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UpKeep Purchase Orders
How to Create and Manage Purchase Orders
How to Create and Manage Purchase Orders

Learn how to create purchase order requests and manage the flow of purchase orders for efficient procurement

Jason Visenberg avatar
Written by Jason Visenberg
Updated over a week ago

Available On: Business Plus


💡Currently, creating a purchase order isn't supported on the mobile iOS and Android app. However you can still use a browser on your mobile device to log into the web application!


Purchase Orders and Purchase Order Requests

With purchase orders and requests in UpKeep, your team gains a centralized platform for submitting requests for parts, equipment, or inventory restocking. Here's how it works:

  1. A new work order is submitted to the facility management team.

  2. When a part is needed for a job, Employee A submits a Purchase Order (PO) request through UpKeep's portal.

  3. The Admins receive notification, approve the purchase order request, and send it to the vendor.

  4. The vendor ships the part to your facility.

  5. Upon receiving the part, mark it as fulfilled in the PO, and your inventory is automatically restocked!

Additionally, Admins can proactively restock inventory by creating purchase orders when parts are running low. 📦💼✨


How to Submit Purchase Requests

  1. Navigate to Purchase Orders

  2. Create a Create Purchase Order

  3. Fill out the form details

  4. Select Submit

  5. The purchasing team gets notified to evaluate, then approve or decline

  6. If the part is approved, once it’s received from the vendor, the purchasing team marks the PO as Fulfilled

  7. Inventory is automatically restocked

💡Technicians, limited technicians, and View-Only users can submit purchase requests. The request will be sent to the admins on the team to evaluate and approve.


How to Approve a Purchase Order Request

  1. Navigate to the Purchase Order section

  2. Click on the request awaiting approval

  3. Evaluate that the request is necessary

  4. Click Approve

TIP: You can also customize the table view to include a Status column, so you can quickly identify which ones are still awaiting approval!

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How to ​Fulfill (or Partially Fulfill) a Purchase Order

  1. Once the shipment comes in, navigate to the Purchase Order section

  2. Click on the correct Purchase Order

  3. Select Fulfill

  4. Enter the received amount. If the correct amount was shipped, just match the quantity requested. If not, just input the amount you received and the PO will be marked as partially fulfilled.

  5. Click Fulfill!


Purchase Order Request Portal

Purchase Order Request Portals are now live for our Business Plus clients! Take seamless collaboration to the next level.

Your company now has the ability to generate a unique URL that you can distribute to your entire team for employees to submit purchase order requests directly to an approver or your accounting department.

  1. Go to the Request Portal section

  2. Scroll to Purchase Order Request on the bottom of the section

  3. Toggle on Enable Purchase Order Portal button​

​Employees can now submit Purchase Requests without needing to log into the app!

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