The Purchase Orders section of the Builds module displays a list of created Purchase Orders, the status of the PO, an optional expected delivery date, and the vendor associated.
Purchase Order Review Settings
Like Procedures, you can configure review settings for your Purchase Orders.
Click the gear icon next to Builds, click into the Reviews section, and then click +Add Review Type under the Purchase Orders section.
Enter the name for the Review Type.
Optional: Add a price threshold (i.e. the minimum value for POs that must be reviewed)
Add a Label. (i.e. review stage name)
Assign one or more Reviewers to each stage.
Add Review Stages and their applicable Labels and Reviewers, as needed.
TIP: A Price Threshold of 0.00 will mean that all new POs need to be reviewed.
Vendors
Save Vendor info in the Builds Settings.
Click Add Vendor to add a new Vendor to the list.
Contact Details and Notes fields support markdown. (See: Add Markdown)
Email addresses can be added at the bottom of the window.
Vendors can also be imported via CSV.
Sales Tax
Sales Tax jurisdictions can be added to the Builds Settings.
Click the +Add Jurisdiction button to add a new Sales Tax jurisdiction, or use the 3 dot menu to edit or delete an existing jurisdiction.
Fill in the info in the modal and click Create.
Create a new Purchase Order
Under Builds > Purchasing, click + New Order.
Fill in the fields for the Purchase Order.
Select Vendor from drop down list - If Vendor is not present type the name of the Vendor and hit [Enter] or click the Create option. This will bring up the New Vendor modal to enter the address and save the new vendor.
Enter the Shipping name and address that the order will be shipped to. Save addresses under Settings > General.
Use the Search Parts drop down to select a part, and then click add to populate it onto the order. (Note: the part needs to be added to the Parts dictionary in order for it to be listed here)
Fill in the Quantity of each line item to order.
Set the Unit Cost for the item.
The total column will automatically calculate Quantity x Unit Cost.
Select an expected delivery date for the order.
Fill in any applicable Custom Fields.
Select Sales Tax.
Save.
When a purchase order is first created it will be in the DRAFT state.
Tags can be added once the order has been created.
Use the 3 Dot menu to EDIT, DUPLICATE, or DELETE the order.
Create a New Issue or Add to Existing Issue. (See: Issue Management)
Print the PO to PDF.
Put PO into Review. Order can be submitted once Review has been completed.
Once the order has been submitted, it can be Closed, Cancelled, or Duplicated.
Close the PO / Receive Items
Closing the PO will bring up a screen to Receive the Items and enter the location for any items and/or the tracking information for any tracked items.
When you have multiple copies of an item with Lot tracking, you can click the blue + button on the right to break the item into 2 or more lines to receive multiple lots.
The total of the lines must equal the total number on the Submitted PO.
For example: part3_lot has a quantity of 4 on the PO. Two different lot numbers were received for part3_lot, so this item was split into two lines of 2 for a total of 4 received.
Purchase Order Tracking
Easily trace the Purchase Order associated with the received items on the item detail page, while also accessing the unit cost information for those items within the PO.
Custom Fields
Custom Fields can be added to Purchase Orders. Navigate to Builds Settings by clicking the gear icon next to the Builds Module.
Click +Add Field.
Select a global custom field from the drop down (See: Custom Input Field Management) or type in the field to create a new field.
The custom field will be on newly created purchase orders or if editing any Draft Purchase Orders.
NOTE: The field can not be added to submitted or closed Purchase Orders.
Print Purchase Order / Save PDF
1. Click the Print button in a Purchase Order
2. Save as PDF or print a hard copy of the Purchase Order
Vendor Quotes
Upload and track vendor quotes directly within the Purchasing module. Convert approved quotes directly into POs, streamlining the procurement process and ensuring clear documentation from initial vendor communication through to fulfillment.
Add Vendor Quote
Navigate to the Quotes tab within the Purchasing Module and click the +New Quote button.
Fill out the information in the New Vendor Quote Modal.
NOTES:
Parts are not required to be added to the Quote. You can add files (pdf etc) received from the vendor to the quote.
Parts need to be added to the Parts Library before they are able to be added to a quote.
If the quote is converted to a PO parts will then be required.
New quotes will be created with a PENDING status.
Click into the Quote number to view details.
Quotes and Quote Codes can not be edited or deleted at this time.
Convert to PO or Reject
A quote can either be rejected or converted to a PO.
To reject quotes, select the checkbox next to the quote or quotes you want to reject, then select the Reject button.
To convert to PO, click into the quote and select the Convert to Quote button.
If parts were not added to the quote they will need to be added during the PO conversion. Once the PO is ready, click save.
The disposition of the quote will be changed to Approved once converted to PO.
Save Views
Users can save search terms, filters, and custom column settings as Saved Views on all Builds screens.
Access and switch between views from the new dropdown in the top-left corner.
Click + Save View in the drop down to save a new view of the current settings.
Hover over an existing view and use the pencil and trash can icons to edit or delete the view.
Product Catalog
In the Purchasing section under the Builds module, users can maintain a catalog of products linked to internal part definitions.
Any single part can be mapped to multiple vendor products, and users can also mark a specific vendor as the preferred vendor for a product.
To add a new Vendor Product, click the +New Product button on the Catalog tab.
Any notes added to the Product will be indicated by a blue sticky note icon next to the Vendor Product and can be viewed by clicking on the blue icon.
Use the 3 dot menu to the right of the part in the part catalog to Edit, Archive, or Mark as preferred.
Preferred products will have a blue star indicator next to the Internal Part number.
The Product Catalog can be filtered by Vendor, Status (active or archived), and by Preferred Only.
Products can also be imported into the Product Catalog in bulk via CSV.
Note: All columns are required except 'Units', 'MOQ', 'Lead Time', and 'Notes'. Unit Cost should be in dollars (e.g., 10.50). Vendor names and Part Numbers must match existing records exactly.
The columns that are displayed can also be configured and saved as a view.
When drafting purchase orders, users can now also fill in vendor specific information for each line item. If a catalog mapping exists for the PO vendor and the part on a PO line item, vendor specific information, along with unit cost and minimum order quantity, will be automatically added by the application for the line item.
