Manage purchase orders (POs)

Manually creating vs. importing POs

Whether you create purchase orders (POs) manually or import them depends on your company's established processes. This often relies on factors like whether PO data is already available in a third-party system and the effort required for manual entry. Contact your Uptempo administrator if you are unsure which method to use.

Important to know:

• Editing: You can edit a PO the exact same way, regardless of how it was created.

• Deleting: The process for deleting a PO depends on its origin. You can delete an imported PO under the Budget menu. A manually created PO can be deleted under Investments > details panel > PO panel. For more details, see Delete purchase orders (POs).

Key purchase order data

The specific PO data you need to manage depends on your company's configuration, but you should generally be familiar with the following attributes:

• Identifier: Most POs use one or more identifying attributes, such as a PO ID. These are especially important during imports to ensure existing POs are updated correctly rather than duplicated.

• Splitting: If a single PO covers multiple line items, you will need to split the amount across those items.

• Date: A PO must be assigned to at least one month to compare committed spends against planned spends. You must enter a start date to assign the PO to that specific month. If the PO is amortized over multiple months, you must also enter an end date.

Splitting: One PO, multiple line items

You may receive a single PO that covers amounts for multiple line items. When this happens, you must split the PO.

If you create a PO manually, you can split it during creation or while editing. For instructions, see Manually create purchase orders (POs) or Create purchase orders (POs) by importing.

You can view details for each split in the PO panel. This includes general PO details, a column showing the split allocation as a percentage, and a currency tooltip.

The Manage Split for PO page provides a detailed overview of how the PO is divided across investments and locations. It displays the investment plan, category, specific investment, and the split percentage.

To learn how to track and retrieve split data, see Identify split purchase orders (POs).

Amortizing: One PO, multiple months

The costs for some orders do not accrue all in one month. For subscriptions or agreements where costs are spread out, you must amortize the invoice amount over several months.

You can amortize POs regardless of whether they were created manually or imported. For split POs, you can even amortize each split separately over different months.

To amortize a PO, you must enter both a start date and an end date (which must fall in a subsequent month). You can then distribute the PO or split amount across the months within that date range.

Example 1

To amortize a PO amount you specify:

• Start date: 4/15

• End date: 9/1

The amount can be divided between the months April, May, June, July, August and September.

Within the amortization period you can distribute the amount as you wish. The system will support you if you divide the amount evenly among the months.

Example 2

Within the period of Example 1 the amount 6000 $ is to be distributed. You choose an even distribution.

For each month, the amount 1000 $ is entered in the PO columns.

Example 3

Within the period of Example 1, the amount 6000 $ accrues in two installments, once at the beginning, once at the end of the period.

To implement this, enter $3000 each for April and September. The fields for the other months remain empty.

Related actions

• Import purchase orders (POs)

• Manually create purchase orders (POs)

• Edit purchase orders (POs)

• Identify split purchase orders (POs)

• Delete purchase orders (POs)