Supplier pricebooks and priced purchase orders split by supplier

Until now, a quote's takeoff became one purchase order for one supplier and most of the prices were yours to type in. Now the new Materials card on the quote page turns it into one priced purchase order per supplier in one click, using your own supplier's prices.

Split a quote's materials across suppliers

• Pick a supplier per family. Create purchase orders groups the parts list into Unit, Ducting, Controls, Materials, Add-ons and Other. Choose a supplier for each or tick Not ordering. Cooledge remembers each family's supplier for your whole business.
• Override one item. Expand a family to send a single item elsewhere with Choose supplier…. Items already on a purchase order for the quote carry a tag such as "On PO-0041".
• Set it once. Deliver to and Reference apply to the whole batch. You get one draft per supplier, priced from that supplier.
• Quotes without a parts list too. Trade and itemised quotes offer Create blank purchase order, linked to the quote.

Upload your supplier's pricebook

Open any supplier in Settings > Suppliers and use the new Pricebook tab.

• A CSV up to 50,000 rows and 10 MB. It can hold list or trade prices (your discount applies) or your actual buy prices, GST exclusive or GST inclusive.
• Columns matched for you. SKU, Name and Price are required. Headings like Part No and Trade Price are recognised and your last mapping is reused.
• Clear results. Import complete counts what was added, updated and deactivated. Download errors lists each skipped row and why.
• Safe to re-run. With Remove products that aren't in this file ticked (the default), products missing from the file are switched off, never deleted. Undo import covers your latest upload for 24 hours.

Link once, priced every time

• Choose part in the Create purchase orders window links an item to your supplier's product, with model-matched suggestions for units. It sticks for every future purchase order with that supplier.
• Links and Terms tabs. Review and change links on the supplier's Links tab. On Terms, set a supplier discount plus category discounts that replace it for that category.
• Price age at a glance. A "Prices from Mar 2026" chip flags supplier prices that are 90 days old or more.
• From catalogue, next to Add line on purchase orders, bills, expenses and credit notes, adds a supplier's product with its SKU, unit and price.

Also new on purchase orders

• Deliver to on every purchase order offers business address, job site or pickup. The PDF prints it beside the supplier.
• Amounts are GST inclusive or GST exclusive on each purchase document, with a business default in Settings > Invoice Preferences. Switching never changes the totals.
• Your catalogue cost fills in when a supplier has no price for an air conditioning unit. The line says so.
• No GST is now a named choice in the GST column of every purchase line and on mobile Quick Expense receipts.
• No AAD reminders. Takeoffs and purchase orders don't need an AAD account, so the reminders are gone.

Plans

Splitting purchase orders by supplier works on Starter, Growth and Scale. Pricebook upload, links and terms are on Growth and Scale. On Starter you can still use prices and links that are already there. Read the Supplier Pricebooks guide and the Purchase Orders guide for the full walkthrough.