Setting Up Your Purchase Order Module

This guide for administrators explains how to configure module settings, approval workflows, and user permissions for the FMX Purchasing module.

💡 Note: Before users can create, approve, or manage purchases, an administrator must configure the settings and permissions detailed in this article.

Module settings

These general settings control the behavior and default information for requisitions and purchase orders across your organization.

1. Navigate to Admin Settings in the left sidebar.
2. Under the "General" heading, click Purchasing Settings.
3. From this screen, you can customize the following:
   • Show PO ID: When checked, a unique ID will be automatically generated and displayed for each purchase order.
   • Use custom PO numbers: When checked, users can enter their own identifier in the PO # field. If this is unchecked, the PO # field will be read-only, and FMX will auto-generate the number.
   • Use PO title field: Check this box to enable a "Title" field on purchase orders and requisitions.
   • Show estimated delivery date on order form: When checked, a field for an estimated delivery date will appear on the creation form.
   • Default memo: Text entered here will automatically populate the "Memo" field on all new orders.

   • Default bill to/ship to address: Select a default building address that will be auto-populated in the "Bill To" and "Ship To" fields on new orders. The address must be provided on all selected buildings.

     

4. To set a site-wide tax rate, navigate to Admin Settings > Regional Settings and enter the percentage in the Tax Rate field. This rate will then be applied to all Requisitions & Purchase Orders.

   

Configuring user permissions

You must grant users specific permissions to access and perform actions within the Purchasing module.

1. Navigate to Admin Settings > User Types.
2. From the list of user types, find the one you wish to modify and click the Edit button.

3. Scroll to the Purchasing Access section and configure the following permissions:

   • Create requisition: Allows a user to create an internal purchase requisition.
   • Convert requisition to PO: Allows a user to convert a submitted requisition into a formal purchase order.
   • Create PO: Allows a user to create a purchase order directly.
   • Read: Allows a user to view records in the module. This is a foundational permission required for most other actions.

   ⚠️ Warning: If a user's master Read permission for the Purchasing module is set to "None," the Create requisition and Convert requisition to PO permissions will be hidden. A user must be able to read their own requests to use these features.

   • Update pre-purchase: Allows a user to edit a submitted order before it has been marked as "Purchased."
   • Update post-purchase: Allows a user to edit an order after it has been marked as "Purchased."
   • Respond: Allows a user to add comments to a requisition or purchase order.
   • Approve or decline: Allows a user to approve or decline a submitted order that is pending their approval.
   • Purchase: Allows a user to log payments against a purchase order.
   • Receive shipment: Allows a user to log the receipt of items from a vendor.
   • Allow updating inventory unit prices: Allows a user to change the unit price of an inventory item when receiving a shipment.
   • Force close: Allows a user to close an order even if it has not been fully paid or received.
   • Cancel: Allows a user to cancel a purchase order that is no longer needed.
   • View audit log: Allows a user to see the full history of changes made to an order.

Configuring approval workflows

You can choose between two distinct methods for routing requisitions and purchase orders for approval.

Option 1: User type approvals

This option allows you to create a multi-tiered approval workflow that automatically routes orders to specific user types based on the total cost of the order.

1. From the Purchasing Settings page, select the User type radio button under "Approve by".
2. Click + Add an approval to create a new approval level.
3. For each level, enter a Minimum amount that will trigger this approval step.
4. Select the User Type that is required to approve requests exceeding that amount.
5. Add additional levels as needed to build your workflow. The system will automatically route the request to the appropriate approver based on the order's total cost.

Option 2: Supervisor approvals

This option routes every submitted order directly to the creator's immediate supervisor. This workflow requires enabling the organization structure and setting approval limits for each supervisor.

1. First, enable the organizational structure feature. Navigate to Admin Settings, and in the "General Settings" section, check the box next to Organization structure.

   

2. Next, ensure each user is assigned the correct supervisor. Navigate to Users & Contacts, find a user, and click Administer. In the Reports to field, select that user's direct supervisor.

   

3. Finally, set the approval limit for the supervisor. In the same user settings, enter a dollar amount in the PO approval limit field. This is the maximum amount that this user can approve. Any order with a total cost less than or equal to this amount can be approved by them.

   

Designating users as suppliers

If you need to create purchase orders for internal users (e.g., for reimbursement), you must first designate them as suppliers. This is a two-step process.

Step 1: Enable the user type

1. In Admin Settings, select User Types.
2. Find the User Type you wish to allow to be suppliers (e.g., "Staff") and click Edit.
3. Under the User Type header, check the box labeled Can be supplier.
4. Click Save.

Step 2: Enable the individual user

1. In Admin Settings, select Users & Contacts.
2. Navigate to the individual user you wish to designate as a supplier and click Edit.
3. Under the "Supplier Info" header, check the box labeled Is supplier.
4. Provide a default address for the supplier and click Save.

Customizing forms with Form Builder

To capture additional information on your requisitions and purchase orders, you can add custom fields and modify the layout of your forms using the FMX Form Builder. For a complete guide on how to use this tool, please see our article, Form Builder: How to create custom fields and modify forms.

💡 Note: In Form Builder, you will see forms listed under the "Purchase Orders" module. The custom fields you add to these forms will also apply to Requisitions where the sections overlap (such as the main details and line items).

You can customize four distinct forms for the Purchasing module:

• Purchase Orders details: Controls the fields on the main creation and detail screen for an order.
• Purchase Orders items: Controls the fields that appear for each line item added to an order.
• Purchase Orders purchase: Controls the fields on the "Log Payment" screen.
• Purchase Orders shipment receipt: Controls the fields on the "Receive Shipment" screen.