How to Setup Purchase Order
Follow the below steps to Setup Purchase Order
- Purchase Order Prefix: You can add a prefix at the beginning of the Purchase Order Number under the Purchase Order Section
- Purchase Order Logo: Uploading a logo here will display it on the Purchase Order PDF document.
- Purchase Order Starting Number: This represents the starting number for the Purchase Order. You can only edit this if there are no existing purchase order numbers in the system.
- Number of PO Approvals Required: You can choose up to 2 individuals to approve the Purchase Order. Some organizations may require multiple levels of approval for PO Approval, while others may only need a single level.
- Number of Purchase Order Adjustment Approvals Required: If a created PO doesn't match the corresponding bill and requires adjustment, you can select up to 2 people to approve that adjustment number.
- Automatically Match Purchase Orders: By enabling this option, the system will ensure that the generated Purchase Order (PO) number matches the bill received from Extract
- Automatically Match Purchase Orders Options: When the When the Automated Purchase Order Matching feature is enabled, you can choose from the following options
Valid PO Number: When a bill is received from Extract, the system will attempt to locate the PO number on the bill and match it with the PO in the construction portal
Total Match: The system will verify that the total amount between the PO and the bill matches
Number of Lines Match: The system will compare the line items of products between the PO and the bill to ensure they match - Max Automated Minor Adjustment $: You could set a limit for automatically processing minor changes or adjustments to purchase orders and bills without requiring manual intervention.
For example, if the "Max Automated Minor Adjustment $" is set at $10, any adjustments to the purchase order or bill that fall within this amount will be automatically processed by the system. - Max Automated Minor Adjustment %: It refers to the maximum allowable percentage for minor adjustments in Purchase Orders or Bills. It indicates the limit set for automatically processing minor changes or adjustments to purchase orders or bills without requiring manual intervention, based on a percentage of the original value.For example, if the "Max Automated Minor Adjustment %" is set at 5%, any adjustments needed for the purchase order or bill that fall within 5% of the original value will be automatically processed by the system without any approval.
- Max Manual Minor Adjustment $: It refers to the maximum allowable amount for minor adjustments that can be made manually in Purchase Orders or Bills.
- Financial Delegation Authority: Financial Delegation Authority can be established either based on Expense Type or Role. When it is based on Role, each role is assigned a specific limit on Project Expenses. If a Purchase Order (PO) falls within the limit assigned to the role, it will be automatically sent to the supplier. You can configure this limit expense from Admin> Roles
- Purchase Order Instructions: You can set up specific guidelines and directions to ensure consistency and clarity throughout the purchase order process.
- Supervisor Purchase Order Notifications: This functionality ensures that can send SMS, Email and Push Notification once PO is submitted
- Max Manual Minor Adjustment %: It refers to the maximum allowable percentage for minor adjustments that can be made manually in Purchase Orders or Bills.
- Select Products from Price Book in Purchase Orders: This feature allows you to choose products directly from the price book when creating a purchase order. By selecting products from the price book, you can ensure that the prices are accurately fetched from the price book
- Allow Updating Activities in Purchase Order Line Items: Each purchase order (PO) can have its own activities. This option enables you to update and modify the activities associated with each line item in a purchase order. This way, you can tailor the activities to match the specific requirements or tasks associated with each PO.
- Allow Splitting Across Many Projects: This functionality enables you to split a purchase order across multiple projects. Instead of creating separate purchase orders for each project, you can consolidate them into a single PO. This feature streamlines the procurement process and allows for the efficient management of multiple projects within a single PO
- Click on Update Settings to Save
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