This article will teach you how to use the Purchase Orders feature of the Accounting App.
Adding Purchase Order Terms and Conditions
This feature is designed to allow you to append standardized terms and conditions to all purchase orders prepared through WorkSpace, which can then be printed or saved to be sent to vendors.
- From the Accounting menu, click Settings.
- From the Accounting Settings page, navigate to the Administrative section and click Company Editor.
- From the Accounting Settings: Companies page, click the applicable title of the company.
- From the Company [Company Name] page, click the Details tab.
- Navigate to the PO Terms and Conditions section and click the Browse button.
- Navigate to the .PDF file on your computer and click the Open button.
- The .PDF file has now been saved and uploaded into WorkSpace.
- Note: The name of the .PDF file will be displayed within the Document on file: field.
- Note: To remove an existing .PDF file, navigate to the PO Terms and Conditions section and click the Delete File button as only one .PDF file can be uploaded into WorkSpace.
Creating a New Purchase Order
This feature will allow you to add a new purchase order for your property.
- From the Accounting menu, click Purchase Orders.
- From the Accounting: Purchase Orders page, click the New P/O button.
- Once the Add New Purchase Order page has opened, complete the form presented:
| Field | Explanation |
|---|---|
| Company | Select the appropriate company from the drop-down list. |
| Vendor |
Enter the first three characters or more of the name of the Vendor and once it appears in the drop-down list select the appropriate Vendor. Note: See the Adding a Vendor to a Property article for reference if the Vendor does not appear in the drop-down list. |
| Workflow | Select the Approval Workflow. |
| Date | Select the date you are issuing the Purchase Order. |
| Amount | Enter the total amount of the goods or services to be purchased. |
| Description | Enter a brief description of the goods or services to be purchased. |
- Click the Save button.
- The Purchase Order is now ready for the user in the PO Approver: Admin Workflow Role to review, add additional information, and approve the Purchase Order.
Adding Purchase Order Primary Information
This feature will allow the person in the PO Approver: Admin workflow role to add purchase information such as Customer Number, Shipping, Tax, and Discounts as well as quantity, unit number, description, GL coding, and unit cost.
- From the Accounting menu, click Purchase Orders.
- From the Accounting: Purchase Orders page, under My Purchase Orders click on a Pending purchase order by clicking the PO#.
- Under the Primary Information section of the Details tab, complete the required fields:
| Field | Explanation |
|---|---|
| Vendor | Confirm the vendor name and address. If incorrect, click into the field and type at least the first three letters of the vendor name, and then select the appropriate vendor. |
| VendorContact | Select the vendor contact, if applicable. |
| Workflow |
Confirm that the correct approval workflow has been selected. Purchase Order approval workflows are set up by your accounting department. The approval roles are also determined by your accounting department and set up by contacting either your corporate administrator or WorkSpace Support. The following is the description of the accounting approval roles: PO Approver: Admin – Responsible for adding purchase order details, line items, GL code, comments, and attachments; Cancels purchase orders. |
| Customer # | Enter the customer number, if applicable. |
| Description | Add or edit the description of the item(s) to be purchased. |
| Effective Date | Select the effective date of the purchase order using the calendar menu. |
| Shipping | Enter the cost of shipping the item(s) to be purchased. |
| Tax |
Click the checkbox next to the tax rate if you need to add tax for the item(s) to be purchased. The tax amount will automatically be calculated and populate in the field. Note: The tax rate is set up in advance by the person with the Accounting: Corporate Administrator role, or by contacting WorkSpace Support. |
| Discount | Enter the amount of the discount, if applicable. |
- Click the Save button.
- Your changes to the purchase order Primary Information have now been saved.
Adding Line Items to a Purchase Order
This feature will allow you to add Line Items to a Purchase Order.
- From the Accounting menu, click Purchase Orders.
- From the Accounting: Purchase Orders page, click the Pending tab and then click the PO# that you desire to add a Line Item to.
- From the Purchase Orders: [PO#][Vendor Name] page, click the Actions button and then select Add Line Item.
- Once the Add New Line Item window has opened, complete the form presented:
| Field | Explanation |
|---|---|
| Quantity |
Enter the number of units of the item to be purchased. Note: This field will recognize numbers only. |
| Unit Price | Enter the price for one unit of the item to be purchased. |
| Item Number | Enter the item number of the product. |
| Description | Enter a brief description of the item to be purchased. |
| GL Code | Select the appropriate GL code from the drop-down list. |
- Click the Save Line Item button.
