A purchase order (PO) is a budgetary structure that makes sure that there's coverage for all payments to providers. Our platform doesn’t replace existing systems that manage POs, but you can add your company’s PO details to the platform to assign them to relevant entities, track spending, and match them to invoices.
Activating POs
To activate POs on your account, reach out to your customer success representative or email us at [email protected]. Once this feature is activated, only company admins can view the Purchase orders page, as well as create and edit POs.
POs and milestones
POs on our platform are tied to approved milestones. If there’s no PO to cover a milestone, it can still be approved, but its status will be set to Pending PO. It won’t proceed to the payment process until a PO is added for it or more funds are added to an existing PO. Once this happens, the milestone will be automatically moved through the payment process. New milestones can be created regardless of the available amount in the PO.
How to add a PO
Go to Settings → Purchase orders, click on Add purchase order, and select Standard or Blanket PO.
Standard PO: A general amount that can be used for any of the defined scopes
Blanket PO: An amount that is divided into multiple items, with each item designated for a scope and a specific amount
If you choose to enter an address on the PO, this address will appear on relevant invoices. You can also limit the PO to a certain timeframe (e.g., a month, quarter, or year) by setting a period start date and period end date.
Using your POs
You can choose how you want your POs to be applied to your payments due through our platform. For both standard and blanket POs, first you’ll be asked to select the scope of the PO. The scope determines the milestones that will be connected to it.
For standard POs, you can select a scope of company, workpaces, or talent. For blanket POs, you can select a scope of either company or workspaces.
You’ll then need to select the PO usage as follows:
For company scope: Select from one or more of the following: talent payments, fees (e.g., transaction fees, FiE fees), or additional services (e.g., background checks or audit reports).
For workspaces scope: Select which workspaces, then select from one or more of the following: talent payments or fees.
For talent scope: Select a talent. For this scope, usage is automatically set to both talent payments and fees.
Managing your POs
To see the POs you’ve created, go to the Settings tab in the left-hand menu and click on Purchase orders. From the POs tab, you can track spending and see a PO’s available and used amounts, as well as its total amount.
To see a breakdown of milestones, fees, and/or services withdrawn from each PO, click on the PO number or select View breakdown from the three-dot menu.
You can edit an existing PO’s details, update its amount, or add items (for a Blanket PO) from the three-dot menu next to each PO.
You can also track a PO’s status, close it and export its details to a CSV using the icon in the top-right corner.
At the top of the page, you can select how you’d like to view your POs:
All POs: This is the default view of all the POs in the system, their usage (talent, workspace, or company scope), how much is left to use, and their total amount.
By billing: This view shows historical data on how much was used per PO per billing period after billing has taken place.
From the Activity log tab, you can track changes made to POs, who made the changes, and when they were made.