Purchasing Overview

An overview of the FMX Purchasing module, which allows users to manage the entire purchasing lifecycle from initial request to final payment.

Understanding the FMX Purchasing Module

The FMX Purchasing module provides a comprehensive platform for managing all purchasing workflows, from initial request to final payment. It is designed to track spending, ensure accountability, and streamline communication for both internal teams and external vendors.

This article serves as a high-level overview of the Purchasing module, explaining the core concepts, key workflows, and the relationship between a Requisition and a Purchase Order.

💡 Note: Before you can begin, an administrator must first configure the Purchasing settings and permissions for your site, including module settings, approval workflows, and user permissions.

Differentiating between Requisitions and Purchase Orders

The Purchasing module is organized into two primary tabs: Purchase Orders and Requisitions. Understanding the distinction between these two is fundamental to using the module correctly.

• A Requisition is an internal document. It functions as a formal request to purchase something that has not yet been approved or committed.
• A Purchase Order (PO) is an external, legally binding commercial document that is sent to a vendor after approval.

⚠️ Warning: A Requisition cannot be sent to a vendor, nor can payments be logged or shipments received against it. These actions are exclusive to a Purchase Order.

The End-to-End Purchasing Workflow

The FMX Purchasing module is designed to support the entire lifecycle of a purchase, from a draft request to a completed payment.

The Purchase Lifecycle

The following steps outline the standard end-to-end purchasing workflow.

1. Creation: A new purchase begins with the creation of either a Requisition or a Purchase Order. A Requisition is an optional preliminary step that can be used to request approval for a purchase. For detailed instructions, learn how to create a Purchase Order or Requisition.
2. Approval & Conversion: If a Requisition is submitted, it may enter a multi-tiered approval workflow based on user type or supervisor hierarchy. Once approved, the Requisition can be converted into a formal Purchase Order. Approval is a singular event, meaning that once a Requisition is approved, the converted Purchase Order does not require a second approval. You can view the status of all requests on the Purchasing grid.
3. Vendor Communication: After a Purchase Order is approved and marked as Purchased, it can be emailed directly to the vendor. You can also track communication with other users by commenting on the Requisition or Purchase Order via the Respond action.
4. Processing Payments: The final stage of the purchase is logging a payment. You can log single or multiple payments until the PO's balance is paid in full. Once the PO is fully paid and received, it can be marked as Closed. For full instructions on logging payments and completing a PO, refer to the article Processing Payments and Completing a Purchase Order.
5. Receiving Shipments: As items arrive, use the Receive Shipment action to log partial or full shipments against the Purchase Order. This updates the quantity of items received on the PO. For full instructions on how to receive shipments, refer to the article Receiving a Shipment.

Viewing Requisitions and Purchase Orders

The Requisitions and Purchase Orders grids provide an easy way to filter and find specific records. Use the column filters and the search bar at the top of the grid to quickly locate a specific request by its number, name, or a keyword in its description.

Job Costing and Work Orders

The Purchasing module allows you to track direct purchasing costs against a specific job or work request. This is known as Job Costing. For detailed instructions and best practices, see the article Linking Purchases to Work Requests.