A purchase order (PO) is how you order parts from a vendor and track them until they arrive. Wenmar Pro lets you create a PO on its own, or straight from a work order when a needed part isn’t in stock.
Where Purchase Orders Live
Go to Orders in the main navigation, then the Purchase Orders tab. Every PO you’ve created is listed here with its vendor, status, and totals.
Use the search bar to find a PO by PO# or Invoice#. Filter by Vendor, Status, and a From date.
Creating a Purchase Order
Click New PO in the top right.
- Vendor — select the supplier you’re ordering from
- Add the parts:
- Line Items — enter each part, quantity, and unit cost
- Or pick parts that are already on hand in your parts list
- Set the Payment Method and other order details
- Enter Freight if there’s a shipping charge
- Click Create PO
You can also create a PO from inside a work order. When a part on the estimate isn’t in stock, the work order offers to Create PO for it — the PO comes pre-filled with that part and the work order number attached.
PO Statuses
A purchase order moves through these statuses:
| Status | What It Means |
|---|---|
| Ordered | Sent to the vendor, waiting to arrive |
| Partially Received | Some line items have come in |
| Received | All items have arrived |
| Cancelled | No longer needed |
Receiving a Purchase Order
When the order arrives:
- Open the PO
- Click Receive Order
- Enter the vendor’s Invoice Numbers (comma-separated) and Invoice Date
- Under Items to Receive, tick the parts that arrived and set the Qty to receive for each (defaults to the full remaining amount)
- Turn on Notify technicians to let the techs assigned to those parts know they’re in
- Click Submit Received Items
Receiving a part adds it to your on-hand stock automatically. You can receive a PO in parts — receive what’s here now and do the rest when the next shipment lands.
Viewing a PO
Open a PO to see:
- Details — vendor, ordered date, linked work order, payment method, invoice number
- Cost Summary — subtotal, freight, and total
- Line Items — each part with quantity, unit cost, core charge, and line total
Editing and Cancelling
- Edit — change the vendor, line items, or costs before it’s received (from the overflow menu)
- Cancel PO — cancels the order. Confirm the prompt to proceed.
Troubleshooting
A part I received didn’t update my stock?
Check that you clicked Submit Received Items and that the part is tracked as stocked (see Parts Management). Only stocked parts get their on-hand count updated.
Can I receive part of an order?
Yes. Receive only the line items that arrived — the rest stay open and you can receive them later.
How do I return a wrong or damaged part?
Use a Return Order. See Sublet & Return Orders.
Related Topics
- Parts Management — Tracking the parts you order
- Vendors — Managing your suppliers
- Sublet & Return Orders — Sending parts back
Questions? Contact us at help@wenmarpro.com