--- title: "Raise purchase orders and track what your event owes | Ticket Fairy Guides" description: "Send suppliers a purchase order for your event, check their invoice against it, and see every deposit, balance, per diem and supplier payment that is overdue, due this week or coming up. Approved orders count as committed costs in your event budget, and you record each payment as you make it." canonical: "https://www.ticketfairy.com/guides/raise-purchase-orders-and-track-what-your-event-owes" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Raise purchase orders and track what your event owes Site, suppliers and safety # Raise purchase orders and track what your event owes Production managers and promoters commit money to staging, sound, security and performers long before the event, and it's easy to lose track of who is owed what by when. With purchase orders and payments due, every order, invoice and payment sits with the event, so you can see what's still to pay at a glance. Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Takes: 9 minutes [Watch the video: Raise purchase orders and track what your event owes](https://d3lcdr963b5ubl.cloudfront.net/uploads/guides/video/raise-purchase-orders-and-track-what-your-event-owes/ea33f9eb33e0e54799688df7742628b7a7d463860bab0e15454aaaa40180ce9e/3bc0b9d197de8f73/guide.mp4) · [English](https://www.ticketfairy.com/resources/captions/guides/guide-raise-purchase-orders-and-track-what-your-event-owes-3bc0b9d197de.vtt) ***Watch how it's done** 3 min 10 s, with captions.* - [Open purchase orders](#step-1) - [Make a purchase order](#step-2) - [Approve the order](#step-3) - [Send it to the supplier](#step-4) - [Check their invoice](#step-5) - [Open payments due](#step-6) - [Record a payment](#step-7) ## Before you start - You are an owner, admin or producer on the event. Only those roles can open the event's **Operations** page. 1. ## Open purchase orders [Play from here](#guide-video) Open the event, select **Operations**, select **Contracts**, then select **Purchase orders**. **Note:** When a supplier's quote is confirmed, Fai drafts an order for it and marks it **Drafted by Fai**. ![Purchase orders for an event, with a draft from a confirmed quote and an invoiced order whose invoice does not match](https://www.ticketfairy.com/embeds/posters/marketing-event-contracts--purchase-orders.png) *Purchase orders.* 2. ## Make a purchase order [Play from here](#guide-video) Select **New purchase order**, enter the **Supplier** and each line of **What you are ordering**, then select **Save as draft**. **Note:** Enter the **Supplier's email** to send the order from here. Under **More details**, set the **Tax**, **Deliver by**, **Pay by** and notes for the supplier. ![The New purchase order dialog with the supplier, the supplier's email and the lines being ordered](https://www.ticketfairy.com/embeds/posters/marketing-event-contracts--new-purchase-order.png) *New purchase order.* 3. ## Approve the order [Play from here](#guide-video) Open the order, check the lines and total, then select **Approve**. **Note:** Once you approve an order, it counts as a committed cost in the event's Budget and you can't change it. Select **Change** before you approve it if anything is wrong. ![Purchase order panel for a draft order drafted by Fai, with its lines, the total and Approve](https://www.ticketfairy.com/embeds/posters/marketing-event-contracts--draft-order.png) *A draft order to approve.* 4. ## Send it to the supplier [Play from here](#guide-video) Select **Send to supplier**, then select **Send it**. **Warning:** The email goes as soon as you select Send it. 5. ## Check their invoice [Play from here](#guide-video) When the invoice arrives, open the order, select **Add their invoice** and choose the file. **Note:** Upload a PDF or a photo up to 15 MB, and Fai tells you whether its total matches the order to within 1.00 in the order's currency. If she can't read it, enter the invoice total yourself and select **Check against the order**. ![Purchase order panel for an invoiced order, with a supplier invoice that does not match the order total](https://www.ticketfairy.com/embeds/posters/marketing-event-contracts--order-invoice.png) *An invoice checked against its order.* 6. ## Open payments due [Play from here](#guide-video) Select **Payments due**. **Note:** Deposits and balances come from the performers' deals, per diems and backline from what you add here, and supplier orders once you approve them. Each one is **Overdue**, **Due this week**, **Coming up** or has **No due date**. ![The Payments due for an event, with an overdue deposit, a part-paid per diem and the totals still owed](https://www.ticketfairy.com/embeds/posters/marketing-event-contracts--payments-due.png) *Payments due.* 7. ## Record a payment [Play from here](#guide-video) Select **Mark paid** on the payment, enter the amount, **Paid on** and **Paid by**, then select **Record payment**. **Note:** This notes a payment you've already made and doesn't send any money. Enter less than the full amount to record part of it. **Tip:** Brand owners and authorized Ticket Fairy support who can edit the event's payments see **Pay with Vault**, which opens a Vault transfer. ![The Mark paid dialog for a performer deposit, with the amount, the date paid, how it was paid and a payment reference](https://www.ticketfairy.com/embeds/posters/marketing-event-contracts--mark-paid.png) *Record a payment.