent' POs will automatically move into this status when they are sent out.</p><p><strong>Cancelled/Not awaiting stock</strong> - When checked, the PO will appear in the 'Closed Orders' section of ready for invoicing and will not show in the 'Awaiting stock' section. </p><p><strong>Active </strong>- Controls if the status can be used. </p><p><strong><br></strong></p><p><strong><span style="font-size: 14pt;">Confirmation of the Supplier Receiving the Purchase Order</span></strong></p><p>When sending a PO to your supplier, you can use a variable to generate a link in the email. The supplier can click this link to confirm receipt of the PO. The variable used for this is $-LINKTOCONFIRMPURCHASEORDERRECEIPT.</p><p><br></p><p>This can be put in a link format like below so that the URL populates within a phrase.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjRkMzk1ZTM1LWNjMWYtNDQxNC05NWMzLTcwZjA0MWI4ZWVjZiJ9.8OBZv9XPnWQWCcAmnfgdzBQeORS4vVb_7M3tA4e_uEo" class="fr-fic fr-fil fr-dib" width="1226" style="width: 1228px; height: 621.772px;" height="622"></p><p><strong><span style="font-size: 10pt;">Fig 27. Email with Purchase Order receipt confirmation</span></strong></p><p><br></p><p>This will generate a link that the supplier can click on in their email that will redirect you to the Halo portal to show details about the purchase order.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjhlMDQ2MjNjLWI3YmItNGYyZi1hYTNjLThhODFhNWI2YTFiYiJ9.Zj1-qyO-2ocZHYIazqXSRPLX2d5FaEhVfqm5vYCJfbc" class="fr-fic fr-fil fr-dib" width="1226" style="width: 1228px; height: 493.6px;" height="494"></p><p><strong><span style="font-size: 10pt;">Fig 28. Confirmation screen for Purchase Order receival</span></strong></p><p><br></p><p>This will show that the order receipt has been confirmed by the supplier and when they confirmed it.</p><p><br></p><p>To see confirmation status, this will need to be reported on with something like this example.</p><p><br></p><div style="color: #000000;background-color: #fffffe;font-family: Consolas, 'Courier New', monospace;font-weight: normal;font-size: 14px;line-height: 19px;white-space: pre;" id="isPasted"><span style="color: #0000ff;">select<br></span><span style="color: #000000;">soh.shfaultid </span><span style="color: #0000ff;">as</span><span style="color: #000000;"> [Ticket ID],<br>f.symptom </span><span style="color: #0000ff;">as</span><span style="color: #000000;"> [Ticket Summary],<br>soh.shporef </span><span style="color: #0000ff;">as</span><span style="color: #000000;"> [PO Reference],<br>soh.shpodate </span><span style="color: #0000ff;">as</span><span style="color: #000000;"> [PO Date],<br>soh.shreceiptconfirmed </span><span style="color: #0000ff;">as</span><span style="color: #000000;"> [Is receipt confirmed?],<br>soh.shreceiptconfirmationdate </span><span style="color: #0000ff;">as</span><span style="color: #000000;"> [Confirmation Date]<br></span><span style="color: #0000ff;">from</span><span style="color: #000000;"> supplierorderheader </span><span style="color: #0000ff;">as</span><span style="color: #000000;"> soh<br></span><span style="color: #778899;">join</span><span style="color: #000000;"> faults </span><span style="color: #0000ff;">as</span><span style="color: #000000;"> f </span><span style="color: #0000ff;">on</span><span style="color: #000000;"> soh.shfaultid </span><span style="color: #778899;">=</span><span style="color: #000000;"> f.faultid</span></div><p><br></p><p>Which will give the below. The example ticket we used this on now has data within the "Is receipt confirmed?" and "Confirmation Date" columns.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjgwYzNlNzNhLTVmNzQtNDE0MC05NWEzLWViZmUxNWQ1ODRiOCJ9.45wkhATBMcxnlRLChKL4y9H9JW6bPRR80HD7EmNYuWc" class="fr-fic fr-fil fr-dib" width="1119" height="103"></p><p><strong><span style="font-size: 10pt;">Fig 29. Example report</span></strong></p><p><br></p><p>This report could be scheduled to be sent to agents using scheduled reports, which would allow them to actively monitor unconfirmed purchase orders in real time. You could filter the "Is receipt confirmed?" column to show unconfirmed purchase orders, and schedule the report to go out everyday for instance. You can disable "Send if the report contains no data" within the report schedule, so that the email only sends if the report show unconfirmed purchase orders.