Creating a draft Outgoing PO
Within the Project Record, navigate to ‘Finance’ tab from white horizontal submenu
Select Outgoing PO from the submenu under the Finance tab
Select ‘Create Outgoing Purchase Order’
Select Project, Supplier, addresses and Expected Receipt Date
Notes:
‘Supplier’ drop down list, is of all the suppliers allocated in the Projects WBS Costs. If the supplier of any cost has changed, you need to first edit in the WBS Cost section
If a budget was assigned to an unknown supplier you can assign the supplier(s) and issue one or multiple OPOs to these suppliers using this functionality
‘From’ address is pulling from supplier address entered in Companies database
‘To’ address gives option of client address entered in Companies database, your Company address entered in admin console or free type alternative address
Select cost(s) to be added to Outgoing PO and verify receipt type, Value, quantity and final Cost
Notes:
‘Receipt type’ can be changed to quantity or value and once selected this will be used to managing supplier receipting and variations.
Creat multiple POs for the same cost item by leaving balance (QTY or value) to be raised in future
‘Cost’ can be edited in value quantity based POs if changed from the original quotation. Any changes made will update the Project margin.
Only approvers with appropriate office and value authority can be selected.
Select Purchase Approver then select ‘Create Outgoing PO’
Notes:
Outgoing PO now saved in Project & Global index as ‘draft’ status.
Outgoing POs can be filtered by status or through advanced search selected.
Requesting approval of Outgoing PO
Select the 3 dots on right side of screen, against the applicable Draft Outgoing PO. Select ‘Request approval’ and confirm on the pop up.
Please note the following:
The Approver allocated within Outgoing PO will receive an automated email and web notification, with a hyperlink to ‘PO Information’.
Status in Project & Global Outgoing PO index, now updated to ‘pending approval’
Approve or Deny Outgoing PO
Only the allocated approver will be able to perform this function either from the approval request email using the hyperlink or from the Outgoing PO Index page.
Select purchase order Number using the hyperlink in email
This will redirect you to ‘PO information’ tab - which is same page you view by selecting view PO from Outgoing PO index, alternatively you can:
Navigate to Project Outgoing PO Index and click the 3 dots on right side of screen, against the required Outgoing PO. Select ‘Approve & Issue’ or ‘Deny’ (If denied, you can add a message to the email notifying creator of status)
Notes:
Click View if you want more information first
Once approved or denied the creator will receive an automated email and web notification of status change
Status in Project & Global Outgoing PO index, now updated to ‘Approved & Issued’ or back to ‘draft’ if denied
Create a digital copy of Outgoing PO
Select the 3 dots on right side of screen, against the required Outgoing PO and select ‘Save as PDF’
Issue Supplier Receipt against Outgoing PO
Select the 3 dots on right side of screen, against the required Outgoing PO and select 'Receipt'
Select Date, enter Supplier invoice number & review quantity or value and select 'Create receipt'
Notes:
‘Date’ auto populates as today but can be amended
‘Quantity’ or ‘Value’ auto populates in full but can be amended for Partially Received
Status in Project & Global Outgoing PO index, now updated to ‘Fully Received’ or ‘Partially Received’ until all items received
There are two tabs on an issued Outgoing PO named 'PO information' and 'Receipts'.
How to cancel/cancel & redraft
Select the 3 dots on right side of screen, against the required Outgoing PO. Select 'Cancel' or 'Cancel & redraft'.
Notes
Status in OPO index, now updated to ‘Cancelled’
For ‘Cancel & redraft’ a clone of cancelled OPO will also sit in ‘draft’ status