Create a New Purchase Order

Avail Technologies, Inc. ERP modules are highly customizable. For this reason, there are agencies that use both the RQ and PO cards, and there are agencies that use the PO card, bypassing the RQ process. It really depends on agency internal standard operating procedures and, often, practice is driven by agency size.

If your agency preference is using the PO card, review this article for how to create POs from scratch, without using the RQ process.

What's the Big Picture Procurement Flow?

How do I find the PO card?

Navigation

Using the quick Search in ETMS will save you time. Simply use pattern matching, by entering the first few letters: enter pur into the Search field. The software will display cards that match.

Or navigate to ETMS > Finance > Procurement > Purchase Orders and open the card.

Then open the Purchase Order Entry card.

Prompt to open ERP Tools will come up. Select the Open AvailLaunchERP button.

Create New Purchase Order

Notice the top of the form is blank? When you create a new PO, the top section is used for the header on the completed form. You'll use the bottom section to create a new PO from scratch.

Let's walk through it. Begin by using the dropdown menus to first select the Department.

Then select the Location (All locations and their IDs are entered in Setup, so you'll see them populate here in the dropdown menus).

Enter the Date Wanted information. Use the calendar to select the date, then double-click it to add.

Next select the Vendor. You can use the dropdown menu to search for the vendor by Vendor ID, Vendor Name or Vendor Search Name. In the example, we searched for Gillig, using the Select Vendor By Search Name dropdown menu.

Next, the PO requires a unique ID for this PO. There are two ways to create a unique ID:

1. Some agencies will create their own tracking ID system and use the Manual Enter PO#. Enter the ID, then press Create.
2. Some agencies use the built-in generator, which will auto-increment up to the next available ID#. Press OK to generate the next ID available for this department.

In the example below, we'll use the Generate Next PO# button. Press OK.

The software will automatically generate the next available ID for this PO. 

1. PO ID# displays. In the example below, the ID is M0039696 000. Why: All POs are created with revision 000. When receiving a PO, and all items didn't arrive, the software will automatically create revision 001 for the back ordered items, for receiving purposes. Additional revisions can be created to add on to the PO if needed.
2. The Order From and Shipping To information is pulled automatically (based on the Setup card inputs)
3. Any instructions can be added. Notice the account reference for the PO displays. If there are instructions on the Vendor Master, they populate here and can be edited.

Adding Line Items

Next, you'll add the Line Items you wish to order for the PO. Press the Line Items button (from the menu on the right). Then, uncheck the box if the item you plan to order is not a stock item. TIP: When the Stock box is unchecked, the Description will auto-populate as NS.

You'll use the menus to begin adding the information. In the example, we're ordering cups, which are non-stock, for the annual Employee Event and we're working in the first line item. Notice in the Line Item area highlighted in the screenshot below, there is a pencil icon on the far left. This indicates the line item is in edit mode:

1. Add the NS (non-stock) item (Item Description)
2. Enter the UM (unit of measure)
3. Enter the Qty (quantity)
4. Add the Unit Cost
5. If the items are attributed to a Work Order, press the Question mark icon to use the menus to pull the information for the work order. If there is not a work order but you want to designate the part for a specific asset, populate the Asset Type and Asset ID#.   
6. Use the Notes button to add any comments for this item. Be sure to use the Notes button that is in the highlighted area of the following screenshot.

When you add notes, you'll see an option to include the comments on the form for printing, too, if preferred.

Let's add another item, since we need air hoses, too. Press the Question mark icon to search. You can search by Item Description, Bin Location and Warehouse (for Stk items), Product Class, Vendor OEM, Vendor Description, Vendor Account.

In the example below, we search by item description- hose. Simply select the one you need.

Double-click the one needed and it will auto-populate in the Line Item field.

Next, if you know the work order ID, add it by using the dropdown menus. If you aren't sure, you can enter relevant details by searching Asset Type, which displays asset IDs for that asset type. In the example below, we selected 'V' to search vehicles.

Then use the menus for make and model information.

The Menu will display all vehicle types in your system. 

Select the Asset needed, then press Update to save the changes.

You'll see the Posting information populates on the PO for the line item, as the software automatically pulls the related Posting data (department and account).

How Does it Work?  All inventory parts are coded to a specific product class and each product class is attached to a GL (general ledger) account. The software will automatically populate the account ID required for each PO. This efficient data flow is based on your system Setup cards, and helps ensure checks and balances between departments.

Assign to Contract or Project

Next, we're ready to assign this PO to a project. Press Contracts/Projects button in the menu on the right.

Then select the correct Contract or Project. If you are not sure, heck in with your procurement team to confirm. 

Use the dropdown menu to choose the contract/project.

Funding Sources

Then attribute the costs to the funding source (grants - federal, local, etc.), so they are distributed correctly. You can split the costs between grants, if needed. Be sure the total is correct, when splitting between funding sources. Use the scroll bar to review all available, then select the one required.

Here's How:

1. Select Funding Source (we selected a local grant-L)
   • Reminder- You may select more than one funding source, if you want to distribute the costs among different sources
2. Enter the Cost (Invoice Amount)
3. Press Total button (software auto-calculates difference)
4. The Funding Remaining field updates to show adjustment

Authorize and Convert to PO

When the PO in requisition Status is ready to be converted to a PO in Purchase Order Status, the Authorizer will press 'Authorization'. If the PO requires an authorization, inform staff that the PO is ready, or authorize it yourself, if permissions to authorize are included in your position settings. No changes may be made on a finalized PO. A popup message displays to confirm the action.

PO Authorization will include any notes you added in the Instruction field.

Printing a Purchase Order

Ready to Print the Requisition? Simply press the Print button.

