Users as Suppliers
In order to designate a user as a supplier both the user type and user must be designated as a supplier.
1. In the Admin Settings tab select User Types.
2. Find the User Types you wish to allow to be suppliers and check the box "Can be supplier" underneath the User Type header.
3. Next, navigate to each individual user you wish to allow to be suppliers and check the boxes labeled "Is supplier" underneath the Supplier Info header and provide an address for the supplier.
Approval Processes
1. In the Admin Settings tab under General Settings find the Purchase Order Settings header.
2. From the numbered dropdown select the user type which will be required to approve purchase orders.
3. Enter in a dollar amount threshold which will require the designated user type to approve the Purchase Order.
Note: If the Purchase Order amount is below the first indicated dollar threshold the Purchase Order will automatically be approved. The Purchase Order will move through approval levels based on the dollar amount.
Purchase Order Approvals by Supervisor
1. Start by navigating to your Admin Settings in the left sidebar
2. In your Global Settings, click the box next to Organization structure to turn on this feature. This will enable you to track which person each user reports to:
3. Next, make sure that users of the Purchase Order module are reporting to the correct individuals. This can be done under each user's account settings.
4. Also, make sure that the person at the top of the chain (can approve POs of any account) reports to "none":
5. Next, enable Purchase Order Approvals by Supervisor by changing the Approve by permission in the Global Purchase Order Settings:
6. Now, you can go back to the users you previously edited and input their PO approval limit. Their PO approval limit indicates the amount that they can approve up to. Any POs submitted that are less than or equal to that amount can be approved by that user:
*The approval limit is ignored for users who report to "none".
7. Once these items are set up, the process works like this:
Submitting user > User they report to > User the previous user reports to > User the previous user reports to that has an approval limit greater than or equal to the PO's total amount or a user that reports to "none".
Here are a few examples:
Let's say that Sookie submitted a Purchase Order for $3000 dollars and she has an approval limit of $4000. Sookie will automatically approve that Purchase Order because it is under her approval limit.
Let's say that Sookie submitted a Purchase Order for $4028. Then that Purchase Order would require approval from her supervisor, Lorelei. Lorelei has an approval limit of $5000. Lorelei approves the Purchase Order and then the Purchase Order is approved.
Let's say that Sookie submitted a Purchase Order for $6000. Then that Purchase Order would require approval from her supervisor, Lorelei. Lorelei has an approval limit of $5000. Lorelei approves the Purchase Order and then the Purchase Order is routed to her supervisor Mia. Mia reports to "none" and approves the Purchase Order so the Purchase Order is approved.
Tax Rates
1. Select the Admin Settings tab.
2. Navigate to Global Settings and enter the tax rate which will be applied to all Purchase Orders.
Ship To and Bill To Addresses
Note: The addresses for the Ship To and Bill To fields are entered in the address fields at the building level.
1. In the Admin Settings tab under General Settings find the Purchase Order Settings header.
2. From the drop down labeled "Default Bill To Address" select from the dropdown the building address which will automatically be selected as the Bill To Address on purchase orders. This default may be manually overridden.
3. If the building address is not listed in the dropdown options, select "Other" and enter the address in the resulting "Other Default Bill To Address" field.
2. From the drop down labeled "Default Ship To Address" select from the dropdown the building address which will automatically be selected as the Ship To Address on purchase orders. This default may be manually overridden.
3. If the building address is not listed in the dropdown options, select "Other" and enter the address in the resulting "Other Default Ship To Address" field.
Stages of the Purchase Order
- Create
- Pending Approval
- Pending Purchase
- Pending Receipt
- Completed
Note: A purchase Order may be canceled at any stage in the process.
Custom Fields
Custom field creation for the Purchase Order Module follows the procedure for creating custom fields in other modules within your FMX site.
1. In the Admin Settings tab, navigate to the Custom Fields section.
2. Enter the name of the field and select a field type.
3. In the dropdown labeled "For" select the "Purchase Order Details" option.
4. Configure the grid setting then select "Save" when complete.