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Creating a Purchase Order

Purchase Orders can be created automatically or manually in RTA as dictated by company procedure or preference.

Refer to Stock Needed for information on converting a request to a PO automatically.

This article will focus on how to create a Purchase Order manually in RTA.

Purchase orders are created from Part Management ➝ Purchase Orders ➝ Purchase Order Master List. If the parts are being received right away, Quick PO is the faster path.

To tie this purchase order to a work order so that a part posts straight to the job on receipt, the work order number goes on the individual PO line rather than on the purchase order itself. See Linking a Work Order and a Purchase Order.

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Steps to Create a Purchase Order Manually

  1. Click the + icon in the Purchase Order Master List

  2. Enter the Vendor Number/Name or select the vendor to be used with this Purchase Order from the drop down

    1. If the system requires the use of your own PO numbers, then there will be a line to enter the PO number to be assigned to the PO, contact our support@rtafleet.com for more information on how to allow this feature. If RTA is creating the PO number for you, the line will not be there to add the PO number.

  3. If an Invoice number exists from the vendor already, enter on the invoice number line

    1. Contact our support@rtafleet.com for more information on how to allow this feature. To prompt for invoice number which will determine if the invoice number field can be skipped when tabbing through the panel

  4. Click Create New PO

    1. If the vendor has a blanket PO, the blanket PO information will display and give the option to choose “Use Blanket PO”

    2. If no blanket PO exists, “Create New PO” will be the primary button option displayed

  5. The system will display a message that the PO has been created and the user can continue with adding addition information and creating lines

  6. Enter any master notes for the PO if desired

  7. Add lines to the PO reflecting the various items to be ordered from the vendor

    1. Each part/item ordered is placed on its own line with the quantity of that part/item being requested

    2. Refer to Purchase Order Lines for details on adding, editing, deleting, and moving lines on a Purchase Order

Refer to Purchase Order File TOC for information regarding the use and fields included in the rest of the tabs and panels of the PO file.

Auto-Create a Purchase Order from an Outside Work Order

RTA can save you time and steps by automatically generating a PO when a WO for an outside job is created. Contact our support@rtafleet.com for more information on how to allow this feature.

The Purchase Order will have 3 generated lines

  • Outside Parts

  • Outside Labor

  • Outside Tires

When the parts and labor postings are added to the Work Order and the Work Order is closed, the posted transactional totals will populate into the created PO and the PO will close automatically.

Refer to Printing POs for information on printing or sending created purchase orders.

Troubleshooting: a vendor is not in the list when creating a PO

If a vendor appears in the Vendor Master List but you cannot find it (by name or vendor number) when creating a Purchase Order, the cause is usually the facility’s vendor source setting rather than a missing or unsaved vendor.

The vendor list on a Purchase Order follows the working facility’s configured Default Vendor Facility. If a facility is set to source vendors from another facility, a vendor added only to the working facility will not appear on that facility’s POs.

To check and fix this:

  1. Confirm your working facility.

  2. Open Organization, then Facilities, open the working facility, go to the Settings tab, and check Default Vendor Facility in the Facility Defaults panel.

  3. If Default Vendor Facility points to a different facility, either add the vendor to that vendor facility, or change Default Vendor Facility so the working facility uses its own vendor list.

Changing Default Vendor Facility changes which vendors are available for that facility, so review the setup before changing it. See Facility Settings Tab and Vendor Master List Overview.

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