Order, Approve and Receive Parts Without a Spreadsheet
Raise a purchase order to a supplier, get it approved, send it by email as a PDF and receive the parts into the right warehouse as they arrive. Whatever has not arrived stays open on the order.
Purchase orders and suppliers are on Enterprise, with inventory management
The part that was "definitely ordered"
The replacement compressor was ordered on Tuesday. At least, someone said so. On Friday nobody can find the order, the supplier says they never got it, and the install slides another week.
When purchase orders sit in email threads and a supplier portal, nobody can see what is on order, what has arrived and what is still missing. Purchase order software for field service keeps that next to your stock.
From draft to received
Draft and approve
Build the order for a supplier with its lines, quantities and costs. It goes from draft to pending approval to approved, so someone other than the buyer can sign off before it is sent.
Send to the supplier
Send the approved order and FSM Navigator emails the supplier a PDF, using the email address on the supplier record. You can also download the PDF.
Receive into stock
When the shipment arrives, receive it against the order into the warehouse you pick. A partial shipment marks the order partially received, and the rest stays open.
Suppliers are kept in a directory on the same Inventory page. See inventory management, warehouse management and parts tracking.
What came in, and what did not
Receive quantities line by line. The parts are added to stock at the warehouse you choose when you receive. If you do not choose one, FSM Navigator uses the order's destination warehouse, then your company default. A line cannot be received for more than was ordered, and a receiving mistake can be corrected afterward.
When the supplier invoice differs from the order, you can correct a line's quantity or cost. On an approved order, that sends it back for approval so the sign-off still means something.
Purchases by supplier
The Year-End Tax tab on the Inventory page gathers the figures an accountant asks for at filing time: ending inventory value, purchases by supplier and the cost of parts consumed on jobs for a chosen year.
Work order or purchase order
They are easy to confuse. A work order is the job: what work gets done, by whom, for the customer. A purchase order is what you send a supplier to buy the parts. One work order can need several purchase orders, and one purchase order can restock parts for many jobs. See work orders and the work order Gantt view for multi-step projects.
For the owner's view of the whole business, see field service reporting. For a plain-language guide, read what inventory management means in field service.
Purchase Order Questions
What is a purchase order in field service?
The document you send a supplier to buy parts, either to restock a warehouse or for work you have coming up.
What is the difference between a work order and a purchase order?
A work order is the job you do for the customer. A purchase order is what you send a supplier to buy parts.
Can I receive a partial shipment?
Yes. Receive what arrived, and the order is marked partially received. The rest stays open on the order until it arrives.
Where do received parts go?
Into the warehouse you choose when you receive. If you do not choose one, the order's destination warehouse is used, then your company default.
Do purchase orders need approval?
They can go through approval. An order moves from draft to pending approval to approved before it is sent to the supplier.
How does the supplier get the order?
FSM Navigator emails the supplier a PDF of the purchase order, using the email address saved on the supplier record.
Which plan includes purchase orders?
Enterprise, with inventory management and suppliers. See the pricing page for plan details.
Know What Is On Order
Order from your suppliers, receive into your warehouses and keep the history in one place.
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