--- 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" --- # Raise purchase orders and track what your event owes | Ticket Fairy Guides 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Raise purchase orders and track what your event owes Running the production # 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 lose track of who is owed what by when. Purchase orders and payments due keep every order, invoice and payment beside the event, so you can answer what is still to pay in one look. 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. For: Ordering from suppliers and paying performers and suppliers on time Takes: 9 minutes - [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. The event's **Management** page opens for those roles only. 1. ## Open purchase orders Open the event, select **Management**, 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**. ![Ticket Fairy 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 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. ![Ticket Fairy 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 Open the order, check the lines and total, then select **Approve**. **Note:** An approved order counts as a committed cost in the event's Budget and can no longer be changed. Select **Change** before you approve it if anything is wrong. ![Ticket Fairy 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 Select **Send to supplier**, then select **Send it**. **Warning:** The email goes as soon as you select Send it. 5. ## Check their invoice 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. Fai reads the total and says whether it matches the order to within 1.00 in the order's currency; enter the invoice total yourself and select **Check against the order** if it cannot. ![Ticket Fairy 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 Select **Payments due**. **Note:** Deposits and balances come from the performers' deals, per diems and backline from here, and supplier orders once approved. Each one is **Overdue**, **Due this week**, **Coming up** or has **No due date**. ![Ticket Fairy 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 Select **Mark paid** on the payment, enter the amount, **Paid on** and **Paid by**, then select **Record payment**. **Note:** This records a payment you have already made and does not send money. Enter less than the full amount to record part of it. **Tip:** Owners and admins of a brand with Vault see **Pay with Vault**, which opens a Vault transfer. ![Ticket Fairy 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. ## Try these steps on your own event Create a free account, build your event and follow the steps above in your own dashboard. It takes a few minutes and you do not need to book a sales call. Your email address [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) No setup fees. No required monthly ticketing fee. No credit card required. ## 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? ## Let Fai do it for you Fai works inside your Ticket Fairy dashboard. Create your account, open Fai and paste the prompt above. [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) No setup fees. No required monthly ticketing fee. No credit card required. ## Add a per diem or cost 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; it stays on record, 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 1. ### Reverse it Open the payment's history, select **Reverse**, enter what was wrong with it, then select **Reverse payment**. **Note:** This adds a correcting entry, and the original payment stays on record. 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 1. ### Cancel it Open the order, select **Cancel order**, enter why, then select **Cancel order**. **Note:** It stays on record, marked cancelled, with your reason, and 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 and the performers' per diems and backline, with a link to Contracts. 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. Paying stays your job, in Vault or your bank. Can I delete a payment I recorded?: No. Reverse it instead, so the record 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 required monthly ticketing 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) - [Run your event from its Today page](https://www.ticketfairy.com/guides/run-your-event-from-its-today-page) - [Find any performer, stage or day on your event](https://www.ticketfairy.com/guides/find-any-performer-stage-or-day-on-your-event) - [Build the running order for your event day](https://www.ticketfairy.com/guides/plan-your-event-production) - [Keep the jobs behind your event moving](https://www.ticketfairy.com/guides/keep-your-event-tasks-on-track) - [Balance your event team's workload](https://www.ticketfairy.com/guides/balance-your-event-teams-workload) - [Read your event's email in one inbox](https://www.ticketfairy.com/guides/read-your-event-email-in-one-inbox) - [Take notes on your event calls with Fai](https://www.ticketfairy.com/guides/take-notes-on-your-event-calls-with-fai) - [Choose what Fai does on your event](https://www.ticketfairy.com/guides/choose-what-fai-does-on-your-event) - [Keep rider lists and notes for your event's artists](https://www.ticketfairy.com/guides/keep-rider-lists-and-notes-for-your-artists) - [Advance your performers before the show](https://www.ticketfairy.com/guides/advance-your-performers-before-the-show) - [Keep track of where your event's artists and crew are staying](https://www.ticketfairy.com/guides/book-travel-and-accommodation-for-your-artists) - [Share your event's rooming lists with hotels and pickups with drivers](https://www.ticketfairy.com/guides/share-rooming-lists-with-hotels-and-pickups-with-drivers) - [Plan your run of show and who calls it](https://www.ticketfairy.com/guides/plan-your-run-of-show-and-who-calls-it) - [Share day sheets with your event's on-site teams](https://www.ticketfairy.com/guides/share-day-sheets-with-your-on-site-teams) - [Call your show live on show day](https://www.ticketfairy.com/guides/call-your-show-live-on-show-day) - [Book dressing rooms and plan build and break days for your event](https://www.ticketfairy.com/guides/book-dressing-rooms-and-plan-build-and-break-days) - [Hold dates for shows at your venue](https://www.ticketfairy.com/guides/hold-dates-for-shows-at-your-venue) - [Make an offer to an artist's agent for your show](https://www.ticketfairy.com/guides/make-an-offer-to-an-artists-agent) - [Take food, drink and market trader applications for your event](https://www.ticketfairy.com/guides/take-trader-applications-for-your-event) - [Get your traders ready for show day](https://www.ticketfairy.com/guides/get-your-traders-ready-for-show-day) - [Draw your event site map and share it](https://www.ticketfairy.com/guides/draw-your-event-site-map-and-share-it) - [Build your event rota and check staff in](https://www.ticketfairy.com/guides/build-your-event-rota-and-check-staff-in) - [Issue accreditation passes for your event](https://www.ticketfairy.com/guides/issue-accreditation-passes-for-your-event) - [Recruit volunteers for your event](https://www.ticketfairy.com/guides/recruit-volunteers-for-your-event) - [Give your event volunteers their own page and track their hours](https://www.ticketfairy.com/guides/give-volunteers-their-own-page-and-track-hours) - [Report and handle incidents at your event](https://www.ticketfairy.com/guides/report-and-handle-incidents-at-your-event) - [Hand out radios and kit to your event crew](https://www.ticketfairy.com/guides/hand-out-radios-and-kit-to-your-event-crew) - [Handle lost property at your event](https://www.ticketfairy.com/guides/handle-lost-property-at-your-event) - [Keep a risk register for your event](https://www.ticketfairy.com/guides/keep-a-risk-register-for-your-event) - [Message the crew, volunteers and traders working on your event](https://www.ticketfairy.com/guides/message-the-people-working-on-your-event) - [Send your event lists to your team on a schedule](https://www.ticketfairy.com/guides/send-your-event-lists-to-your-team-on-a-schedule) - [Publish your event line-up and set times](https://www.ticketfairy.com/guides/publish-your-line-up-and-set-times) - [Add everyone who sends your event form to your volunteers, traders or crew](https://www.ticketfairy.com/guides/add-form-applicants-to-your-event-teams) - [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) ## Sell tickets with Ticket Fairy Everything in these guides is in your dashboard from the day you sign up. - Set up your event in minutes - Free events are free - Fai, your co-pilot, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No required monthly ticketing 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 organisers who sell out, 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) ยท [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)