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RTA Web - Creating a Purchase Order

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

Refer to RTA Web - Requests for information on converting a request to a PO automatically.

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


System Switches to Consider for Purchase Orders

There area few system switches that will need to be reviewed and updated in the Desktop Version of your RTA Software to ensure that purchase orders are available for use and work properly for the needs of the organization.

Switch Number

Switch Name

Switch Tab Location

Switch Purpose


Use Blanket PO’s

Parts Parameters

Allows the use of Blanket Purchase Orders


Use your Own PO#'s

Parts Parameters

Determines whether RTA will auto-create the PO number or the client will need to enter a PO number for use


Add Tax to Part Cost

Parts Parameters

Allows displayed purchase totals to include part tax paid


Allow Zero Lines PO

Parts Parameters

Allows creation of a purchase order with zero lines


Set Buyer to User ID

Parts Parameters

Allows the automatic entry of the RTA User ID being used into the buyer field of the purchase order


Lines Per PO

Parts Parameters

Controls the maximum number of lines allowed on a PO


PO Print Defaults

Parts Parameters

Use to set printing defaults for PO


PO Prefix and Prompt

Parts Parameters

For use if desiring to use PO prefixes along with the PO number


PO Suffix and Prompt

Parts Parameters

For use if desiring to use PO suffixes along with the PO number


Rec Date/Invoice prm

Parts Parameters

Used to determine at what point in the process the last PO number and date are posted to the part record


Prompt for WO#REQ#

Parts Parameters

Controls whether the RTA System will prompt for a work order number with each PO created

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 System Switch #31 in Parts Parameters in Classic 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. 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. System Switch #29 in Parts Parameters in Classic can be set 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. This is driven by System Switch #23 in Main Parameters on Classic.

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.