Purchase Orders on the Mobile App
Create Purchase Orders on the go via the Lightyear mobile app, available on both iOS and Android.
Mobile Purchase Orders are currently in BETA, if you experience any issues, please reach out to our support team for assistance!
Viewing Purchase Orders
Open the navigation menu on the right hand side of your screen and click the POs option.
You will see a list of all POs that you have visibility for:
- If you are within a Department, you will only see the relevant POs within this Department
- If you have Restrict Visibility enabled, you'll only see your POs
Click any of the POs you have visibility of to view the PDF of the document.
If you have the Create permission, you will see an button in the bottom right to Create a PO.
Creating a Purchase Order
After clicking the Create PO icon from within the list view, you will see a form with the relevant information to create a PO. This information is the same as what is displayed on the desktop version of Lightyear.
Header Information
Supplier*: Select from the list of PO Suppliers on your Lightyear account. If you have Departments set up, you will only see the relevant suppliers available to your Department.
Prefix*: Select the Prefix you want to use for the PO Number. If you have one prefix on your account, this will default.
PO Date*: Select the Date the PO is being raised on. This will default to todays date.
Email: Enter the email of the Supplier. This is the email the PO will be sent to when your Order the PO. Up to 10 email addresses can be entered in this field, once you have typed one, click the return key on your keyboard to enter another one.
Expiry Date: Select the Date the PO will expire on.
Depts: Select the Department you want the PO to be added to. When you select a Supplier, if this Supplier is linked to a department, this will automatically populate.
Del Address: Select a Delivery Address for the PO to be delivered to.
Del Contact: If you have selected a Delivery Address, this field will automatically populate. Alternatively, enter the phone number of the Delivery Contact.
Del Date: Select the date you want the contents of the PO to be delivered on.
Approver: Select the User who needs to approve this PO before it can be Ordered.
Reference: Enter an additional reference for the PO.
Line Item Information
Prod Code*: Enter the Item Code of the item you are ordering. Start typing the product and we will suggest some items to you based on this information. Click the item to accept the suggestion.
Description*: Enter the Description of the item you are ordering. Start typing the product and we will suggest some items to you based on this information. Click the item to accept the suggestion
Quantity*: Enter the number of items you are ordering.
Unit Price: Enter the unit price for the item you are ordering.
Amount: This field will automatically calculate based on the Quantity*Unit Price.
Tax Amount: This field will automatically calculate based on the Tax Code you have selected.
Taxed: Tick or Untick this field depending on if the item is taxed or not.
Tax Code: This field will automatically populate with the Default Tax Code/Default Tax Free Code set on your Lightyear account. Select another Tax Code in this field if needed.
GL Code: Select the GL Code related to the item you are ordering.
Category 1: Select the Category related to the item you are ordering.
Category 2: Select the Category related to the item you are ordering.
If you need to Delete a line item, go back to the main view of the PO and swipe from right to left on the line to Delete.
Footer Information
Subtotal: This will populate based on the Net Amount of your line items. This field is not editable.
Tax: This will populate based on the Tax Amount of your line items. This field is not editable.
Total Amount: This will populate based on the Subtotal and Tax. This field is not editable.
Add Note: Click this button to see two additional Note fields as below.
Delivery Instructions: If you have selected a Delivery Address in the Header section, this will automatically populate with the Note attached to this address. Alternatively, enter or change the Delivery Instructions here.
Internal Note: Enter a Note to be attached to the PO to be viewed by internal Lightyear Users only. This will not appear on the PO PDF.
Add Attachment: Add an attachment to the PO from your Camera Roll or by snapping a quick photo.
Email Supplier when Ordered: Tick this box if you want to send an email to the Email Address entered in the Header section once the PO is Ordered.
Approving/Ordering the Purchase Order
Once the required information has been entered, click Save in the top right of the page. Depending on the information entered and the Approval Workflow set up in your Lightyear company, you may see any of the below options:
- Send to Approved: Send the PO to the Approved tab. This is where any Conditional Approvals are triggered before the PO can be Ordered.
- Order Now: Send the PO straight to the Ordered tab. If you have entered an Email and selected the Email Supplier when Ordered option, an email will be sent to the Supplier.
- Send for Approval: Send the PO to the Approval tab. If you have selected an Approver on the PO, a task will be automatically sent to them.
- Save as Draft: Save the PO for later. Once saved as a draft, this will need to be completed on the Desktop.
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