Behind the Scenes: When you begin the print process, the software uses 'built- in directories' that move the data attached to the PO on to each set of next steps.  

Next, select Yes in the popup window to include all posting information on the requisition.

Adjust the Zoom level, if preferred, and print, or save to your 'Windows O' drive and share from there.

Success! The PO is ready for submission to the Vendor and processing in the next steps, which is managing receipts.

Receipts for Purchase Orders

Navigate to Finance > Procurement > Receipts Card

When the items are received, you'll account for it on the Receipts card.

Open the card and use the form to first select the PO#.

Only POs 'waiting to be received' will display here. You won't see requisitions or invoices. Select the PO for which you received the item(s).

Open the PO. You'll see all information that was included on the original requisition for the PO.

Line Items may be reviewed if preferred. They are not editable when in a status of PO.

Partial PO Received

Use the Partial button when you only need to receive some of the items, but not all. 

Press the Partial button. Then use the form to enter what was actually received. If you have been notified a part is not coming, you can cancel it here using the Cancelled field. 

Any outstanding items? Press the Pending button in the menu on the right. You'll see a popup to confirm the back-ordered items. Press OK.

Undo Button

Use the Undo button to undo the last input on the PO form. Let's say you began working on one and realized a part was damaged, or you need to step away from your desk. You can use the 'undo' feature to return the PO back to its state before you began working on it. Press Undo.

After pressing Undo, the PO returns to its 'waiting to be received' state.

Complete Purchase Order Receipts

Press the Complete button if the entire order was received. The Received fields on the PO will display  values. For example, the cups we ordered will display a '1', and the 3 hoses will display a '3' in the Received fields if all items were received.

Press Complete and a popup displays to confirm this PO is complete.

After the PO is complete, you'll open the Purchase Order Receipts Audit & Update card to update the purchase order, as part of the checks and balances process. Now this PO can be invoiced in the Invoicing card.  

What happens behind the scenes? We're waiting for the inventory items to be updated; to go from ordered to arrived.

Navigate to the Purchase Order Receipts Audit & Update card.

When you open the card, use the form to select the PO you are managing.  Enter your User ID and the software will display a list of POs managed by you.

1. Select the PO. Report displays
2. Check the Update box to confirm this PO
3. Select Print - will prompt directive actions (described below)

When you print the PO, it is good practice to review what was received, and, if any outstanding items were back ordered, you'll know, to ensure no issues down the road.

Bird's eye view of the report: Are we waiting for anything else on this PO? 

When you close out of the Print Preview, you'll see a popup to confirm if the receipt printed correctly. Select accordingly.

The next popup message confirms the transfer of this data to update the Purchase Order. Select Yes.

Your agency staff might include the label. Select Yes or No according to agency practice. If you select Yes, it will add this to the Label Printing form in Inventory.

The next popup indicates that this PO is completed. Press OK.

What happens behind the scenes? The Inventory module has moved the orders over, meaning they are no longer on order, but now in our hands; aside from the back ordered item. The purchase order status then moves on to be invoiced.

Notice the breadcrumb trail for how we find this card or others? Check the top left of the screen.

POs can also be located on the Print Purchase Orders Card. Simply open the card and locate the PO you are managing, then print.

Purchase Order Entry Reports

Review the audit trail for POs that are active. Open the Purchase Order Entry Report to review this list.

Prompt to open the card displays. Open AvailLaunchERP.

On the following screen, select from the dropdown menu the PO type you wish to review.

We searched for Outstanding PO Items. Then select Print Report to display the data.

The list of outstanding POs displays. Notice the Ordered Dates and Due Dates. These assist in prioritizing your needs.

Use the scroll bar to review all columns and you'll see the PO#, Rev#-any revisions if used, Line Item IDs, Costs per Unit, Estimated Cost, Due Date, Date Ordered, and Vendor information ('pay to' and the vendor address).

Unauthorize a Purchase Order

Next, let's look at unauthorizing a PO. In some cases, there may be a requisition for an item that is not in budget, maybe a new vendor is preferred, or the item isn't actually needed and was ordered accidentally. POs are not modifiable, so the PO must be returned to a RQ status. Removing the approvals/authorizations will allow additional editing for a variety of circumstances and returns the PO back to a requisition state.

Navigate to Finance > Procurement > Purchase Orders and open the Unauthorize Purchase Order Card.

Select the PO from the dropdown list, then press the Unauthorize button. Once changes are made, this order will need to be authorized again to return it to Purchase Order Status. 

Purchase Order Audit Trail Report 

Use the Purchase Order Audit Trail card to review if any  changes have been made on POs.

Prompt to access the card.

After opening the card, use the menus to choose the date range you wish to review, then press the Print button.

If there have been revisions for a purchase order, you'll see the date and time stamps, along with the updates that were made on the requisition form.

Purchase Order Master Reporting 

Use the Purchase Order Master reporting card to order from a vendor by address.

To access the card, first press the Open AvailLaunchERP button.

Then use the quick Search field to locate the Purchase Order Master Reporting card. Simply enter the first few letters of purchase to bring up cards that begin with 'pur', and select what you need.

Purchase Order Revision

Use the card to view all purchase orders and the latest revision numbers for each one.

To access the card, first press the Open AvailLaunchERP button.

Then navigate to the card and open.

The opened document provides you with information about the contact/project each PO is attached to. You will see the latest revisions, the Status ( C = the PO is closed), and if it's a Blanket PO order (recurring POs pulls from a capped funding source), Start Date and Expiry, the Vendor# being used for the order and the department.

Or, use the quick search located at the bottom left of the form, to open the document you need.

After the Purchase Order is completed, it 'moves' to the Receiving process, then is invoiced.