Managing Purchase Order Numbers

Cloudwords provides customers on a Professional Edition account a simple way to manage their purchase order (PO) numbers.

Only administrators of an account have access to the Purchase Orders section on the Settings area, where they can create new or edit existing POs,  check their balance and activate/deactivate them.

To create a new purchase order

- Go to Settings > Purchase Orders

- Fill the following data:

  • PO number (this information is required)
  • PO name (required)
  • PO description (optional information)
  • PO value (required)

- Click Add

To Edit an existing PO, simply click the Edit link that is available for every one of them.


What does it mean to deactivate a purchase order

An inactive PO is one that is considered as "closed", and therefore is not available for being used in any new or open project.

Only administrators can deactivate POs or activate them back.


Working with active purchases orders

Users creating a new project, or editing an existing one, see a drop-down list of all active PO numbers that are available to be used on their project. If they type a new number that is not on the drop-down list, a new PO will be automatically generated and displayed on the Purchase Orders settings area, where an administrator will be able to provide the PO details (name, description, value).

Some POs on the Active list do not display a "deactivate" link. That is because those POs are being used on open projects, and therefore cannot be deactivated.


Purchase Orders Balance

Cloudwords helps administrators track the balance of the POs used on their projects.

The value of a PO is entered by an administrator when creating or editing it. Cloudwords calculates each PO balance automatically, subtracting two totals:

  • Spent in Closed Projects: Value of all closed projects that used the PO number.
  • Spent in Projects in Translation: Value of all open projects that are in translation, i.e., which have a vendor working on them, and used the PO number.  
Have more questions? Submit a request


Article is closed for comments.