Definition
PO Number (Purchase Order Number) is a unique alphanumeric code provided by a customer to authorize and track a specific rental or sales transaction.
Key Details
Within the system, the PO Number serves as a critical reference point linking the rental agreement to the customer’s internal accounting and procurement records.
- System Category: This field is primarily managed within the Opportunity – General (Summary) and Order sections.
- Billing Requirement: Many corporate clients require a valid PO number to be displayed on every invoice. Without it, their accounting department may reject the bill, causing payment delays.
- Tracking & Auditing: It allows both the rental company and the client to cross-reference equipment deliveries, returns, and payments against a specific budget or project authorization.
- Mandatory Field Option: The system can be configured to make the “PO Number” field mandatory before an order can be finalized, ensuring administrative compliance from the start.
Use Case Example
In practice
A corporate client wants to rent a fleet of light towers for a month-long event. Their procurement department issues PO #88452-ABC to cover the estimated $5,000 cost. When you enter this into the PREXA365 system, it is automatically printed on all delivery tickets and monthly invoices. This ensures that when the client’s accounts payable team receives the bill, they can instantly see it was authorized, leading to much faster payment processing.
Think of it as the “magic key” that unlocks the customer’s vault; without it, your invoice might just sit in a “pending” pile indefinitely!