Create and download a purchase order document

Use Preview and PDF to create a purchase order document that you can send to your supplier.

Create and download a document

1. Open Purchasing and select Purchase orders.
2. Open the purchase order.
3. Select Preview and PDF.
4. Review the Document preview.
5. Resolve any items under This document cannot be created yet, if shown.
6. Review any information under Please note.
7. Select Create version 1 and download.

NORTHMAST creates the first document version and downloads the PDF in the same action.

If an existing order does not yet have a document, the action may be shown as Create document. NORTHMAST will ask you to confirm before capturing the first historical version.

What is included?

The purchase order document can include:

• purchase order number and order date;
• expected delivery date;
• supplier and delivery details;
• your company details;
• payment and shipping terms;
• products, SKUs, quantities and unit prices;
• order totals;
• Note for supplier.

Your Internal note is not included in the supplier document.

If one or more unit prices are missing, NORTHMAST warns you before creating the document and the PDF will not show an order total.

Document versions

A purchase order document is a snapshot of the order at the time the version is created.

If information on the purchase order changes later, NORTHMAST does not change an existing document automatically.

When a new document is needed, open Preview and PDF and select Create new document version and download.

The previous version remains unchanged and available separately under Documents.

Changes such as order details, lines, prices, delivery information and the Note for supplier can require a new document version. Changes to the Internal note do not affect the supplier document.

Download an existing document

Open the Documents tab on the purchase order to view previously created versions.

Each version shows information such as its version number, capture date and language. Select Download to download that version again.

If the current version still matches the purchase order, Preview and PDF shows Download PDF instead of asking you to create another version.

Can’t create a document?

A new purchase order document cannot be created when the order is Draft or Cancelled.

You may also need to resolve information such as:

• no products on the order;
• missing company name;
• missing delivery address;
• more than 250 order lines.

If the purchase order has unsaved changes, save them first before creating the document.

A Completed purchase order can still have a document or new document version created. Existing document versions also remain available after an order is cancelled.