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Purchase Orders

Add parts and tires to POs and link the PO to an estimate, invoice, or work order

Ashley Bennett avatar
Written by Ashley Bennett
Updated over a week ago

Create a Purchase Order

Purchase Orders allow you to monitor ordered parts and quickly view the status of your order.

A purchase order (PO) will automatically be created when you order parts from PartsTech through Shopmonkey. If you have the PartsTech integration set up in your shop, this is the easiest way to create a PO.

Purchase orders can also be created manually using the Add Button from any page in Shopmonkey or directly from the Purchase Order page.

From Any Page in Shopmonkey

To create a PO from any page in Shopmonkey, select the + (Add Button) in the top, right corner. Select Purchase Order.

Create a new purchase order using the Add Button from any page in Shopmonkey

From the Purchase Order Page

Select the Purchase Orders icon from the left-side navigation bar.

Select + New Purchase Order in the top right corner.

new purchase order button

Build and Edit a Purchase Order

Complete each field in the purchase order.

Blank new purchase order

PO Number

The PO number will automatically generate a number higher than the last PO number after saving.

po number section of purchase order


Easily view and change the status of a PO.

status section of purchase order
  • Draft: Add/Remove/Edit line items on the PO

  • Ordered: An order has been placed with the vendor for all part lines on the PO

  • Received: Some part lines on the PO have been marked as received from the vendor, but not all

  • Fulfilled: All part lines on the PO have been marked as received

  • Canceled: The order has been canceled

Select Mark as Ordered after you order the parts to change the status from Draft to Ordered.

Mark as Ordered button on purchase order

Vendor & Vendor Invoice Number

Select a vendor from your vendor list or add a new vendor to your shop. In the Vendor Invoice Number field, add the corresponding identification number provided by the vendor.

Vendor section of purchase order

Work Order

Select a Work Order from the dropdown menu to directly link the PO to the work order. Select Show Parts & Tires to view the parts and tires associated with the work order. Select which parts and tires from the work order you’d like to include on the PO.

assigning work order and adding parts and tires from the work order to the po

Pro-Tip: Create a new PO directly from a work order on the right-side panel of the estimate.

Parts & Tires

Complete each of the fields for an added part or tire.

  • Part Name: Add a new part or search from your inventory from the Part Name field

    • Inventory-Item: Type the part number or part description of a saved inventory part to search your inventory for that specific part. Parts added this way will be indicated as Inventory Parts and will be connected to that part in your inventory

    • Non-Inventory Item: Type in the part name. Parts added this way will be indicated as Non-Inventory Parts. Inventory will not be updated when these parts are received

  • Part #: If adding a Non-Inventory part, manually add the part number from the vendor

  • Service: Define which service these parts are for. When linked to a work order with more than one service, select the service listed to change which service the part should be added to

  • Inventory:

    • Inventory-Item: This will show the amount on hand at your shop

    • Non-Inventory Item: Select Add to add this part to your inventory

parts section of purchase order

Select Save to save your PO.

save button on purchase order

Receiving Parts

After the PO status is changed to Ordered, an option to update the received quantity for each part and tire will appear on the PO.

If all items on the PO have been received, you can simply select Receive All rather than updating each part quantity received.

Receive all button a purchase order

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