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Learning Objectives:
1. Recall how to customize the general settings and sales tax options.
2. Explain how to enable and add approval rules
3. Summarize how to import vendors.
Video Script
Welcome to the Purchase Order: Setup Page Overview. In this video we will review the purchase order settings and demonstrate how to add approval rules and import vendors.
To get started, select Setup from the welcome menu. Then, select Purchase Order from the main menu. This will open the Purchase Orders Settings page where you can configure the purchase order feature for your building. The Purchase Orders Settings page is divided into five sections: General Settings, Sales Tax Options, Accounts, Approval Rules, and Import Vendors.
Under the General Settings section you can customize several settings by selecting Edit. First you can add or edit the corporation number for your building. This number will appear on the purchase order print report. Next, you can add or edit the purchase order custom text. Then, you can select a default print mode setting for purchase orders.
Next, determine if the service request comment box defaults to Internal or Public. This comment box will only appear if a service request is linked to a purchase order. The next setting is Administrative Status for PO. Add, edit, or remove the status options as needed. Then, you can enable or disable custom terms and conditions for purchase orders. If enabled, enter the custom terms and conditions. Once completed, click Save. The general settings have now been updated.
The next section on the Purchase Order Settings page is Sale Tax Options. Here you can add set sales tax amounts for your purchase orders. To add a new sales tax option, select New. Then, enter the name for the sales tax followed by the sales tax percentage. If applicable, set the sales tax option as default. Once completed, click Save. You will now see the new sales tax on the sales tax options list.
Under the Accounts section, you can review the expense accounts for your building. To add a new account, click Actions followed by New Account. Enter the account name, number, and description. Once completed, click Save. You will now see the new expense account.
The next section on the Purchase Orders Settings page is Approval Rules. Here you can enable and add approval rules for purchase orders. To begin select Edit. Then, determine is you want purchase orders to require approval by default and if you want to enable purchase order approval rules. Once completed, click Save.
You will now see a new approval rules section. To create an approval rule, select New. Then, enter the lower limit and upper limit for the rule. Any purchase orders that fall within this price range will be subject to this rule. Next, determine if the rule requires approval. If it does, enter how many approvers are required. Once completed, click Save. The approval rule has now been added. Continue this process until all the approval rules have been created.
The last section on the Purchase Orders Settings page is Import Vendors. Here you can import a list of vendors for your building. Start by downloading the vendor import template. Then, enter the required fields for each vendor. This includes vendor category, company display name, and company legal name. Input any addition information you have about each vendor. Once completed, upload the vendor list by selecting Choose File and click Save. The vendors have now been added to your workspace and can be selected when creating purchase orders.
This concludes the Purchase Order: Setup Page Overview. For more information on the Purchase Order feature, please refer to our user guides.