ACTION
Add all Outgoing POs this includes Internal Purchase Orders going out to your organisation
NOTE
Outgoing PO pulls from Projects / Work Packages
Both Global or Project level add/edit/view of Outgoing POs
Drives Margin in the Project Dashboard estimated margin pulling from Work Breakdown and Work Packages is updated with actual margin updated with approved resources and receipted purchase orders
How to navigate to Project/Global Outgoing PO Index
Navigate to Project Outgoing PO Index
Select ‘Project’ from the blue menu bar on the Left of the screen.
View desired Project and Navigate to ‘Finance’ tab from white horizontal submenu
Select Outgoing PO from the submenu under the Finance tab
OR Navigate to Global Outgoing PO index
Select ‘Finance’ from the blue menu bar on the Left of the screen.
Navigate to ‘Outgoing PO’ tab from white horizontal submenu
How to create Draft Outgoing PO
Navigate to Project/Global Outgoing PO Index
Select ‘+Add’ in Project Index OR ‘+Create Outgoing PO’ in Global Index
Select Project, Supplier, addresses and Expected Receipt Date
‘Project’ is auto populated if creating via Project Outgoing PO index
‘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
‘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
4. Select Costs, quantities and final to be added to Outgoing PO
‘Receipt type’ can change from quantity to value
‘QTY’ you can part create PO,, and leave balance to be raised in future
‘Cost’ can be edited here if changed from the original quotation. Any changes made will update the Project margin.
5. Select Purchase Approver
Approval matrix is defined in the admin console
Only approvers with appropriate office and value authority can be selected
6. Select ‘Create Outgoing PO’
Outgoing PO now saved in Project & Global index as ‘draft’ status
Outgoing POs can be filtered by status or through advanced search selected
How to request Approval of Outgoing PO
Navigate to Project/Global Outgoing PO Index
Click the 3 dots on right side of screen, against the required Draft Outgoing PO
Click ‘Request approval’
Click ‘Confirm’ on the pop up asking ‘Are you sure you would like to request approval?’
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’
How to Approve or Deny Outgoing PO
Note only the allocated approver will be able to perform this function
From the Approval request email
As approver you should have received an automated email from Proteus with an ‘Request approval of Purchase order’
Click purchase order Number that's 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
OR From the Project/Global Outgoing PO index
Navigate to Project/Global Outgoing PO Index and click the 3 dots on right side of screen, against the required Outgoing PO
Then
Click ‘Approve & Issue’ or ‘Deny’ (If denied, you can add a message to the email notifying creator of status)
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
How to PDF Outgoing PO
Navigate to Project/Global Outgoing PO Index
Click the 3 dots on right side of screen, against the required Outgoing PO
Click ‘Save as PDF’
How to Mark as fully/partially Received
Navigate to Project/Global Outgoing PO Index
Click the 3 dots on right side of screen, against the required Outgoing PO
Click ‘Mark as received’
Select Date, enter Supplier invoice number & review quantity
‘Date’ auto populates as today but can be amended
‘Quantity’ auto populates in full but can be amended for Partially Received
5. Select ‘Create receipt’
Status in Project & Global Outgoing PO index, now updated to ‘Fully Received’ or ‘Partially Received’ until all items received
How to view Outgoing PO
Navigate to Project/Global Outgoing PO Index
Click the 3 dots on right side of screen, against the required Draft Outgoing PO
Click ‘View’
You are redirected to ‘PO information’ - this is the same page that the hyperlink in the request for approval email takes you to
There are two tabs ‘PO information’ and ‘Receipts’
How to cancel/cancel & redraft
Navigate to Project/Global Outgoing PO Index
Click the 3 dots on right side of screen, against the required Outgoing PO
Click ‘Cancel’ or ‘Cancel & redraft
Status in Project & Global Outgoing PO index, now updated to ‘Cancelled’
For ‘Cancel & redraft’ a clone of cancelled PO will also sit in ‘draft’ status
How to deal with Internal POs
Essentially Internal POs have the same functionality as provided above for Outgoing POs with the only exceptions that these POs can only be created against offices in your own organisation. These need to be set up as Companies with type Internal