Frontline Inventory & Help Desk Management
Frontline Inventory & Help Desk Management

Recording a Purchase Order

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This article explains how to create a purchase order, add products to it, and import inventory into a purchase order in Asset Management. Purchasing helps districts record key purchasing details such as purchase order number, purchase date, vendor, funding source, FRN, and quantity, while assigning newly acquired items to sites.

Asset Management allows new items to be assigned to sites through Purchasing in the top navigation bar. A single purchase order can be used across multiple sites to assign newly acquired items where they are needed.

Note:

  • A purchase order remains in "Open" status until an administrator changes it to "Closed" status. While a purchase order is open, products can continue to be added.
  • A purchase order can be closed before all products on it are fully processed. Existing products can still be edited, received from a vendor, and shipped or received. Changing the status to "Closed" prevents additional products from being added and prevents purchase order details from being edited. Once closed, only an administrative-level user can reopen the purchase order.
  • Districts that use the Departments feature must assign each product on the purchase order to a department. If the same product must be assigned to multiple departments on one purchase order, add that product once for each department.

Adding a Purchase Order

  1. Navigation:
  2. Admin/Site View
  3. Purchasing

This process requires administrator-level credentials. Before creating a purchase order, confirm that the related products and vendors already exist in Asset Management.

Pro Tip: A printed product catalog can help you use a scanner to quickly identify and enter product numbers during this process.

  1. Click receive.png Purchasing, located in the top navigation bar.
  2. Click add.png Add Record.
  3. Enter the purchase order details. Fields shown in red are required. New purchase orders default to "Open" status.
  4. Click save.png Add.

Adding Products to a Purchase Order

  1. Click receive.png Purchasing, located in the top navigation bar.
  2. Filter the “Purchasing” grid to find the purchase order you want to update.
  3. Click the purchase order row to expand it.
  4. On the “Products” tab, click add.png Add Record.
  5. Enter the product details. Fields shown in red are required.
  6. Click save.png Add.
  7. Repeat steps 4 through 6 to continue adding products to the purchase order.

Import Inventory to a Purchase Order

This process allows an administrative-level user to import purchase order details and issue products to a room, staff member, or student at one or more sites.

  1. Click receive.png Purchasing, located in the top navigation bar.
  2. Click import.png Import Inventory. The “Purchase Order Inventory Import Manager” window opens.
  3. In the “Upload File” section, click Browse and select the file you want to import.

Pro Tip: If your file includes a header row, select check.png My table has headers in the “Import Details” section. The “Required Fields” area shows the data needed for a successful import.

  1. Click Open to upload the file.
  2. Click Import.
  3. Under “Settings,” select the correct Import To location and Active Sheet from their drop-down menus.
  4. Map the Product Name and/or Product Number fields to the appropriate columns.
  5. Click Detect Custom Fields.
    • Any detected custom fields appear in the “Required Fields” and “Optional Fields” sections. If a custom field is required, it must be mapped before import.
  6. In “Import Review,” map all required fields to the correct columns.
  7. Click Validate.
    • If validation fails, the system displays details about what must be corrected.
  8. After the file validates successfully, click Finish. The “Confirm Import” window opens.
  9. Click OK.
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