A Purchase Order is how you bring gear in from a vendor, whether you're subrenting it for one show or buying it to keep. Both live on the same Purchase Order.
Create a Purchase Order
Go to Inventory > Warehouse Operations.
Click Create Purchase Order.
Choose your vendor. This is the only thing you have to fill in.
Add a name if you want one.
Leave it blank and LASSO assigns the number.
If you leave the warehouse blank, you can leave the dates blank.
Pick a Warehouse if you already know where the gear is going.
If you add a Warehouse, also set the Delivery and Return dates, and LASSO sets up the PO gear list for you.
If you skip the warehouse field, dates aren't required. The dates will be required once you add gear.
Click Create.
What's on the Purchase Order
The Purchase Order opens as its own full page. Across the top you'll find:
The PO number, assigned automatically.
The name, which you can change at any time by clicking it.
The pack sheet status, which links straight to the PO Pack Sheet once you've added gear.
It's grayed out when none of your lines need receiving.
The Purchase Order status.
Draft, Submitted to Vendor, Quote Received, Rejected, Approved, Confirmed, or Paid. New Purchase Orders start as Draft. Every status except Rejected counts toward your availability, even Draft.
A menu with pack sheet history, PDF, and delete.
Once gear has been received on a Purchase Order, it can't be deleted, and the menu tells you why.
Underneath, you'll see your vendor, warehouse, and destination. Click the gear icon at the end of the Purchase Order header to expand that row and change your vendor or adjust your dates.
A billing address picker sits under the vendor name, so you choose which of the vendor's stored addresses this Purchase Order bills against. It starts on the vendor's Billing address, falling back to the Main address, then the oldest one on file. The billing address you pick prints on the PO PDF under the vendor's name.
Statuses can be used to communicate the current progress of the Purchase Order.
Tiles below the header show the PO Total, Attachments, and Notes. Click Attachments to add, view, download, or delete files, like your vendor's quote (PDF, Word, Excel, CSV, text, or image files). Click Notes for Public Notes, which print on your vendor's PDF, and Internal Notes, which stay with your team.
The Event Fills In on Its Own
LASSO works out the event from the gear you put on the Purchase Order, so it stays correct without you maintaining it. You'll see it in the header, next to Destination, shown as the event code and name. Click it to jump straight to the event. A dash means there's no event yet. If the event changes, the header updates on its own.
A Purchase Order that isn't tied to a gear order or a labor position, like one with only additional charges or only gear you added directly, won't fill in an event on its own. For those, you can set the event yourself.
The event carries through to the PDF, too. Under the Name row, the PO PDF shows an Event row with the event's external ID and name, and an Order row with the titles of the gear orders the PO covers—so your vendor can see which event and order the Purchase Order is for without asking. A Purchase Order with no event, or no gear orders behind it, simply leaves those rows off.
Your Work Saves Itself
The Purchase Order saves as you go, the same way a Gear Order does. There's no Submit button to hunt for.
Notes are an exception and need to be saved. Click Save in the Notes window.
Link Straight to a Purchase Order
Every Purchase Order has its own web address. Copy it from your browser and paste it into an email, a task, or a message, and whoever opens it lands directly on that Purchase Order.
Send It to Accounting
If your account sends Purchase Orders to an accounting system, you'll see Send to Accounting at the top of the Purchase Order. Because Purchase Orders save as you go, nothing goes to accounting until you click it.
Afterward, the button reads Sent to Accounting; hover over it to see when. Made changes since? Click it again to resend. The billing address you picked for the vendor rides along in what's sent to accounting.
What's Next
With the Purchase Order created, you're ready to add gear to it.