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.
To better understand the approval order for Purchase Orders let's take a look at an example! Below we have an approval order set up for the Director of the department, Activity Director and the FMX Administrator.
If a user submits a Purchase Order for less than $100 it will automatically be approved.
If a user submits a Purchase Order between $100 and $500 it will require approval from the Director of the department. Once the Director of the department approves the Purchase Order, it will be fully approved and will move to the status Pending Purchase.
If a user submits a Purchase Order between $500.01 and $1000 it will require approval from the Director of the department and the Activity Director. Once the Activity Director approves the Purchase Order, it will be fully approved and will move to the status Pending Purchase.
If a user submits a Purchase Order over $1000.01 it will require approval from the Director of the department, Activity Director and the FMX Administrator. Once the FMX Administrator approves the Purchase Order, it will be fully approved and will move to the status Pending Purchase.
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 General 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. Go to Users & Contacts > Search the users name > Administer > Reports to
4. Once the supervisor is selected under "reports to" please enter the 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:
5. Also, make sure that the person at the top of the chain (can approve POs of any account) reports to "none":
*The approval limit is ignored for users who report to "none".
6. Next, enable Purchase Order Approvals by Supervisor by changing the Approve by permission in the Purchase Order Settings: Admin Settings > General > Purchase Order Settings > Approve by:
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 > General > Regional Settings > Tax Rate and enter the tax rate which will be applied to all Purchase Orders.
Optional: Default Ship To and Bill To Addresses
Under Admin Settings > General > Purchase Order Settings > Default Bill to address and Default ship to address
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. Navigate to Admin Settings > Custom fields > Add Custom Field
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.