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 request.
You don't need to include a supplier for your purchase 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 purchase requests
To create a purchase 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 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 request, for example, the supplier quote.
Create the purchase request by clicking on Continue.
Adding purchase details
After you have created your purchase 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 request in the following way:
Go to the Purchases > Draft tab.
Select the purchase 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.
Currency.
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 request for approval. Payhawk will display a notification for you to provide the missing information.
Deleting purchase requests
You can only delete purchase requests before they are submitted for approval.
To delete a purchase request from the Payhawk web portal:
In the Payhawk web portal, go to Purchases > Drafts.
Select the desired purchase request by clicking on it.
Click on the three dots menu and select Delete.
Editing purchase requests
You can edit your purchase requests anytime you need to as they are in a draft state and have not been submitted for approval or approved.
When your purchase request is approved, Payhawk will automatically create your purchase order in its place under the Open tab.
Similar to deleting your purchase requests, to edit them:
In the Payhawk web portal, go to Purchases > Drafts.
Select the desired purchase request by clicking on it.
Click on the three dots menu and select Edit.
Editing purchase orders
You can only edit purchase orders with no suppliers. Once you add the supplier, you won't be able to edit the purchase order further.
To add a supplier to your purchase order:
In the Payhawk web portal, go to Purchases > Open.
Select the desired purchase order, click on its three dots menu, and select the Edit option.
In the dialog that opens, select the supplier from the drop-down list.
Click on Save.
