PROCEDURE
To start, select the PURCHASING icon on the HOME PAGE as shown below.
The first step is to select the SUPPLIER for the new PURCHASE ORDER.
Supplier Name
On SUPPLIER NAME line, type the name of the SUPPLIER. Once the first three characters have been entered, ASSETMINDER will search the database for supplier names that match these characters. The user can either select one of the names shown, or, continue to enter more characters into the SUPPLIER NAME line until only the intended supplier name is shown.
Delivery Depot / Location
If the user organisation has more than one depot / stock location, then using the dropdown menu on the STOCK DEPOT line, the user chooses the delivery depot for the parts / stock being ordered.
The delivery depot / location will have an address set-up on Assetminder. However, if this has not been set up or the delivery address is different to that already set up, the user can enter a different delivery address.
Reference
Here, the user can enter a reference, if required, that will be shown on the PO issued to the Supplier.
Once all required data has been entered, click SAVE.
Note
This will create the PO on Assetminder, it will be given a number, and will continue to be visible, even if no parts have been added and / or it has not been issued to a supplier
Next the PURCHASE ORDER DETAILS panel is shown, as below.
Add a part(s)
The user can now add the parts to be ordered to the PO by clicking on +ADD PART. The ADD PART TO PURCHASE ORDER panel will then be shown.
Using either PART NUMBER, SUPPLIER PART NUMBER, or PART DESCRIPTION, the user locates the part (available from this supplier). When the part is selected from the returned search, the next panel is shown, requesting ordering details, minimally, the order quantity. This is shown on the next panel.
The user enters the details and clicks SAVE
After clicking SAVE, a confirmatory panel will be shown, that displays the product ordered, the PO number, and the name of the supplier.
If there are more parts, FROM THE SAME SUPPLIER to be added to the PO, then the user clicks on ADD OTHER PARTS FROM THIS SUPPLIER TO ORDER. Otherwise, the user can click CONFIRM and will be returned to the PURCHASE ORDER page.
The Purchase Order details page will be updated with the part(s) added to the PO, as in the example below with the parts added highlighted.
Also shown, below the line or lines on the PO will be the financial totals.
PLACING THE ORDER
At this point, while the PO is recorded on the Assetminder database, the PO is not recorded as having been issued to the supplier. To show the order on Assetminder as having been placed with a supplier, which will be required to track receipt of the goods at a later date and to allow payment to the supplier, the user clicks PLACE PO ON ORDER.
The user can now return to the HOME PAGE by clicking on the HOME PAGE icon in the upper left-hand corner of the page.
Conor Gibson
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