Purchase Orders

From your portal you can create an purchase order and send this to your Approver. Once approved your purchase order will be sitting in your portal as Approved and will be valid for matching to the incoming invoice from the Supplier.

From your portal, click on Purchase Order. 

Create new PO request

A new purchase order request is launched for you. You must allocate a Supplier and you can update the description field to name the PO.  You can search for your supplier by typing in the first three letters and choose from the display. 

The company assigned Approvers will be shown.  You may be able to change this and this will be dependent on the Approval workflow your company has.  

   Approval workflows

Request a new supplier

If a known supplier is not found, or this is a new supplier to your Company you can request for a new supplier to be added.

Update the Add Supplier information and Save. This will generate an request to A/P to create the new supplier.

New supplier pending

You are able to finish creating your Purchase Order with the items required but until the new supplier has been created you will not be able to submit for approval.

New supplier created

When the new supplier has been created you will be advised by email to login to your portal and complete the PO.

Add item/s in quick code view

Add in an item line for the purchase. You will need to allocate the appropriate expense type and complete any mandatory fields.  They will be outlined in Red if mandatory 

You can attach a quote from the Supplier. If you emailed the quote to your vault you can find it from the document images on the left.  Click on the image thumbnail to attach. 

Or you can upload a document directly into the Purchase Order.

This maybe mandatory and if so you will be prompted before you can save the PO

Updating items in Quick Code

You can complete the mandatory fields in the Quick Code work area, if these are the only fields that you need to update before saving and submitting for Approval.

Updating items in Detail view

You can also work in the Detail view to do other actions like Splitting an item. 

Split an item

You can split the item to different cost centres, projects codes or expense types if required using the Split feature.

Learn more:  Splitting items/expenses

Add delivery details

You can add delivery information into the Purchase Order and this will be shown on the PO that is sent to the supplier

Submit for approval

When you have completed adding in the items you can submit for Approval.

Information Dependent on your company workflow you may have Approvers auto assigned or you may be able to choose from a dropdown.    

Approval process

Once submitted the PO status changes to 'Pending Approval" and the nominated Approver will be contacted via email to approve.

If the PO is approved or rejected you will be advised and the PO status will be updated to either 'Approved' or 'Rejected'.

If the PO is 'Approved' there is no further action required of you until the supplier invoice is received and matched to the PO.

Information You can track the status of the purchase order from your portal dashboard.    

Purchase Order is rejected

If your purchase order is rejected you will advised by email. The Rejected purchase order will appear in your home page. You will be able to see the Authorisor notes and take the appropriate action.

Purchase Order to supplier

Your Approval email will include the Purchase Order attached and this can be forwarded to the Supplier

Purchase Order Printing

You can print the Purchase Order from the Summary.