The “Purchasing” grid allows district-level administrators to create purchase orders, receive items, ship items to sites, and assign items to sites while recording key purchasing details such as purchase order number, purchase date, vendor, funding source, and quantity.
The “Attachments” tab allows users to add files up to 1 MB to a purchase order. Common attachments include invoices, packing slips, and copies of the original purchase request. A single purchase order can include multiple products, and those products can be assigned or shipped to multiple sites.
Users in Site View can only see purchase order details for purchase orders associated with assets located at their assigned site or sites.
Purchasing Functionality
The following functions are available in the “Purchasing” grid:
| Function | Definition |
|---|---|
| Add Record | Create a new purchase order in Asset Management |
| Import Inventory | Import inventory directly into a purchase order |
| Search Fields | Search for purchase orders by order ID, purchase date, vendor, status, estimated delivery date, or notes. These fields are located at the top of the “Purchasing” grid. |
| Edit | Open a purchase order to add or update order details. This option appears in each purchase order row. |
Purchase Order Tabs
The following tabs provide details about a purchase order.
The “Details” tab displays purchase order information entered by the purchase order creator, whether that user is a site administrator or a district-level administrator.
| Field | Description |
|---|---|
| Purchase Order ID | The alphanumeric purchase order number |
| Vendor | The company or individual supplying the products on the purchase order |
| Funding Request # | The funding request number associated with the purchase. This field is used in the "E-Rate" report |
| State Funding | The percentage of the purchase funded by state sources |
| Federal Funding | The percentage of the purchase funded by federal sources |
| Purchase Date | The date the order was submitted to the vendor. This date may also be used to calculate the item’s expiration date. |
| Estimated Delivery Date | The date the items on the purchase order are expected to arrive |
| Status | The current status of the purchase order |
| Notes | Notes entered by the purchase order creator or a district-level user |
The “Products” tab displays product lines associated with the purchase order, including quantities, funding details, and product processing status.
| Field or Action | Description |
|---|---|
| Edit | Edit the selected product line |
| Product Number | The Asset Management product number |
| Product Name | The name of the product |
| Funding Source | The funding source assigned to the product line |
| Account Code | The account code used for the purchase |
| Ordered | The quantity ordered from the vendor |
| Received | The quantity received by the district from the vendor |
| Shipping | The quantity shipped by the district to sites |
| Tags Received | The quantity tagged and issued to rooms at sites |
| Status | The status of the product line. “Open” means items still need to be tagged. “Closed” means all items have been tagged. |
| Actions |
|
| Specific Product Information | Displays the product’s “Details” tab |
| Purchase Price | The amount entered when the product was added to the purchase order. This may differ from the product’s suggested price. |
| Ordered Quantity | The quantity ordered from the vendor |
| Received Quantity | The quantity received by the district |
| Shipping Quantity | The quantity shipped to sites |
| Available Quantity | The quantity received but not yet shipped to a site |
| Shipped to Site | A list of sites that received the product from this purchase order |
| Invoice Number | The invoice number provided by the vendor |
| Invoice Date | The date the vendor created the invoice |
The “Attachments” tab displays files attached to the purchase order. It includes the file type, file name, file size, notes, attachment date, and the name of the user who added the file. Users can remove an attachment using the delete icon.
| Function | Definition |
|---|---|
| Add Attachment | Add a file to the purchase order |
| Browse | Select the file you want to attach |
| Notes | Add notes related to the attachment |
| Save | Save the attachment to the purchase order |
| Cancel | Cancel the attachment process without saving the file |
The “Purchasing” grid includes report options available from the drop-down menu in the upper-right corner of the grid. These reports are also available in Site View, where the grid is automatically filtered to show only purchase orders tied to the selected site. To report on a smaller set of data, filter the “Purchasing” grid before running the report.
| Report Option | Report Description |
|---|---|
| Purchase Order Listing | Exports a CSV list of all purchase orders currently displayed in the Purchasing grid. The report includes order number, purchase date, vendor, FRN, state funding percentage, federal funding percentage, status, estimated delivery date, and notes. |
| Product Line Listing Report |
Exports a CSV report of product line details for all purchase orders currently displayed in the Purchasing grid. The report includes order number, purchase date, vendor, vendor account number, FRN, state funding percentage, federal funding percentage, purchase order status, estimated delivery date, notes, product number, product name, funding source, account code, purchase price, shipped site ID, shipped site name, invoice number, invoice date, shipping quantity, received tags, line status, and line number. Available filters include “Show only outstanding tags to receive,” “Tagging Overdue by,” and “Purchase Date Range.” |