Recording a Purchase Order

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Quick Nav: Admin/Site View > Purchasing

Asset Management allows new items to be assigned to sites through Purchasing in the top navigation bar. This process allows you to record essential purchasing data (purchase order number, purchase date, vendor, funding source, FRN, and quantity).

A purchase order can be utilized by multiple sites to assign newly acquired items to those respective sites.

Notes:
  • A purchase order will remain in the status of "Open" until the administrator changes the purchase order status to "Closed." Products can be added to an "Open" purchase order indefinitely.
  • A purchase order can be closed without processing all the products within it. Existing products can still be edited, received from a vendor, and shipped/received. Changing to a status of "Closed" prevents the addition of products and the ability to edit purchase order details. Once closed, a purchase order can only be reopened by the administrative level.
  • Districts with the "Departments" feature enabled will be asked to assign each product on the purchase order to a specific department. If the same product needs to be assigned to more than one department within a purchase order, the product must be added to the purchase order once per department.

Adding a Purchase Order

This process requires administrator-level credentials. Creating an Asset Management purchase order requires the products and vendors, respective to the purchase order, to exist in your Asset Management data.

Hint: A printed product catalog will allow you to utilize a scanner during this process to identify and quickly scan the product number.
  1. Click on receive.png Purchasing, located in the top navigation bar.
  2. Click on add.png Add Record.
  3. Enter the purchase order details. Red fields are required information. The default status for a new purchase order is "Open."
  4. Click on save.png Add.

Adding Products to a Purchase Order

  1. Click on receive.png Purchasing, located in the top navigation bar.
  2. Filter the "Purchasing" grid to locate the respective purchase order.
  3. Click on the respective purchase order's row. The grid expands.
  4. In the Products tab, click on add.png Add Record.
  5. Enter the product details. Red fields are required information.
  6. Click on save.png Add.
  7. To continue adding products, repeat steps 4 through 6.

Import Inventory to a Purchase Order

This process allows the administrative level to import purchase order details and issue products to the room, staff, or student(S) at a site(s).

  1. Click on receive.png Purchasing, located in the top navigation bar.
  2. Click on import.png Import Inventory. The "Purchase Order Inventory Import Manager" window opens.
  3. Click on Browse in the "Upload File" section to locate the respective file. Click on the file name.
Hint: If your table has a header row, select check.png My table has headers in the "Import Details" section. "Required Fields" specifies the data required for a successful upload.
  1. Click on Open to add the file.
  2. Click on Import.
  3. Under "Settings," select the Import To location and Active Sheet from their respective drop-down menus.
  4. Identify Product Name and/or Product Number from the respective column drop-down menus.
  5. Click on Detect Custom Fields.
    • Custom fields will display in the "Required Fields" and "Optional Fields" of the "Import Details" section. If a custom field is required, it must be identified.
  6. Under "Import Review," set all required fields from their respective drop-down menus.
  7. Click on Validate. A success message appears.
    • If the file does not pass validation, information about what needs correction is provided.
  8. Click on Finish. The "Confirm Import Window" opens.
  9. Click OK.