Processing a Purchase Order
Purchase Orders are a means of purchasing and stocking assets/parts into inventory, or ordering parts against a task.
When Purchase Orders are created, they are set to the new status. All info on a purchase order with new status is editable.
Once a Purchase Order is finalized, it is released to the vendor, thus marking the purchase order's status as released.
Once all items within a purchase order have been received, the purchase order is marked as received, indicating that no more items will be received against that purchase order.
At this point, an invoice is against the Purchase Order's received items. Once the invoice is marked paid, the purchase order's status is updated to closed. Follow the steps below to create and process a purchase order in ERM:
Step 2 - Release Purchase Order
Once items have been added to a purchase order and it's details have been finalized, the purchase order is ready to be released to the vendor.
To release a purchase order, head to the Purchase Orders Page via the Left Navigation Menu. Click on a new purchase order's row to open the Purchase Order Popup. On the popup, the info bar at the top shows the purchase order's current state. Click on the state to open a dropdown displaying the next state that the purchase order can be transitioned to (in this case released).
Clicking the new state will prompt the user with a confirmation dialog. The user can choose to continue, or abort releasing the purchase order.
Once the dialog is confirmed, the purchase order will be marked as released.
Step 3 - Receive Items
Once a purchase order is marked received, much of the previously editable fields in the purchase order will become view-only. The Purchase Order Popup now only allows user to update selected info against an item on the purchase order, namely quantity of items received, receiving notes, and a checkbox that marks the item's reception as complete.
An item can be marked as received at any time, even when the items have only been partially received or not received at all. Marking an item received indicates that the reception of an item against the purchase order is complete, and no more quantity for that item will be received within the purchase order.
When an item is marked received with partial or zero received quantity, the user will be prompted with a confirmation dialog, asking the user if they have received the total ordered quantity.
The user can choose to mark the item as totally received (i.e. items were received in ordered quantity), or choose to keep the previously entered received quantity (i.e. items received were less than ordered quantity).
Once quantity is confirmed, the item will be marked as received, and can no longer be edited once saved.
Once all items are marked received, the purchase order will automatically transition to the received state.
To close the purchase order, head to Purchase Order Popup again. On the popup, the info bar at the top shows the purchase order's current state. Click on the state to open a dropdown displaying the next state that the purchase order can be transitioned to (in this case closed).
Clicking the new state will prompt the user with a confirmation prompt. The user can choose to continue, or abort releasing the purchase order. Continuing requires user to enter a reason before marking the purchase order as closed.
Once the prompt is confirmed, the purchase order will be marked as closed.
Last updated