1. From the Navigation Bar select Orders.
2. Select the +New button.
3. The New Draft PO Preview will appear. Select Edit, a new window will appear.
4. The Currency will be set to the default. The currency of the PO can be selected from the Currency drop-list. If a required currency is missing, contact your Accounting Department so it can be setup.
5. In the Supplier field, enter in the first few letters of the supplier’s name. Click on the vendor. If the vendor choice does not exist, then it must be entered, see Adding a new Supplier.
6. The date is also set to default and cannot be changed.
7. Fill in the Import Quote and Delivery Instructions/ Special Conditions if applicable.
8. Scroll down to the Order Details.
9. Fill in the Order Description.
10. Click the Pencil 
icon, a new pop window will appear. Click on the Chart Code and use the search tool bar to find the correct account code. Use the tracking codes field to select the appropriate codes required. Enter in an item description. Select the PO type.
For Inventory type:
Enter in the Units and Unit Amount, the Amount will automatically calculate (GST excluded).
For Rental Hire type:
Enter the From/Start Date and Start Time then Enter the To/Finish Date and End/ Finish Time.
Enter in the Rate and select the Per (Day, Week, 3 Day Week, 5 Day Week, Month and Year. This is the rate per each cycle). The Amount will automatically calculate (GST excluded).
For Car type:
Enter in the From/Start Date and Start Time then enter To/Finish Date and End/Finish Time.
Enter the Rate and select the Per (Day, Week, 3 Day Week, 5 Day Week, Month and Year. This is the rate per each cycle). The Amount will automatically calculate (GST excluded).
Enter in the other description details. Driver, EMP Code, RA Number, Registration, Start Odometer, End Odometer, Vehicle and Hire State.
For Distribution type:
Enter in the Internal SKU, Discount amount if applicable and then the Amount (GST excluded).
11. Once the transaction details have been completed, click on the Save icon to close the pop up window.
12. Add attachments by clicking on the Cloud and select the file destination in the pop-up window. You may also drag and drop attachments to this area. Attachments allows you to add pdf, excel, doc and pictures files. Uploading images of assets is recommended so approvers can see the item referred to in the PO.
13. Once you have completed the PO click on the Save icon.
14. You will then be directed back to the Purchase Orders screen. To send the PO for approval click on the Send icon. Your order has been sent for approval to the signature line established by your Accounting Department.
Approvers can be notified by email when they have orders ready for their approval. Once the PO has been approved, it will move onto the next approver in the chain until it has been fully approved.
Orders are approved sequentially, meaning if you are third in a chain you will not see an order until the second approver has approved (similar to how a paper order would be approved).
Purchase order numbers can be automatically generated once the PO has been drafted, after a certain approver has approved or once the order has been fully approved. Amounts can also be set to restrict when the PO has a number generated. For example, PO's up to 10,000 can be set to generate a number upon being drafted, but PO's over 10,000 must be fully approved beforehand. This can all be setup by the administrator for individual users or groups.
Upon an order being fully approved, a PDF copy can be emailed to the supplier and accounts emails automatically. If using our accounting software Eclipse, the cost report will also be updated.
Each PO is only visible to the original operator, members of a link group set to view and approvers who have approved or are pending approval.