How do I download purchase orders into a template?

purchase orders export

Creating your Purchase Order Template

To download a Purchase Order you must first create a Microsoft Office Word template which you will then populate with the Purchase Order information, the procedure only takes a few minutes simply open a blank Word document and include the following keywords where needed in the document.

Keywords which are recognised by RealtimeCRM:

Purchase Order Page

  • {description} - The details of your Purchase Order you entered when you first created it in the Description box
  • {notes} - Notes against the Purchase Order
  • {orderNumber} - The Purchase Order number
  • {paymentMethod} - Payment method of Purchase Order
  • {requestor} - Name of the User who created the Purchase Order
  • {status} - Status of the Purchase Order
  • {supplierAddress} - Supplier address
  • {supplierName} - Supplier Company name
  • {supplierReference} - Supplier reference

As you can see each keyword refers back to information inside RealtimeCRM regarding your chosen Purchase Order which RealtimeCRM will extract for you into the template. You can structure the template as you wish remembering to create the appropriate labels as each keyword will extract the required information but not the label for example, {supplierAddress} will extract the address of the supplier you could then label it in your template ‘Address’ as follows:

Address: {supplierAddress}

The following keywords refer to information regarding any Item(s) in your Purchase Order:

Purchase order items

  • {count} - The number of a Purchase Order items ordered
  • {name} - The name of a Purchase Order item
  • {total} - The total cost of this Purchase Order item, dependent on quantity
  • {value} - The value of a Purchase Order item

The keywords regarding Items must be wrapped as follows:

{#items} {name} {count} {value} {total} {/items}

The Item keywords must be preceded by {#items} and then followed by {/items} otherwise you will not extract the Item information. This also allows you to loop through multiple Items in your template.

We can also handle cost displays through the following keywords:

  • {totalExcVat} - The Purchase Order total value before VAT
  • {vat} - The amount of VAT to pay on this Purchase Order
  • {totalIncVat} - The total Purchase Order cost including VAT

All calculations are carried out by RealtimeCRM, so you don’t need to do anything extra to generate a Purchase Order.

Download as… To find all the keywords used by RealtimeCRM simply click the Download as… button in the relevant Purchase Order record and from the drop-down menu select ‘How does this work?‘, there you will find a list of keywords and what they will import into your Purchase Order template.

Here we’ve created a simple Purchase Order template that we will use in our example, the keywords will soon be replaced by the relevant corresponding information in the Purchase Order once we come round to downloading it.

Example Purchase Order Template

Downloading your Purchase Order

Now that you have set up your Microsoft Word Template save it as a (.docx) file making a note of which folder you have saved it to. Once it has been saved then complete the following steps:

  • Click on the Purchase Orders panel in the left hand sidebar
  • Once on the Purchase Orders page click on the Purchase Order you wish to download
  • You should now be on the relevant Purchase Order page, next to the heading ‘Purchase Order Details’ you will find the Download as… button, click it
  • A drop-down menu should appear and you should click on ‘Microsoft Word template ‘(.docx)’
  • Now a dialog box should open within which you can look for your previously created template and open it
  • The Purchase Order should now be downloaded and your previously created template should now be populated with all the information regarding your chosen Purchase Order
  • In our example we named our template “Purchase Order Template” and by going through the above steps it will be downloaded as “Purchase Order Template (1)” with all the keywords replaced with the Purchase Order details, whatever you have named your template will follow the same procedure with ‘(1)’ added to the end

Downloading a purchase order

  • If you open your newly downloaded Purchase Order template you should see the keywords replaced with the relevant Purchase Order information as below:

Purchase Order with merged fields