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjFjYzhlNDliLTRiNDktNDRkNi04ZDkyLTNjNzNhZGI2MDUxNCJ9.a9brp8tGQNZLwxSH9QV15G6AA8P1DRc7FKXackT2iQs" class="fr-fic fr-fil fr-dib" width="233" height="32"></p><p><strong><span style="font-size: 10pt;">Fig 30. Disabled report sending if report is empty</span></strong></p><p><br></p><p id="isPasted"><strong><span style="font-size: 14pt;">Adding SKUs to purchase orders </span></strong></p><p>When a purchase order is created in halo you will notice a field for SKU that displays against the line item. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjRkNDQ2MTQxLWIwZWItNDA5Ni05ZTYyLThjNjE1MDRjYjc2MiJ9.ozMYYbnshdsVUgB_IPoNSNYtt9a847dMaDEHMJvw94s" class="fr-fic fr-fil fr-dib" width="903" style="width: 905px; height: 327.566px;" height="328"></p><p><strong><span style="font-size: 10pt;">Fig 31. SKU against PO line </span></strong></p><p><br></p><p>The SKU used here will be taken from the 'Default Manufacturer SKU' set against the item. This can be found under the item details. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImMwNDlhZjcyLWUyNWItNDQ5Yy05OTJhLTg0Y2NmMWRmMjRmYiJ9.qQkHwYbLmybxLSfc1VgHEMt5BCc5SVWKIs4h9_0IWCs" class="fr-fic fr-fil fr-dib" width="730" style="width: 732px; height: 500.656px;" height="501"></p><p><strong><span style="font-size: 10pt;">Fig 32. Manufacturer SKU </span></strong></p><p><br></p><p>However, you can have this pull the supplier SKU instead. </p><p><br></p><p>To have this pull a supplier specific SKU you will need to set a supplier specific overriding cost and price against the item. Head to the product module and select your item > costing and pricing tab, here, add an entry to the 'overriding cost and price' table. </p><p><br></p><p>When adding an entry choose the supplier the SKU is for and enter the SKU this supplier uses for this item. </p><p><br></p><p>By adding an entry, each time this item is added to a PO the supplier for the PO is checked, if it matches a supplier in the overriding cost and price table the cost/price/SKU of the item will be overridden. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjI2ZWJmMTUyLWMyNjAtNDdmNy1hOTkyLWZlNWMxZDFmNDc5ZiJ9.WH1UUGFu2LCczk2pPjCTVTPM7NHeeoDWSV2XqinLVAA" class="fr-fic fr-fil fr-dib" width="1165" style="width: 1167px; height: 668.415px;" height="668"></p><p><strong><span style="font-size: 10pt;">Fig 33. Overriding cost and price table </span></strong></p><p><br></p><p>Using the Figure 33 example, if I add this item to a PO with supplier 'HP' the SKU HP123445 will be used. If I add this item to a PO with supplier 'Amazon' the SKU AMA123456 will be used. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4YjJkYjdmLTVhZDQtNGJjZi04NTA2LThhMmZlZDA5MWU3MiJ9.r043BOyuTT7O4wwhuuVLkYhtWUS_4s9bij5GybgvKyM" class="fr-fic fr-fil fr-dib" width="1510" style="width: 1512px; height: 520.268px;" height="520"></p><p><strong><span style="font-size: 10pt;">Fig 34. SKU changed based on supplier</span></strong></p><p><br></p><p>This allows you to always have the correct SKU for the item based on the supplier you are ordering the item from. </p><p><br></p><p><strong><span style="font-size: 12pt;">Add additional SKU information to your purchase order</span></strong></p><p>By default the SKU that shows against the line item will show the manufacturer or supplier SKU. In cases where you want both to show, or want the default supplier SKU to show you can edit your PO pdf template so this information is included. </p><p><br></p><p>SKUs can be stored against a product/item in Halo. There are fields for:</p><p>- Default Manufacturer SKU</p><p>- Default Supplier SKU </p><p><br></p><p>These can be found under the 'Details' tab when viewing an item in Halo. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImNjOTdjY2IxLWQyYTUtNDc5OS1iOGNiLTM3Mjk4NzAzOGU3ZSJ9.cuvrF-8JJpjnXfVVbjY9ERy900UXH-2RKZIOUCwqEdU" class="fr-fic fr-fil fr-dib" width="843" style="width: 845px; height: 528.241px;" height="528"></p><p><strong><span style="font-size: 10pt;">Fig 35. Setting item SKUs</span></strong></p><p><br></p><p>Each field has an associated variable which can be used on purchase orders to pull through the relevant SKU. This allows you to log orders to suppliers with the appropriate SKU on the PDF. The variables are as follows:</p><p>$-ITEMSUPPLIERPARTCODE Will pull the manufacturer SKU</p><p>$-ITEMDEFAULTSUPPLIERPARTCODE - Will pull the Default supplier SKU </p><p><br></p><p><strong><em>Note: $-ITEMDEFAULTSUPPLIERPARTCODE will pull the default supplier SKU set against the item, regardless of the supplier the PO is actually raised with. </em></strong></p><p><br></p><p>To add these SKUs to your PO pdf you will need to create custom columns in the details table for the PO template that contain these variables. Head to configuration > reporting > PDF templates > change entity to purchase orders > select a template > details table > edit page > add to table > select 'add a custom column'. Here give the column a name and enter the dollar variable for the SKU into the cell content field. