This document provides a comprehensive guide on how to create and link Purchase Orders from Maintenance Records within the HirePOS system. This functionality is essential for tracking new parts ordered and awaiting receipt, as well as for outsourcing services to external technicians.

To create a Purchase Order from the Maintenance Records screen, ensure that you have the necessary Purchase Order user permissions. Once confirmed, you will see an "Orders" tab available in the Maintenance Records interface.

Follow these steps to create a Purchase Order:

1. Complete as much detail as possible in the Maintenance Record.

2. Click on the "Orders" tab.

3. Select either "New Order" or "New Order (Copy Items)".

The "New Order" button will create and link a new Purchase Order without copying any items, while the "New Order (Copy Items)" button will transfer all "Service & Repair Costs" items to the new Purchase Order. If you wish to remove any unwanted items from the Purchase Order, simply click the "X" on the far right of each line item.

To link a Purchase Order to a Maintenance Record retrospectively, navigate to the Purchase Order screen and follow these steps:

1. Click on the "Maintenance" tab. Note that this tab will only be visible if the Maintenance module is registered and applicable to existing Purchase Orders. For new Purchase Orders, the "Maintenance" tab will appear once a Supplier has been selected.

2. In the Purchase Order "Maintenance" tab, click the "Link Maintenance" button.

3. A popup will appear; use the search function to find the Service you wish to link.

4. After selecting the Service, a preview of the Maintenance Record details will be displayed. Click the "Link" button located at the bottom right of the preview.

Once linked, the Purchase Order will save and refresh, displaying the linked Maintenance Record in the Maintenance tab. You can click on any existing linked Maintenance Record to open it in a new browser tab for further review.