Create and manage purchase orders

A purchase order specifies assets to order from a single vendor. In Procurement Management, you can create a purchase order manually or based on a specific request.

• View a purchase order
• Create a new purchase order
• Update a purchase order

View a purchase order

To view a purchase order, follow these steps:

1. From the main menu, select Build > Procurement > Purchase Orders. Service Management displays a list of purchase orders, if any.
2. Select the check box of a record to view the summary on the right-handed preview pane, or click the ID link to view the details.

Create a new purchase order

To create a new purchase order, follow these steps:

1. From the main menu, select Build > Procurement > Purchase Orders.

2. Click New.

3. Fill in the form.

   Field	Description
   Title	Name of the purchase order. Note Mandatory.
   Vendor	The supplier of the order.
   Reference type	Select Manual or Request to suit your needs. Select Manual if you are not going to link this purchase order to any service request. Otherwise, select Request. Note If you select Request, a dialog will pop up asking you to select a specific request to relate to the purchase order to be created. Please do not close the dialog without selecting a request, otherwise, the purchase order can not associate a request later. When the creation of a purchase order is triggered by a request, i.e., through request fulfillment plan, the reference type is automatically set to Request.
   Reference number	The number for physical voucher, for example, ASN number or vendor voucher. Note Only available when you selected Manual for Reference type.

4. Click SAVE, SAVE & ADD ANOTHER, SAVE & EDIT or CANCEL as needed.

Update a purchase order

1. From the main menu, select Build > Procurement > Purchase Orders. Service Management displays a list of purchase orders.

2. Open the desired purchase order record.

3. By default, the purchase order record is displayed with the General tab selected.

   Click the tab you want to update.

   Tab	Description
   General	Displays general information about the current record. Fore more information, see General tab below.
   Workflow	Displays the predefined purchase order workflow. Fore more information, see Purchase order workflow.
   Purchase order line	Displays the purchase order lines included in this purchase order.
   Receiving line	Displays the receiving lines related to this purchase order.
   Received assets	Displays the devices and IPA received on this order.
   Discussions	Displays any relevant conversations about the current record. For more information about discussions, see Discussions.
   History	Displays changes to the selected record. For more information about history, see History.

   General tab

   Section	Description
   General details	This section includes the following fields: Title: A brief summary of the purchase order, which helps to identify the record. Description: A detailed description about the purchase order. Vendor: The supplier of the requested items in the purchase order. Reference type: Read-only. Either Manual or Request depending on how the purchase order is created. Organization: The organization responsible for payment and to which Requester belongs. For a purchase order that is created upon a request, the value of Organization on the purchase order will be synchronized to the organization specified for Requester in People. Contract: The record number of the contract with Vendor. Assign to: The person to whom the purchase order is assigned. Requester: The person for whom the items are ordered. If this purchase order is generated upon a request, the value for Requester will be synced from Requested for on the request record. Purchaser: The person who created the purchase order. Company: The company attribute this purchase order should tag to. It could be the company that either requests or consumes this order. Creation date: Read-only. The date when the purchase order was created. Order date: The date when the order is issued.
   Financial summary	This section includes the following fields: Total cost: Read only. The sum of all item costs on the purchase order lines total cost and the shipping costs. Note Costs of inactive purchase order lines are not included. Currency: The currency in which the cost is calculated. Budget line number: The number of the budget line related to this purchase order. Bill to: The location responsible for paying the purchase order.
   Delivery	This section includes the following fields: Delivered stock ID: The ID of the stock where the ordered items are received. Delivered to: The location where the ordered items are received. Ship rate: The shipping cost of the ordered items. Scheduled delivery date: The date on which the purchase order was scheduled to be delivered. Note Read only when the status is received or canceled Receipt date: The date and time at which the purchase order status changed to Received.

4. Modify the fields as needed.

5. Click Save on the toolbar.

Issue a purchase order

To issue a purchase order, follow these steps:

1. From the main menu, select Build > Procurement > Purchase Orders. Service Management displays a list of purchase orders.

2. Select the desired purchase order record.

3. On the right-handed preview pane, click Issued.

Alternatively, you can issue a purchase order from the General tab of the details page of the purchase order. To do this, follow these steps:

1. From the main menu, select Build > Procurement > Purchase Orders. Service Management displays a list of purchase orders.

2. Click Details or the record ID link to open the desired purchase order record.

3. On the General tab, click Issued on the top right of the page.

Known issues

For purchase orders not in the New phase, you may find in the Purchase order line tab an enabled New button, which should be disabled. When this occurs, close the purchase order record, go back to the purchase order grid view, and then refresh the page. The New button in these Purchase order line tabs would be disabled.