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijk5ODgxM2U1LWUxYTgtNGFiMy1hNTcwLWExMDg5NzQ5MDQxYyJ9.-f2ArWfH-jigI3zbEQyllN6ipc9T6ZDDHWfQjguo-vs" class="fr-fic fr-fil fr-dib" width="576" height="461"></p><p><strong><span style="font-size: 10pt;">Fig 36. Create custom column for manufacturer SKU</span></strong></p><p><br></p><p>Now when you generate a PO PDF using this template an additional column will appear for each item containing the manufacturer SKU. </p><p><br></p><p><strong><span style="font-size: 14pt;">Associating a Purchase Order with a Ticket</span></strong></p><p>As purchase orders cannot be raised from a ticket directly, a field is available for you to enter the Purchase Order Number associated with a ticket. This field is found under the "Billing" tab of tickets. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjYxYjA2MTYxLTMwN2YtNDY3Yy1iMTFmLWJjMjQzYTAwMzY0NyJ9.StUMGW6dNS-V6fSjqgwJG7nrWPvrc5fy48isaP09H5s" class="fr-fic fr-fil fr-dib" width="1644" style="width: 1646px; height: 776.961px;" height="777"></p><p><strong><span style="font-size: 10pt;">Fig 37. Purchase Order Number field</span></strong></p><p><br></p><p>On versions prior to v2.232 this field is not tied to any system functionality. </p><p><br></p><p>From v2.232+ you can enable the ability to have this field populate automatically with a purchase order number based on the sales order linked to the ticket. </p><p><br></p><p>To do this head to Configuration > Purchase Orders > enable "Automatically populate the Purchase Order Number field on a Ticket when a PO is created which is linked through an SO". </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjQyMjlmMDgzLWIzNjYtNDg4Mi1iNzk1LTUzYzc1ZTA1ZGUwMiJ9.mhYIHzTSJkrtDKhgEAgzD5U-uytbH4Fty2Mnnvkv-70" class="fr-fic fr-fil fr-dib" width="901" style="width: 903px; height: 457.54px;" height="458"></p><p><strong><span style="font-size: 10pt;">Fig 38. Automatically populate the Purchase Order Number field on a Ticket when a PO is created which is linked through an SO</span></strong></p><p><br></p><p>Now, when a purchase order is raised (in Halo) from a sales order that is linked to the ticket, the PO number field will populate with the "Customer PO Number" set against the sales order. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImU0M2NlMzFkLWFkOGUtNDYxNC05OGVhLTdjYThkYjc5MGQzYiJ9.6WNRlFILlX-ykdStvXuX3c_iKZw1HQ_yA08GmfAfCQc" class="fr-fic fr-fil fr-dib" width="1801" style="width: 1803px; height: 599.593px;" height="600"></p><p><strong><span style="font-size: 10pt;">Fig 39. Customer PO Number on Sales order</span></strong></p><p><br></p><p>Keep in mind the ticket must be created from the sales order after the "Customer PO Number" is populated on the sales order. The PO number field on the ticket will not update after the ticket has been created. </p><p><br></p><p data-pasted="true"><strong><span style="font-size: 14pt;">Purchase Order Screen Layout Profiles (v2.240+)</span></strong></p><p><span style="font-size: 11pt;">You can now have custom screen layout profiles unique to purchase orders, these profiles allow you to customise the tab order for purchase orders as well as the visibility of system fields. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><span style="font-size: 11pt;">To create a new layout profile for purchase orders, navigate to Configuration > Advanced Settings and scroll to the "Screen Layouts" section. </span></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjViYmNiOThlLTY2YmEtNGYxNC05ZTFkLWIxYTc4YmNjNTc0ZiJ9.JnFS7fAtXyCn0qxT9qqyiwWagYuss9vbpMEJtXLkInk" width="886" style="width: 888px; height: 567.616px;" height="568" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 40. Screen layouts section of advanced settings</span></strong></p><p><br></p><p><span style="font-size: 11pt;">Select the "Screen Layout Profiles" button and then change