- Your new Line Item will now be visible in the list of Line Items below the Primary Information section of the Purchase Orders: [PO#][Vendor Name] page.
- Repeat the above steps until the full amount of the Purchase Order is distributed.
Approving a Purchase Order
This feature will allow you to approve a Purchase Order.
Note: The purchase order must be in your assigned step in the approval workflow in order for you to be able to approve it.
- From the Accounting menu, click Purchase Orders.
- From the Accounting: Purchase Orders page, click the Pending tab and then click the PO# that you desire to approve.
- From the Purchase Orders: [PO#][Vendor Name] page, click the Actions button and then select Approve or Approve & Comment to provide comments regarding your approval.
- Note: If you selected Approve & Comment, once the Approve & Comment on Purchase Order window has opened, enter any comments regarding the approval of the Purchase Order within the textbox presented and then click the Approve Purchase Order button.
- The Purchase Order has been moved to the Approved tab of the Purchase Orders: [PO#][Vendor Name] page and the Status is now Approved.
Bouncing a Purchase Order
This feature will allow you to Bounce an approved Purchase Order back to the initiator to modify or cancel.
- From the Accounting menu, click Purchase Orders.
- From the Accounting: Purchase Orders page, click the PO# that you desire to Bounce.
- Note: Ensure that you have selected the correct tab for My Purchase Orders, Pending, Approved, or Closed.
- From the Purchase Orders: [PO#][Vendor Name] page, click the Actions button and then select Bounce.
- Once the Bounce Purchase Order window has opened, enter any comments regarding why the Purchase Order has been bounced within the textbox and then click the Bounce Purchase Order button.
- The Purchase Order has now been bounced back to the initiator.
Adding a Comment to a Purchase Order
This feature will allow you to add a comment to a Purchase Order.
- From the Accounting menu, click Purchase Orders.
- From the Accounting: Purchase Orders page, click the PO# that you desire to add a comment to.
- Note: Ensure that you have selected the correct tab for My Purchase Orders, Pending, Approved, or Closed.
- From the Purchase Orders: [PO#][Vendor Name] page, click the Actions button and then select Comment.
- Once the Comment on Purchase Order window has opened, enter any comments regarding the Purchase Order within the textbox presented and then click the Save Comment button.
- Your comment has been added to the Purchase Order and is now visible on the History tab of the Purchase Orders: [PO#][Vendor Name] page.
Adding an Attachment to a Purchase Order
This feature will allow you to add an attachment to a Purchase Order.
- From the Accounting menu, click Purchase Orders.
- From the Accounting: Purchase Orders page, click the PO# that you desire to add an attachment to.
- Note: Ensure that you have selected the correct tab for My Purchase Orders, Pending, or Approved.
- From the Purchase Orders: [PO#][Vendor Name] page, click the Actions button and then select Add Attachment.
- Once the Add New Attachment window has opened, click the Browse button, navigate to the file on your computer, and then click Open.
- Within the Comments textbox, enter any comments associated with the attachment and then click the Save Attachment button.
- Your new attachment is now visible in the list of attachments on the Attachments tab.
Linking a Purchase Order to an Invoice
This feature will allow you to link a purchase order to an accounts payable invoice in the Accounting app.
- From the Accounting menu, click Accounts Payable.
- From the Accounts Payable page, ensure the applicable accounting company is selected in the upper-right corner of the page.
- Click the Invoice# of the invoice that you want to link to a purchase order.
- Select the purchase order that you want to link to the invoice using the PO # drop-down list under the Invoice Header section on the left side of the page.
- Note: The purchase order must be approved. If the purchase order is in pending or closed status, you will not be able to fully approve the invoice.
- Click Save.
- The invoice has now been linked to the purchase order.
Cancelling a Purchase Order
This feature will allow you to cancel a Purchase Order.
Note: If a purchase order has already been approved, it must be bounced before it can be cancelled. See the article Bouncing a Purchase Order.
- From the Accounting menu, click Purchase Orders.
- From the Accounting: Purchase Order page, click the PO# that you desire to cancel.
- Note: Ensure that you have selected the correct tab for My Purchase Orders, Pending, or Approved. You cannot cancel a purchase order that is already Closed.
- From the Purchase Orders: [PO#][Vendor Name] page, click the Actions button and then select Cancel.
- Once the Cancel Purchase Order window has opened, enter any comments regarding why the Purchase Order has been cancelled within the textbox presented and then click the Cancel Purchase Order button.
- The status of the Purchase Order has now been updated to Cancelled.