PO & Bill Label Management

Overview

Purchase order and bill labels help track procurement workflows, delivery methods, and accounting requirements. These labels provide visibility into order status, receiving progress, and special financial handling needs.

Key Benefits:

  • Order Tracking - Monitor delivery methods and receiving status

  • Financial Clarity - Identify credits, adjustments, and special billing

  • Problem Visibility - Flag backorders and disputes immediately

  • Workflow Efficiency - Quick identification of orders needing action

Label Categories

These categories and labels are recommendations based on successful customer implementations. Customize them to match your procurement processes.

Purchase Order Labels

¹ Delivery & Handling

Track shipping methods and special requirements:

  • ¹ NDA ✈️ — Next Day Air (urgent delivery)

  • ² Local Pickup 🛍️ — Will-call/pickup order

³ Receiving Status

Monitor partial shipments and billing:

  • ³ Partially Billed ⚠️ — Invoice received for partial shipment

  • ³ Partially Received 🧩 — Incomplete delivery

⁴ Order Issues

Flag problems and delays:

  • ⁴ Backordered 🆘 — Items unavailable/delayed

Bill Labels

Credits & Adjustments

  • Sales Tax Credit 💳 — Credit for sales tax paid

  • Credit Memo 📝 — Vendor credits and adjustments

  • Warranty Credit 🛡️ — Manufacturer reimbursements

Order Types

  • Drop Ship 📦 — Direct to customer shipments

  • Stock Order 📋 — Truck/warehouse inventory

  • Subcontract Labor 👷 — Specialized work (welding, HVAC)

Processing Status

  • Disputed 🚫 — Bills under review

  • Recurring 🔄 — Monthly/regular bills

PO Number Prefixes. The ¹ through ⁴ prefixes group related PO labels in your dropdown, making delivery methods and issues easy to find without scrolling.

Common Workflows

Purchase Order Management

Creating New POs:

  1. Add ¹ NDA ✈️ only for urgent overnight needs

  2. Use ² Local Pickup 🛍️ for will-call orders

  3. Standard ground shipping needs no label

  4. Link PO to job for tracking

Handling Order Issues:

  1. Backorder notification - Add ⁴ Backordered 🆘 immediately

  2. Partial shipment - Apply ³ Partially Received 🧩

  3. Invoice before goods - Add ³ Partially Billed ⚠️

  4. Order complete - Remove all status labels and close PO

Bill Processing

Credit Management:

  1. Receive credit documentation

  2. Apply appropriate label (Credit Memo 📝, Warranty Credit 🛡️, etc.)

  3. Process according to accounting procedures

  4. Keep label for historical tracking

Handling Disputes:

  1. Add Disputed 🚫 immediately upon identifying issue

  2. Hold payment until resolved

  3. Document dispute details in notes

  4. Remove label only after resolution

Special Order Types:

  • Drop Ship 📦 - Equipment sent directly to customer

  • Stock Order 📋 - Inventory for trucks/warehouse

  • Subcontract Labor 👷 - Outside service providers

Labels Done Right (and Wrong)

✅ Do:

  • Label delivery method only when it's special (NDA, pickup)

  • Update receiving labels promptly as shipments arrive

  • Apply credit labels immediately to prevent double-processing

  • Use Disputed 🚫 to halt incorrect payments

❌ Don't:

  • Leave ³ Partially Received 🧩 on completed orders

  • Forget to label warranty credits (causes reimbursement delays)

  • Over-label standard ground shipments

  • Process disputed bills without resolution

Search & Reporting

Daily Operations:

  • ² Local Pickup 🛍️ — Items ready for pickup

  • ³ Partially Received 🧩 — Follow up on shipments

  • ⁴ Backordered 🆘 — Check delayed orders

Financial Reviews:

  • Credit Memo 📝 — All vendor credits

  • Warranty Credit 🛡️ — Manufacturer reimbursements

  • Disputed 🚫 — Bills needing resolution

  • Recurring 🔄 — Monthly expense review

Quick Tip. Search ³ labels weekly to catch all receiving issues. Search credit labels monthly to ensure proper reimbursements.

Questions? Need Training? Have Ideas?
Contact our support team at help@roopairs.com — we're here to help!

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