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Managing Purchase Orders (PO) to Track Spending Compared to Budget
Managing Purchase Orders (PO) to Track Spending Compared to Budget

Instructions on how to set up a Purchase Order (PO) to analyze your spending compared to budget.

Breanne Cassidy avatar
Written by Breanne Cassidy
Updated over a week ago


Purchase Orders (PO) are essential as they track the costs associated with a project. Using T3's technology, you can set up Purchase Orders (PO) to better manage your operations. When you do business with EquipmentShare, your charges are assigned to a PO as indicated on your order, ensuring you know exactly where your costs are allocated for various projects.

Using the tools in T3, you can track your spending by PO compared to your budget to build with control.

Setting up a Purchase Order (PO)

Creating a PO in the T3 system can only be done by an Owner or Manager role.

  • From the left menu, select Company.

  • Select the Work tab across the top.

  • Then select Purchase Orders.

  • Select the New purchase order button.

  • Complete the Name, Start and End Date (Optional), and a Budget.

    • Filling in the Budget is essential if you want to track insights into your spending compared to your estimated budget for the PO.

  • Once you are done, select Add.

  • The PO is saved in T3 to be used for your rental orders.

Updating a Purchase Order (PO) on a Rental

Need to update your PO on your rental? This can quickly be done in T3.

  • Select Rentals from the left menu.

  • Select the Rentals tab.

  • Locate the Rental Order from the table.

  • From the Actions column, click the settings ellipsis (far right) and then Edit PO.

  • The Add or Edit Purchase Order screen will display. Select from the dropdown list of existing Purchase Orders for your company or select Add New to create a new one.

  • Additionally, you can update PO details. Once done, click Save.

  • The Rental Order will be updated with the new PO.

Updating a Purchase Order (PO) on a Billing Invoice

Updating a Purchase Order (PO) on your invoice can quickly be done in T3 by a Manager or Owner. When updating the PO on an invoice, the changes will only apply to that invoice, not other invoices tied to the rental order.

  • On the top right of the invoice, click the Change button under Purchase Order.

  • The Add or Edit Purchase Order screen will display. Make your changes and select Save.

Comparing your Spending with your PO Budget

The T3 system will keep track of your costs by PO with each invoice you are billed. Using T3's Analytics web app, you can see insights on your spending by PO and compare it with your established budget.

  • Select the Purchase Order Budget & Spend Report under Purchase Orders.

  • Within the dashboard's filter across the top, select your PO from the dropdown options. The dashboard will display the data insights for your PO.

    • Check the percentage to see how much of your budget remains.

    • See a bar graph comparing your total spend vs. budget.

    • Along the bottom, see all the invoices for the PO.

  • Another helpful report is the Rental Management Dashboard, which can be found by searching "rentals" from the search bar.

  • Within the dashboard's filters, select PO in the View Spend/Utilization By filter.

    • From the PO field, select one of your POs. The dashboard will load automatically with your data.

  • Review a comparison of spend vs. budget.

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