Purchase & Material Orders

This guide will explore how you can effectively use purchase orders and material orders within the Trak platform for efficient product purchasing and streamlined communication with contractors.

Overview of Purchase Orders and Material Orders

In Trak, purchase orders and material orders are essential tools that help you manage procurement processes differently based on your business needs:

• Purchase Orders: Used for subcontractors, these orders often require specific details and attachments like agreements or terms.
• Material Orders: Designed for suppliers, these orders focus on straightforward transactions without additional attachments.

Setting Up Purchase Orders and Material Orders

Before diving into creating orders, it's crucial to set up your preferences under Company Settings:

1. Finance Settings: Navigate to Company Settings > Finance Settings in Trak.

   Order Settings: Distinct settings for material orders and purchase orders allow customization:

   • Configure order numbers and tax settings.
   • Determine visibility of job descriptions and other details based on recipient (supplier or subcontractor).
2. Automatic Attachments: Choose whether to include default attachments based on the recipient type, enhancing clarity and compliance.

Creating Orders

Creating and managing orders in Trak is straightforward:

1. Product Integration: Link products from your product list to suppliers, streamlining the order creation process.

   Order Templates: Utilize pre-defined templates for recurring orders (e.g., electrical or plumbing supplies), saving time and ensuring consistency.

   Order Creation Process: You can create orders directly from:

   • Quotes by selecting products and converting them into orders.
   • Dedicated buttons for quick creation using templates or free-form entry.

Customizing Orders

Once you've initiated an order in Trak, you have the flexibility to:

• Add Products: Browse your product list, select items, and adjust quantities as needed.
• Attach Files: Include specifications, drawings, or other relevant documents to provide comprehensive instructions.
• Delivery Details: Specify delivery dates, times, and any special instructions directly within the order.

Managing Orders

After creating an order, Trak allows you to seamlessly manage the process:

• Expense Creation: Convert orders into expenses by uploading invoices and linking them to specific jobs.
• Integration with Accounting: Sync orders with accounting software like Xero, QuickBooks, or MYOB for accurate financial tracking.
• Status Updates: Monitor order statuses (e.g., pending, created, or delivered) within Trak, ensuring visibility and control over expenses.

Conclusion

Purchase orders and material orders in Trak empower businesses to plan ahead, manage expenses effectively, and maintain clear communication with suppliers and subcontractors. By leveraging these tools, you can streamline procurement processes and enhance operational efficiency.

For further assistance or inquiries regarding purchase orders and material orders in Trak, please contact our support team at contact@trak.co or use the support feature located in the bottom right corner of your Trak interface.

Thank you for choosing Trak to optimize your procurement workflows. We're here to support your business success every step of the way.