The major issue I have right now with the system is that it doesn’t handle tax at all. This is a night mare. GST is 10% in Australia and applicable on nearly everything in our industry with the exception of hearing aids. In an ideal work what would happen in a work flow environment is as follows:

We make a purchase order this will generate a Purchase Order Number (The supplier should not see our cost price in the PO)
The supplier ships the goods, and provides an invoice. This invoice will have:
• Invoice number separate from the PO number
• Invoice date, and a payable date
• Freight component excluding tax
• Some may have an invoice discount as a % or $ value
• There may be Credit Card Surcharges as an ex tax $ or as a %
• Some rarely have other charges ex tax.
• Tax charged
• Each product listed with its price excluding tax, very rarely the products will include tax unless purchased from a retailer not a wholesaler.

RepairShopr purchase order finishing tool should:
• Allow for an option to set, Freight Excluding Tax or Attribute it evenly to the excluding tax price of the products on that invoice. (For example $10 freight charge on 10 widgets would increase the last cost price of those widgets by $1)
• The Invoice Discount should be attributed evenly to the excluding tax price products on that invoice. (For example a 1% discount would decrease the cost shown on the products by 1%)
• Surcharges as an excluding tax price or as a % should be attributed evenly to the excluding tax price products on that invoice. Just like the discounts but in reverse.
• The total tax charged will push to a separate QuickBooks as GST paid or at least to a different account in QuickBooks. This is important because if I buy something for $10ex 10%GST @ $1, then sell it for $22 inc 10%GST @ $2 then I have to pay the tax office $1 GST as I have already paid the $1 GST to the supplier.
• Each products listed excluding tax (there should be a setting to set this as inc GST for some suppliers, there should also be the option to change the quantity of products received EG ordered 10 and got 5, products received should go into QuickBooks as an Asset for those using accrual accounting)
• When all products have been entered, there should be a total. This is the total invoice value including tax. This field is a check to ensure that we have not made a mistake.

Once the invoice is balanced, and finalised RepairShopr should push the following to QuickBooks/Xero:
• Invoice Number
• Invoice Date
• Payable / Due Date
• Final Product Price Ex Tax (Adjusted with surcharges and freight charges ect.) Those who don’t sync inventory could have that go in a single line item called sales.

I agree with Patrick! This thing needs to calculate tax AND integrate with the accounting packages, there is SOOO much double entry!

Ryan (Power User RP, RepairShopr) has some great ideas!

I also like to add that I am paying 10% GST on my products to the suppler not to the Tax Office so I need that on the invoice as well, but attributed as Tax.

@Robert: Is the inventory system done being updated? I know you said that was being followed up with updates to the Purchase Order system, but now I see the iOS app is in progress before this. Here are some additional things we'd like to see:

- Need it set by default to "hide" PO's from locations you are not authorized to view.

- Reference to the "best" and "worst" cost for items being added to a PO, or otherwise a reference to the "upper/lower limit cost". That way we can make sure we're ordering within our target price range.

- Support for multiple account numbers (for vendors who support multiple shipping/billing addresses. (Some vendors provide different account numbers for each location).

- Show more Vendor information on POs. We need to see the sales rep, shipping rep, billing rep, multiple phone numbers, and multiple emails.

I agree and have TONS of ideas that I think would really add value to the PO system. Here are just some of the ideas:

- Allow attachments to POs, such as a purchase receipt sent by the vendor after the order.

- Make the PO numbers use the same type of numbering scheme as tickets/estimates/invoices. Make it so we can set a 'starting number' and they would be sequential after that.

- Add an option to 'change' data in the PO details, such as the PO ship to location; much like you can do with tickets and invoices.

- Allow us to receive 'partial quantities' of line items on a PO. Right now, if I order 10 of a widget and only 5 come in the first day, I can't receive a partial quantity. And if I edit the quantity when receiving, it just changes the amount expected and the total price on the PO. It should allow receiving of 'all' or 'partial'.

- Allow us to track how POs have been paid. That way we can 'pay' POs with a virtual transaction flow, like this: Payment (at top of the PO) > Method (check, credit, paypal, etc) > Reference Number (enter check number or paypal confirmation number) > Confirm (PO will be marked as PAID with a stamp).

- Add cloud print option to POs, like it is on tickets/estimates/invoices.

