In Procurify, every purchase order has an internal and can also be assigned an external Purchase Order (PO) number. Understanding how these numbers work is your first step toward creating your own PO labeling system.
Internal PO Number
Internal PO numbers are indicated with the "PF" prefix, starting at "PF1" and increasing sequentially with each new Purchase Order created: PF1, PF2, PF3...
The internal PO number cannot be configured.
Internal PO number are assigned to all Purchase Orders regardless of whether an external PO number is assigned.
External PO Number
The External PO number is displayed on purchase orders sent to your vendors.
There are 3 options for configuring external PO numbers. For more information, please refer to the remainder of this article.
The external PO number will automatically increase by a value of 1 each time a new PO is created. The prefix and number can be updated to a different value using the Custom option.
External PO Number Options
None: This option means a PO number will not be displayed to your vendor. The PO can continue to be tracked in Procurify by the Internal PO number.
Use Next: When Use Next is selected, Procurify will systematically assign the correct PO numbering convention for all Purchase Orders in the domain going forward. This option generates the next sequential PO number based on the last PO created in the system.
Custom: The option allows you to change the prefix and/or number. Note: This will interrupt and reset the number system.
Important considerations when setting up your External PO formatting for the first time:
The External PO Number can be a combination of letters, numbers, and dashes. Best Practice: always set the last character of a Custom External PO number as number. Note: Numbers prior to the last letter or dash will not increase.
When a External PO has been set on a previous PO, the next External PO number will increase by a value of 1, until the Custom option is used.
Example: If a Purchaser changes the suggested External PO from PO-100 to PO-1000, the next PO will be assigned PO-1001.
How to set your PO Numbering
PO numbers can only be configured when creating Purchase Orders.
Navigate to Procure → Procurement
Check the box beside each item to add to a Purchase Order
Click Add to list
Click Create Purchase Order
On the next page, the first field is on the upper-left is External PO
Select Custom to create a custom PO
Finish creating the Purchase Order
Additional Information:
In the instance where the PO number matches an existing PO number within the system, a pop-up window will alert you before creating the Purchase Order.
It is possible to create duplicate PO numbers. Customers who use Auto PO cannot choose to configure their sequence unless they set this up before enabling Auto PO.