What is a Purchase Order (PO)?

A Purchase Order (PO) is an official document issued by a buyer to a seller, detailing the types, quantities, and agreed prices for services to be provided. The PO serves as a legally binding agreement, where:

• The buyer commits to paying for the services, provided the terms are met.
• The seller agrees to deliver the services as outlined.

In RideSuite, Purchase Orders are generated either:

1. Within RideManager when a buyer places an order.
2. Via RideSchedule when a ride is subcontracted.

A RideSuite PO is closely tied to a Works Order:

• The Purchase Order handles the financial details.
• The Works Order captures the operational specifics (e.g., journey details, date).

When a ride is completed, the corresponding PO is marked as ‘Closed.’

Billing and Reconciliation

For demand-side businesses, completed POs are grouped into a bill for a specified period. The supplier’s invoice can then be matched against the buyer’s records, ensuring smooth reconciliation.

Managing Purchase Orders in RideManager

Each booking record in RideManager contains a dedicated Purchase Orders section, where the status and history of each PO can be reviewed.

Purchase Order Lifecycle Summary

1. Creation: Buyer generates the PO.
2. Allocation: PO is sent to a seller (fleet or another agency).
3. Acceptance or Rejection: Seller either accepts, rejects, or cancels the PO.
4. Completion: Once the ride is fulfilled, the PO is marked ‘Closed.’

RideManager ensures that all actions taken on a Purchase Order are tracked and provides seamless tools to manage reallocations, cancellations, and reconciliations.