- Add the option to 'delete' POs from inside of the PO, like you can with tickets/estimates/invoices.

- Move the buttons for 'email', 'receive items' and 'clone po' to the top with the rest of the buttons.

- Add an 'assigned tech' to POs to track who created / is in charge of the PO.

- Allow parts orders to be added to POs, rather than just inventory items. We often order both inventory and non-inventory items from a single vendor on the same order.

- Get RID of the current 'parts order' feature and replace that with 'create purchase order'. There are so many problems with it related to tickets and estimates. Purchase orders will clearly be superior once they support non-inventory parts.

- Make the audit log more informative, with actual information about products that are added/edited/removed, rather than just data about updated_at and product_ids.

- Change the layout/display of POs to LOOK the same as everything else. It should look much more like an invoice or ticket that it does currently.

- More related to Vendors: Make Vendor profiles work like customer profiles, where the Vendor profile will reference all POs for that vendor (both open and closed), the amount of money spent with that Vendor, and payments that have been made to that vendor.

- More related to Vendors: Allow attachments to Vendors, such as vendor contracts and agreements.

- More related to Inventory: Make the 'blue airplane icon' reference which location has PO inventory coming in to it, and show the qty being shipped when hovering over the icon.

I love the idea of being able to create a custom purchase order from invoices. I've tried using the parts order section but often, customers walk into our shop and will custom order a product without ever needing a service. Since the parts can only be attributed to a ticket and not an invoice, things get hairy. Especially since we are custom ordering products from vendors that we would normally send a purchase order anyway. I really believe that making some additions to the purchase order system and doing away with the parts order system could streamline our entire process.

I'd also like to see a way to add tracking numbers per line item. Many of our vendors ship from multiple warehouses and not every product on a single order comes in at the same time.

Fantastic news Robert .. Repairshopr will soon to be the killer app for our industry

That's great news Robert. I look forward to the improvements. Let us know if you want ideas?

I'm sure Xero have done a good job however not everyone uses Xero plus I believe that the accounts package is simply a tool to aid my accountant prepare my tax returns and I would like to see repairshopr control the day to day running activities of my business.

Xero just released a new inventory system that is air tight and tracks inventory from burchase to billing/invoicing. Pls see Xero for a working inventory system :)

It would be great if PO's could link to tickets like invoices and estimates do now.

Ideally it would work like linking an estimate or invoice to a ticket. So there would be a ’new PO’ button in a ticket just like the ‘new estimate’ and ‘new invoice’ buttons. This would then take you to the PO creation page and allow you to create a PO and the PO number would link within the ticket. Just like an estimates and invoices currently do.

One thing we struggle with is knowing if items received on a PO should be for general stock or should be put aside for a repair. So often it all gets put in to general stock and the tech carrying out the repair is none the wiser. If there was a link on the PO to a ticket it would be pretty obvious that this part was ordered for an ongoing repair. Taking this one step further - A notification could be sent to the tech that originally raised the ticket and PO I guess it might not be the same person. Once the PO was checked in or finished the notification would be sent.

I’ve always been a bit confused with the part order functionality in RSR and I think this would be a super replacement.

We'll be adding multiple vendor SKU's in the near future!

New to Repairshopr and loving it. One thing I see is that PO has UPC now.

Can it have a Vendor Product Code as this would make cross referencing and ordering much simpler?

If it already has it please put me straight and put it down to newbie pilot error.

Also need to be able to assign a customer to parts that are on a purchase order, similar to what you could do in QB.
We don't generally order stuff for stock so it's very handy to know what parts we've ordered are for who and helps make sure everything is getting invoiced and not being missed.

From my point of view, one of the most important things would be the possibility to issue a printout as well(similar to invoice, tickets, etc).

Yes Please

Also yes to the xero integration for purchase orders. As i was advised, Xero doesn't support PO syncing but that shouldn't matter. By the time it gets synced to Xero all we care about is the Invoice details so syncing it as an incoming invoice / a purchase should be perfectly doable!

Then the admin person would only have to compare physical invoice details with synced details from RS et voila - 5 hours of admin time saved per week!

Also, the status of the tickets, which are waiting for parts, should be updated when the parts arrived and the responsible technichian should get an notice.

In addition to the Quickbooks syncing, it should also sync to Xero. This would be a HUGE improvement over the current PO system.