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Once a requisition has been raised and approved, the user has the ability to convert this into a purchase order.

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How to Raise a PO

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You must create and have approval on a requisition before you can raise a PO.

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  1. Locate the requisition number by selecting the Procurement category and then Requisition.
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\"Requisition

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If you know the requisition number, type this into the Req Number field and select Search or hit Enter on your keyboard, the search screen will look like this:

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\"Requisition

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The grid view will look like this:

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\"Requisition

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The green colour code indicates that this requisition has been approved and can now be converted into a PO.

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If you do not know the requisition number, enter as much criteria into the search fields as possible to narrow down your search.

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Once you have located the requisition you need, double click on the box to the left of the Req Number:

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\"Requisition

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  1. Once you are in the record, select Functions>Create Purchase Orders.
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You will be asked if you want to continue.

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Select Yes, then click OK.

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When there are no items left on the requisition you will be asked if you want to close it.

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Select Yes.

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Note: The fields will now turn pick indicating that the requisition is closed.

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  1. To open the PO, still within the Requisition dataset, select the Purchase Order tab:
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\"Purchase

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You will see that there is now a record showing in here, to open the PO, double click on the grey box to the left of the PO Number field:

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\"PO

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Your screen will now look like this:

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\"Purchase

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How to Send a PO

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  1. Sending the PO.
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From the same screen select Print>Purchase Order. This will open a new tab with a preview of the purchase order. You can print or save the PO from here.

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You can send the PO directly from the system by selecting Functions>Email PO. As long as you have the email account set up against the contact.

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Sending a PO directly from the system will automatically add in a correspondence record.

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Printing a PO and sending via outlook will not create a correspondence record, you will need to manually create a correspondence record if you wanted to keep track of when you sent the PO to the supplier.

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