Managing purchase order templates

About purchase order templates

Every Autotask purchase order that you provide to a vendor is based on a purchase order template. The purchase order template controls the content and appearance of the purchase order, including general layout and page settings.

About the default template

Your Autotask instance includes an Autotask Default purchase order template to get you started. This template is initially assigned as the global default template. The Autotask Default template cannot be edited or deleted, but you can make a copy and then edit the copy to create a custom purchase order template.

When should you create additional purchase order templates?

While you cannot edit the Autotask Default purchase order template, you can make a copy, edit that, and then make it the new default template. This template is automatically applied to all new purchase orders, and may be all you need.

You may need additional purchase order templates if:

• You want the purchase order to be presented in a different language.
• Your vendor is located in a different country and purchase orders require different information. If you are doing business in multiple countries, you can specify a default purchase order template at the country level. The template is applied to all purchase orders generated for vendors in the associated country and will override the global default template. Refer to Managing your Countries list.
• Individual vendors may require specialized purchase orders. If you have one or more vendors with unique purchase order requirements, you can create custom purchase order templates to address those requirements. You then associate the purchase order template at the organization level. The organization level default template will override both the global and country level default templates. Refer to The Purchase Order Settings tab.

Managing purchase order templates

All of your company's purchase order templates are listed on the Purchase Order Templates page. To open the page, use the path(s) in the Security and navigation section above. You can do the following:

Option	Description
New	Click to open the New Purchase Order Template page where you configure the basic settings of the purchase order template. Refer to Editing purchase order template properties.
Context menu options
Design	Open the Design Purchase Order Template page. For more information, refer to Designing a purchase order template.
Edit Template Properties	Open the Purchase Order Template Properties page. For more information, refer to Editing purchase order template properties.
Copy	Copy the template and make any changes on the New Purchase Order Template page. Refer to Editing purchase order template properties.
Set as Default	Set this template as the global default and automatically assign it to all vendors that use the global default. There can be only one global default. Therefore, if you make this template the default, it will replace the current default designation.
Activate / Inactivate	Set this template as Active or Inactive. The default template cannot be inactivated. NOTE   Inactive templates remain associated with countries and vendors they were selected for prior to being inactivated, but they cannot be selected for new countries, vendors, or purchase orders.
Delete	Delete the template and remove it from the table. NOTE  You cannot delete the Autotask Default template, any template that is currently set as the default template, or any purchase order templates that are associated with a vendor or purchase order. If the template cannot be deleted, you can inactivate it to prevent it from being used for new purchase orders.