* ## Or have it done for you Fai reads your purchase orders, committed costs and payments due, drafts an order by hand or from a confirmed supplier quote, changes, approves, sends or cancels it, enters an invoice total to check it against the order, marks a payment as paid, reverses a payment and adds or removes a per diem or cost. She shows you each change and waits for your yes first. Fai records payments and never moves money; to pay from Vault she uses a Vault transfer you approve, then records it. ### In your dashboard, with Fai ``` What does still owe, and what is overdue? ``` ## Add a per diem or cost [Play from here](#guide-video) 1. ### Add it On Payments due, select **Add a per diem or cost**, choose **For** and **What for**, enter the amount, then select **Add cost**. **Note:** Select **Remove** with a reason to take a cost off. We keep it, marked removed. Fai adds or removes a per diem, backline or other cost on a booking when you ask, after you confirm. ### In your dashboard, with Fai ``` Add a 40 pound per diem for Nova Twins on Saturday at ``` ## Reverse a payment recorded by mistake [Play from here](#guide-video) 1. ### Reverse it Open the payment's history, select **Reverse**, enter what was wrong with it, then select **Reverse payment**. **Note:** This adds a correction, and we keep the original payment. Fai reverses a payment with your reason when you ask, after you confirm. ### In your dashboard, with Fai ``` Reverse the cash payment I recorded for Nova Twins' per diem at , it was a mistake ``` ## Cancel a purchase order [Play from here](#guide-video) 1. ### Cancel it Open the order, select **Cancel order**, enter why, then select **Cancel order**. **Note:** We keep it, marked canceled, with your reason, and it no longer counts as a committed cost. Fai cancels a purchase order with your reason when you ask, after you confirm. ### In your dashboard, with Fai ``` Cancel PO-0013 at , we are using a different barrier supplier ``` ## Questions you might have **Where do committed costs show in my budget?** Open the event's Budget. Committed with suppliers shows the approved purchase orders, the performers' per diems and backline, and hire and shopping items marked ordered, with a link to Contracts. An item on a purchase order counts there once. **Is this the same budget as the Budget page in the event menu?** Yes. The Budget section and the event menu's Budget page show one budget, so a planned cost added in either shows in both. **Does a performer's per diem count in what the act costs?** Yes. Per diems, backline and other costs added for a performer count in the act's all-in cost on their performer page, and in the suggested total for Artists & talent in the budget, beside their agency fee, travel and hotel. **Can I see what all my events spent?** Yes. Open Event Operations, then Spend, for the planned and recorded costs of your brand's events in a period, your budget sections and your biggest suppliers on approved purchase orders. **Can I see payments due across all my events?** Yes. Open Event Operations, then Contracts, for payments due across your events and contracts across your events. **Does Fai remind me about payments?** When payments are overdue or due within a week, Fai suggests one task for each on Today. You still make the payment yourself, in Vault or your bank. **Can I delete a payment I recorded?** No. Reverse it instead, so the history shows both the payment and the correction. ## Still have a question? Book a demo and we will answer it on a call, on your kind of event. Or create your account and see it for yourself. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## Related guides - [More ways to use Ticket Fairy](https://www.ticketfairy.com/features) - [Send your event contracts and get them signed online](https://www.ticketfairy.com/guides/send-contracts-and-get-them-signed-online) - [Settle a show with an artist after your event](https://www.ticketfairy.com/guides/settle-a-show-with-an-artist) - [Track every artist booking for your event](https://www.ticketfairy.com/guides/book-and-brief-your-artists) - [See the all-in cost of each act on your event](https://www.ticketfairy.com/guides/see-the-all-in-cost-of-each-act-on-your-event) - [See what your brand spends across its events](https://www.ticketfairy.com/guides/see-what-your-brand-spends-across-its-events) - [Work out the backline and production to hire for your event](https://www.ticketfairy.com/guides/work-out-the-backline-and-production-to-hire-for-your-event) - [Every Ticket Fairy guide](https://www.ticketfairy.com/guides) ## Do this on your own event Create your account, build your event and follow the steps in your own dashboard. You do not need to book a sales call. [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) The Ticket Fairy, Inc. is a fintech company and technology platform. The Ticket Fairy, Inc. is not a bank, financial institution, or regulated financial services provider. Vault banking services are provided through regulated banking partners. ## Sell tickets with Ticket Fairy Start free with unlimited events and no monthly fee, and choose a paid plan when you need more. - Set up your event in minutes - Free events are free - Fai, your AI teammate, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## See it on a call Book a demo and we will show you how Ticket Fairy handles your kind of event. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/features) ### Tips for selling more tickets Practical advice from working event organizers, and every new guide as it is published. We respect your privacy. Unsubscribe anytime. --- This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)