the Entity drop-down to "Purchase Order" (Figure 41). </span></p><p><br></p><p><span style="font-size: 11pt;"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImZhYzZkNGE3LTM2YWEtNDk4OS1iMTMyLTZiNDM2MjlkOTA2NCJ9.ByFirrVU2WcTTZurf_AR6Do8Y-L-nlwX-4bD1xm7K64" width="818" style="width: 820px; height: 192.077px;" height="192" class="fr-fic fr-dii"></span></p><p><strong>Fig 41. The Purchase Order entity for screen layout profiles (v2.240+)</strong></p><p><br></p><p>Once in this area you are able to view all existing layout profiles for purchase orders and create new ones by selecting the "+ New" button in the top right. </p><p><br></p><p>To be able to configure the tab layout and system field visibility of your new profile you must first give the profile a name and then save it, and then the two configuration tabs will become available. </p><p><br></p><p>As with other profiles in the system, for the tab layout you can either opt for the existing default tab layout or you can change the layout to "custom" and customise it yourself. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImY4OGY5YjQwLWNkOGItNDc4ZC1iYWQ1LTU4OTc5ZjNjMGRhMCJ9.OOlIC9YLLQSWmmpQ0TIU5Q4EZ7BoqWB5RkagL-8lcqk" width="877" style="width: 879px; height: 516.256px;" height="516" class="fr-fic fr-dii"></p><p><br></p><p><span style="font-size: 10pt;"></span></p><p><strong>Fig 42. Customising the tab layout for purchase order screen layout profiles</strong></p><span style="font-size: 11pt;"><p><br></p><p>Use the dotted symbol on the left of each tab to drag and drop the tabs into order. </p><p>Use the pencil icon on the right of each tab to whether the tab is displayed or hidden or where it will show. </p><p>Use the "Add" button at the bottom right of the tab list to create a new purchase order tab - these tabs can hold either fields or dashboards, for more information on custom tabs please do refer to the relevant guide: <a href="https://usehalo.com/halopsa/guides/2039" target="_blank" rel="noopener noreferrer">Custom Tabs</a>. </p><p><br></p><p>In the system field visibility tab you can determine which of the purchase order system fields will show and where they will be displayed. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjFhMjBjYTBiLWZlMTMtNDExYi04ZTViLTAxOGQ4OWYzOTZkMSJ9.IEh06gQTlsnNFdox-TbCA9qxstJ1ssCFkQWXsgf3rhY" width="877" style="width: 879px; height: 592.762px;" height="593" class="fr-fic fr-dii"></p><p><br></p></span><span style="font-size: 10pt;"><p><strong>Fig 43. The system field visibility tab for purchase order layout profiles</strong></p></span><span style="font-size: 11pt;"><p><br></p><p>The drop-down fields on the left provide the options of "visible" or "hidden".</p><p>The drop-down fields on the right determine where that field will be displayed, the options being the details of the purchase order or a custom tab. </p><p><br></p><p>Once created, you can set a global default for purchase order screen layout profiles and an agent level profile. </p><p><br></p><p>To set the global purchase layout profile, navigate to Configuration > Advanced Settings > Screen Layouts and set the "default purchase order details screen layout". </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjZhZmU2YmIwLWIyZGQtNDM5Ni04MTVhLTEwNWUzMWNhMmFlNiJ9.uwzPwwQq96tbfruTxOwcCzB923h0mzjsdt3FpFnzE-I" width="946" style="width: 948px; height: 588.165px;" height="588" class="fr-fic fr-dii"></p></span><span style="font-size: 10pt;"><p><strong>Fig 44. Setting the global default for purchase order layout profiles</strong></p></span><span style="font-size: 11pt;"><p><br></p><p>To set an agent level purchase order layout profile, navigate to your agent profile > preferences tab > screen layouts and set the "purchase order details screen layout".</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjhhZmJlM2NiLWMyYzctNDNkNy04MThjLTUxNTlhMDI5YWQ0ZiJ9.Teg7SIYRnlIVy5rp8OFvUqXsTw0WzViFbvd3zjaPTx4" width="853" style="width: 855px; height: 721.099px;" height="721" class="fr-fic fr-dii"></p></span><span style="font-size: 10pt;"><p><strong>Fig 45. Agent level purchase order layout profiles</strong></p></span><span style="font-size: 11pt;"><p><br></p><p>If a different layout profile is set here, then that will override the global default for that agent. </p><p><br></p><p><strong><em>Note: If you do not set an agent level layout profile, then the global default will be used. </em></strong></p></span><p><br></p>
