Creating a Purchase Order

24/02/2025
Knowledge

How To

Learn how to create Purchase orders, set up account codes, integrate InfoTrack and access expense recoveries in LEAP before exporting them as general ledger journals using the General Ledger Link feature.

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Your Tax Basis must be set to either Accrual or Hybrid.

Desktop

Set Up Purchase Order Account Code

From LEAP Matter List, click the LEAP Menu > Settings > Application Settings.

The LEAP Application Settings will open in a new window.
Click Accounting > under General Ledger > Account Codes.
Under Expense/Cost of Sales, enter an account code in LEAP Supplier Purchase Orders matching your accounting platform's Purchase Orders account code.
Click Save.

Set Up Automatic Purchase Orders for InfoTrack

From LEAP Matter List, click the LEAP Menu > Settings > Application Settings.

The LEAP Application Settings will open in a new window.
Click Integrations > InfoTrack.
Select a Searching Fee Task Code from the drop-down list.

By default, it should be set to itsf.
Enter a Default Purchase Order Item Name.
Select a Default Purchase Order Supplier card from the drop-down list.
Click Save.

Create a New Purchase Order

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You must have an existing Expense Recovery to create a new Purchase Order. See Creating an Expense Recovery for more information.

Expense Recovery Window

Open the matter.
Click the General Account > Expense Recoveries tabs.
Open the Expense Recovery.
Click at the top-right corner and select Create purchase order.
Enter or edit the Reference No.
Click to select a Supplier card.
(Optional) Click to select and upload a file from your computer as an Attachment to the purchase order.

You may also drag a Correspondence Item from your matter or a file from your computer to the Attachment field.

Click to open the attachment file.

Click X to remove the attachment file.
The Expense Recovery No. is automatically filled in with the Expense Recovery that you selected to create this new Purchase Order.
Enter or click to select a Date.
Enter or click to select a Delivery Date.
(Optional) Untick Inc. tax to see the exclude Tax amount in Amount Each column.
Click Save & Close.

Expense Recoveries Ledger

Open the matter.
Click the General Account > Expense Recoveries tabs.
Right-click the Expense Recovery and select Create purchase order.
Enter or edit the Reference No.
Click to select a Supplier card.
(Optional) Click to select and upload a file from your computer as an Attachment to the purchase order.

You may also drag a Correspondence Item from your matter or a file from your computer to the Attachment field.

Click to open the attachment file.

Click X to remove the attachment file.
The Expense Recovery No. is automatically filled in with the Expense Recovery that you selected to create this new Purchase Order.
Enter or click to select a Date.
Enter or click to select a Delivery Date.
(Optional) Untick Inc. tax to see the exclude Tax amount in Amount Each column.
Click Save & Close.

Search Expense Recoveries

From LEAP Matter List, click the LEAP Menu > Accounting > under General Accounting > Expense Recoveries.

The Search Expense Recoveries will open in a new window.
Search the Expense recovery you would like to create a purchase order.

See Creating an Expense Recovery > Search for a Expense Recovery for more information.
Right-click the Expense Recovery and select Create purchase order.
Enter or edit the Reference No.
Click to select a Supplier card.
(Optional) Click to select and upload a file from your computer as an Attachment to the purchase order.

You may also drag a Correspondence Item from your matter or a file from your computer to the Attachment field.

Click to open the attachment file.

Click X to remove the attachment file.
The Expense Recovery No. is automatically filled in with the Expense Recovery that you selected to create this new Purchase Order.
Enter or click to select a Date.
Enter or click to select a Delivery Date.
(Optional) Untick Inc. tax to see the exclude Tax amount in Amount Each column.
Click Save & Close.

Open an Existing Purchase Order

Open the matter.
Click the General Account > Expense Recoveries tabs.
Right-click the Expense Recovery and select Open purchase order.

Send Purchase Orders

From LEAP Matter List, click the LEAP Menu > Accounting > under General Accounting > General Ledger Link.

The LEAP General Ledger Link will open in a new window.
Click More at the top-right corner of the window and select Purchase Orders.

You will be directed to the Purchase Orders page.
Click Sync Now.

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You may be prompted to log into your accounting platform in order to link with LEAP General Ledger Link for the first time.

Once the purchase order journal(s) has been exported to your accounting platform, you'll then need to include the draft purchase order(s) on supplier bills and subsequently pay the supplier through there.

Visit your accounting platform's Help Centre for more information regarding purchase orders.

Last Modified Date

24/02/2025 10:55 pm

Title

Creating a Purchase Order

URL Name

Creating-a-Purchase-Order-CA

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