Purchase Order: Creating & Approving Orders Video Guide

Welcome to the Purchase Order: Creating & Approving Orders overview. In this video we will demonstrate how to create, update, and approve purchase orders.

To get started, select Purchase Order from the main menu. This will open the purchase orders page where you can search, create, and update purchase orders for your building. Ensure the applicable administrative group permissions are enabled to access the purchase order feature.

The purchase orders page is broken into three sections: the purchase orders snapshot, recent activity, and the purchase orders list. The purchase orders list displays the most recent purchase orders with the newest order at the top. To see the full list of purchase orders, select Show All Purchase Orders. 

You can conduct an all-text keyword search of the purchase orders list, using the search bar at the top of the page. You can also filter the purchase orders list by status or month using the snapshot icons.

To create a new purchase order, select New Purchase Order. Then, pick the appropriate vendor from the drop-down menu. Next, enter a deadline for the purchase order and if applicable the user the purchase order is related to. The service address will then change from the building address to the resident’s specific address. 

Next, enter the purchase order details. Start with the product or service category. Then, if applicable, enter the SKU number followed by the General Ledger number. Next, enter a description of the product or service. After entering the description, select the order quantity, enter the order price, and pick the appropriate sales tax option. The total cost will then be automatically updated. To add additional items to the purchase order, select Add Product and enter the relevant details. 

Then, determine if approval is required for the purchase order. If you select Yes, pick the appropriate approvers from the drop-down menu, and specify how many approvers are required for the purchase order. If you created approval rules on the setup page, the number of approvers will be automatically populated.

Next, upload any relevant files to the purchase order and if applicable, add comments for the vendor and approvers. Then, determine if you want to link a service request to the purchase order. If so, enter the service request number and confirm if service request updates should be internal or public. Next, determine if you want to link a job to the purchase order. If applicable, enter the appropriate job number. 

Once completed, either save the purchase order as draft or send the purchase order for approval. If the purchase order does not require approval, you can select Save and Send to Vendor, to send the purchase order directly to the vendor. Save and New, to save the purchase order and open a new purchase order form. Or Save and Share a Link to save the purchase order and generate a link that can be sent to the vendor.

You will now see the new purchase order with the appropriate status. If the purchase order requires approval, the assigned approvers will receive an email notification and see a pop-up message when they login to the workspace. To approve the purchase order, either click the link from the email or click Review Now from the popup message and select the checkmark beside the purchase order. 

With either option, you will then see the purchase order details and can select either Approve, Decline, or Ask a Question. After selecting the appropriate option, enter any relevant comments and click Save. If the purchase order required one approver, the status will now be changed to Approved and the vendor will be emailed the purchase order.

To review the purchase order, click View. To download and print a copy of the purchase order, click Download. To duplicate the purchase order, click Copy. And to update the purchase order, click Edit. You can then update the administrative status of the approved purchase order or upload an invoice to the approved purchase order. 

Update the administrative status by selecting the appropriate status from the drop-down menu. Then, if applicable, add any comments about the order status and determine if the comments should be visible to the vendor. To upload a copy of the Vendor’s invoice, select Add Invoice. Enter the invoice details and click Save. The purchase order has now been updated.

This concludes the Purchase Order: Creating & Approving Orders overview. For more information on the Purchase Order feature, please refer to our user guides.