Thursday, 27 October 2011

Purchase Orders

To create a purchase order (PO) in OfficeBooks:
  1. Click the Purchasing option in the main menu bar
  2. Click the New Purchase link
  3. Click the "Select Supplier" link to choose a vendor.
  4. Click the New Item link
  5. Select the item you would like to buy (if the item doesn't exist in your items list yet, you can add it using the top section of the item selection window)
  6. Update the quantity and pricing
  7. Use the drop-down menu to select the applicable taxes (these are defined in your business settings)
  8. Click the check mark to save this line.
  9. Repeat steps 4 to 8 for each item you would like to add to the PO.
  10. The PO is now at "New" status.  If you have the required spending authority (defined by the business owner under Settings->Manage Users), you can send or release the order immediately.  After you send a PO by email, or release it using the "More" drop-down menu, the PO status becomes "Ordered".
  11. If you don't have the required spending authority, the PO will remain at "New" status.  A prompt will be shown on the dashboard to indicate that POs are waiting for approval.  Anybody with the required authority can review and release (or send) the order.

Note:  Users with the Purchasing only package see a different dashboard (basically a list of POs).  Approval authorities should monitor for POs with the "New" status to review and approve them.