To create a Purchasing Work Order, select “Purchasing” from the “Create Work Order” tile or navigate to Work Orders > New > Purchasing from the menu

Selecting a Site

Depending on whether the User is a single site user, or a multiple site user, the Building screen will show.

For single site users it will automatically populate the "Building" field with the site assigned to the Users profile. Multiple site Users will be able to type in the textbox, which will populate a list for the User to choose the desired sight.

Once the Site has been selected, click the <OK> button to proceed.

Searching for items

To search for items to add to the Purchasing Work Order, there are multiple ways to locate the required items:

• Enter the details in the "Search" bar and clicking <Search> will bring back results based on the search criteria
• Selecting a Supplier from the <Supplier> drop down will show all items for that Supplier
• Selecting a Catalogue from the <Catalogue> drop down will show all items in that Catalogue

Once the items are returned, the first 20 items will be shown. If there are more than 20 items to show, click <Show all> to show all remaining items. Clicking <Add> against an item will add that item to the Basket. Upon doing this with the first item, the Basket will be updated with a Total Cost and the item can be seen below. When more items are added, they will appear below the first item etc. The user can also increase or decrease the quantity of an item by clicking the + or - under the item. If the quantity is set to 0, the item is removed from the Basket.

To further help find the items required, the items can be filtered and ordered in a number of ways. In the “Order By” section, clicking on one of the options here will adjust the view of the item results. In the “Filter By” section, the user can choose from the list of Categories to determine what items will be displayed. It is possible to select more than one Category if needed.

Note: Some items will have a minimum required number before the order can be created. The minimum required amount will be displayed under the item.

Basket

Once the items have been added to the Basket, there are a couple of final checks. Firstly, choose the reason for the order using the “Reason” drop down. Next, choose the priority from the “Priority” drop down. Choosing this will determine when this order needs to be delivered.

Once these details are selected, click the <Create PO(s)> button to proceed.

Note: For some systems, the user will be required to add notes against the items in the Basket before creating the Purchasing Work Order.

Questionnaire

If there are Questionnaires setup that affect Purchasing Work Orders, they will appear at this point. All that is required is to answer these questions to proceed with the Work Order creation.

Once the questions have been answered, click the <OK> button to proceed.

Creation

Once all necessary sections have been completed, the Purchasing Work Order will be created. Depending on the items in the Basket, the system may create multiple Purchasing Work Orders if there are items in the Basket for multiple Suppliers. The system will display the amount of WOs created and will open one of them when created.

Note: There are some cases where a user will not have access to the <Create PO(s)> button and instead will have the <Create PO(s) For Review> button. Using this feature will still create the Work Orders, however they will enter the Pending Submission status which will require the Client to review before processing.

Permissions: Can Create Purchasing, Can Create Purchasing For Review