1. Arrange/add the budget line items and sub-items.
Helpful Hint: The budget must contain one or more budget sub-items to be included in the Purchase Order. All of the budget sub-items for each selected budget line item will be included in the Purchase Order as it's line items.
2: Select the budget line items or sub-items to be included in the Purchase Order.
- To view the budget, click the desired budget menu to load that budget.
- Mark the checkbox(es) for the budget line item(s) to be included in the Purchase Order.
3: Create the Purchase Order
- Click the Create button at the top of the budget menu and select the Purchase Order option.
- Enter the name of the new Purchase Order.
- By default, the Check to import group name checkbox is marked. You can unmark this checkbox if you do not want to create categories based on budget group names.
- Click the Go button. The Purchase Order will be displayed on the screen.
- Type in the users name to select the user to whom to award this Purchase Order. You can also award this contract to a contact.
Helpful Hint: Purchase Orders awarded to contact will be viewable by users with View Others access rights in the Purchase Order module. This means external vendors will not be able to submit their own invoices.
- Enter values in the Retainage Work Completed % and Retainage Materials Stored % fields.
- Complete any of the optional fields as needed by your organization. Then click Save & Next.
- On the Items tab, the line items are populated for you from the budget. Make any necessary adjustments. Then click Save and Next.
- On the Attachments tab, upload any supporting documentation as needed by your organization. Then click Save and Next.
- On the Approval tab, select the appropriate approval type, if the option is available. Then click Start Approval. This action will send email notification to the first level of approvers, notifying them that their approval is requested for this Purchase Order.
Click here for more information on Purchase Orders and Purchase Order creation.