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Set Up Web Purchase Order Templates

If your business purchases product, you’ll no doubt want to start reaping the benefits of our Online Purchase Orders module, which can be set up in a few simple steps.

  • Just create an Online Purchase Order Template that suits you and start sending beautifully branded purchase orders.
  • You can set up as many Purchase Order Templates as you wish, each with different colours, logos or purposes.
  • You can create multiple Email and SMS Templates to send your purchase orders to suppliers.
Create a new Online Purchase Order
  • Head to the main menu and scroll down to the Admin > Web Settings > Purchase Order Settings.

  • Then click the New Web Layout button in the top right corner.

Add basic Purchase Order details

The first section to complete will be the basic Purchase Order details:

  • Template name e.g. Standard purchase order.
  • Use this template by default – choose whether to set this new template as the default – if no other template is selected when you are creating a purchase order, this one will be used.
  • Show Part Numbers – selecting this box means that the supplier product part numbers will be visible.
  • PDF Template – this is where you can select a previously added PDF template that will pair with your web version.
  • Email Template – this is where you select a previously created email template that will be used to deliver this order to your suppliers – you can have different email templates for different orders so you can customise the delivery.
  • SMS Template – this is where you would select a previously created SMS template that will be used to deliver this order to your suppliers – you can have different SMS templates for different orders so you can customise the delivery.
  • Display Discount Amount – selecting this box means that a dollar $ amount discount will display for the supplier.
  • Display Discount Percentage – selecting this box means that a percentage % amount discount will display for the supplier.
Customise the Purchase Order appearance

If you scroll down, the next section allows you to customise the look and feel of your purchase order:

  • Logo – drag and drop or upload a logo file from your computer.
  • Colours – click on one of the boxes to bring up a palette to customise each of the order features.

Choose a colour for each of the order features.

  • Contact detail – choose how to display and orient contact details on the order (your organisation and the supplier’s).

Display/orientation options for contact details

  • Layout – select how the order content will be aligned on the page.

Content alignment options

  • Text styles – choose a style for headings and body text on the order from the options.

Choices are shown as they will appear on the order

  • Heading weight – choose a heading weight from the options.

Save and preview your design
  • Make sure you click Save & Close to add the purchase order to the system. 

  • Once you’ve saved the purchase order template, you’ll see a preview of your design. You can click on Edit if you’d like to make further changes.

Use your web template

When working with Purchase Orders, you will be able to select from web templates you have created by making a selection in the Web Template box.

If you have selected a web template to act as your default, it will automatically be populated in this box for all new Purchase Orders.

Once you’ve saved the record, you can click on the Preview As Supplier button at the top to open the web version in a new tab.

You can also use the Copy URL button to copy the unique online orde URL to your clipboard so that you can paste it into an email or SMS.

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