Raise a Purchase Order (PO)

The PO is raised in the PurchaseHub at New PO Request by completing the following details:

Request Details

Entity Name:  Default as per your setup.  If more than one entity the Requester selects.  There is no limit on entities that can be added.

Branch & Department / Team:  Default as per your setup.  If more than one Branch, Department or Team the Requester selects.  Add these at SetupHub.

Required:  The date the item is being purchased is required by, can be before the date the PO is raised.

Project Cost Centre:  Allocate the PO to a project or cost centre in The New PO Request page which have been added at Project Cost Centres.

Requestor Comments: The Requestor can add comments for the approver.

Approval Schedule:  The Approval Schedule is for Approvers only and sets the schedule for Approvers to be notified to approve a PO.

With the Standard option, emails will be sent to those Approvers in accordance with the Approval Schedule set.  If an Approver has not been included in the Approval Schedule and standard is selected, the respective schedule for that Approver will default to immediate.

The Approval Schedule is set at SetupHub.

Recurring PO Details

For regular payments, for example rent, set the PO to be raised automatically on a weekly, fortnightly, monthly, quarterly, half yearly and yearly basis. 

Supplier Details

Insert in the New PO Request page, or automatically populated from Supplier details in the SupplierHub. 

Currency for this PO selects the currency set for the Supplier in the SupplierHub.  This can be overwritten in the New PO Request page. 

Product Details

Select an item already loaded at COAs (Ledgers) & Items, or add a new item in the New PO Request page by adding the item details in the empty cell in the Item box.

If you are mapping items to suppliers, the item will automatically map to the Supplier from the New PO Request page.  

This item can be mapped to other suppliers, by:

firstly mapping the supplier to your entity, and

then the items to the supplier.

Additional Charges, for example shipping & handling must first be added under Additional Charges in SetupApps PurchaseHub to be available in the New PO Request page.

Additional Charges are not included when matching the PO to invoice.

Delivery Address

Choose which address the items are to be delivered to, from:

Business address of the Subscribing entity loaded in the Setup under Organisation.

Supplier Address loaded in SupplierHub.

Address of the Entity raising the PO, loaded in the PurchaseHub Setup at Entity Details.

Or, any Other address required.

Currently each business, entity and supplier can have one delivery address.  Another address can be added under the ‘Other’ option in the Delivery Address box, which will always be available for selection.