To create a purchase order in Payhawk, you need to create a purchase request and send it for approval. Upon approval, the system automatically creates the purchase order under the Purchases > Open tab.
Specifics
You can add discounts, trade-ins, returns, and similar by including items with negative unit prices to your purchase order request.
You don't need to include a supplier for your purchase order request to create it, send it for approval, and receive its approval. However, for Payhawk to link your purchase order to the related expenses based on the uploaded invoices, it will need you to add the supplier data.
Creating purchases
The minimum details you need to provide when creating a purchase order request in Payhawk are the following:
Description of the requested goods or services.
Number of units you request to purchase.
Currency of the purchase order.
Net amount per unit for the requested goods or total net price for the requested services.
To create a purchase order request from the Payhawk web portal:
In the Payhawk web portal, go to Purchases. Click on the + New button.
In the dialog that opens:
Describe the purpose of the purchase order request.
(Optional) Enter the supplier name for the items you are requesting.
A supplier will be needed for Payhawk to link the purchase order and related expenses. Also, the supplier name will be used as the name of the purchase order.
(Optional) Attach a document for your purchase order request, for example, the supplier quote.
Create the purchase order request by clicking on Continue.
Adding purchase items and details
After you have created your purchase order request and clicked on Continue, you'll be automatically directed to the newly created document to add the purchase details.
If for some reason you have logged out before entering the details, you can access your purchase order request in the following way:
Go to the Purchases > Draft tab.
Select the purchase order request by clicking on it.
Under Items, enter the required fields. Note that these may vary based on your company's requirements:
Category. This is the expense category as defined by your Payhawk administrators to which the requested items belong.
Any custom fields as defined by your Payhawk administrators such as Class or Cost center.
Add the details about the items you are requesting:
Description.
Number of units.
Net price per unit (the price excluding VAT, US sales tax, and other taxes).
If you have more than one item, add the required data for each.
If for some reason you haven't filled out the required fields, you won't be able to send the purchase order request for approval. Payhawk will display a notification for you to provide the missing information. Initial submission of purchase order requests
Submitting purchases
After you add the required purchase details to your purchase order request, you can submit it for approval:
In the Payhawk web portal, go to Purchases > Draft.
Select the desired purchase order request by clicking on it.
Click on Send for approval. As a result, the approver will receive a notification in their Inbox and the purchase order request will move under the Pending approval tab.
Submitting returned purchases for approval
After you send your purchase order request for approval, it may turn out that some of the provided information is wrong and the approver has returned the document for you to update.
To edit and re-submit a purchase order request after it has been returned to you:
In the Payhawk web portal, go to Purchases > Returned.
Select the purchase order request by clicking on it and edit the required data.
To edit the note of the purchase order request, click on the three dots menu and select the Edit option.
To modify the items, select the ones you need.
To add more items, click on the + Add new item button and provide the required details.
When ready, click on Send for approval.
