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How do I add tax and shipping charges to a purchase order?

ProcurementExpress lets you add detailed tax and shipping charges to your purchase orders, either at the line level or as totals for the whole order.

Opening the Tax & Shipping Breakdown

On your purchase order (new or existing), look for the Tax & shipping breakdown button near the line items or totals section. Click it to open the editor.

The button shows a badge with the number of lines that have tax or shipping configured.

 

Adding Tax to Line Items

  1. Click the Tax & shipping breakdown button.
  2. The Tax tab is selected by default.
  3. For each line item, you can:
    1. Mark as tax exempt — Toggle the line as exempt (no tax applied)
    2. Add tax components — Click "Add tax component" to add one or more taxes. For each component, enter a name (e.g., "State Tax" or "Pennsylvania") and a rate percentage.
    3. Override the tax amount — Enter a fixed tax amount instead of calculating from rates

You can add multiple tax components to a single line. For example, a line might have both a 6% state tax and a 2% local tax.

 


Bulk-apply tax to multiple lines

  1. Select multiple lines using the checkboxes

  2. Click the Bulk-apply tax button that appears

  3. Enter the component name and rate

  4. Click Apply — this replaces existing tax components on the selected lines

You can click Copy line 1 tax to all to apply the first line's tax setup to all other lines.

 

 

Adding Shipping Charges

  1. Click the Tax & shipping breakdown button.
  2. Click the Shipping tab.
  3. Choose a shipping model:
    1. Per-line entry — Enter a shipping amount for each individual line item
    2. Distribute PO total — Enter a single shipping total for the whole PO, then choose how to allocate it across lines

 

If you choose Distribute PO total, select an allocation method:

  • By line value — Lines with higher values get more of the shipping cost
  • By quantity — Lines with more units get more of the shipping cost
  • Evenly across lines — Split equally regardless of value or quantity
  • Manual per line — Enter amounts for each line yourself
  • Overriding the Total Tax or Shipping Amount

 

 

If you need to set a specific total tax or shipping amount for the whole purchase order (instead of calculating from line items):

  1. On the purchase order totals, click the pencil icon next to the Tax or Shipping amount
  2. Enter your override value
  3. Save

When a header-level override is active, the per-line breakdown editor is locked. To return to per-line editing, click Clear header override in the breakdown modal.

 

 

How Totals Are Calculated

  • Net = Sum of line item amounts
  • Tax = Sum of per-line tax (or your override)

 

Still have a few questions? Use the Live Chat Icon in the bottom right-hand corner or send an email to support@procurementexpress.com to get in touch with the friendly support team.
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