1. Manual Purchase Orders How to Guide
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2. Purchase Orders
Manual Purchase Orders are used to track current vendor invoicing to ensure timely receiving from the vendor and inputting onsite
Once a purchase order is entered this will help you with what invoices are expected to be incoming to the property
If you see a Purchase Order outstanding after 15 days the vendor should be contacted and invoice requested.
The goal is for all invoice to be received within the operating month that service took place
See the next slides for steps on the Purchase Order (PO) process
Best practice is to enter the PO prior to or during your order process
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3. Purchase Orders
Access the POs by going to “Purchasing” on the left hand side on the Site Manager dashboard
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4. Purchase Orders Then select “Add PO” to create a new purchase order
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5. Purchase Orders
Once inside the purchase order screen fill in the following information in the following order. The more information included will help searching for Pos.
Upper section
Vendor – who/what company is doing the work
Expense Type – Conv Property Expense
Description – reason for the PO
Order Date – date item/work was originated
Required by date – expected receipt date of invoice
Total Amount – will populate from the itemized list once you press save
We will return to the Approval section later after pressing Save further in this process
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6. Purchase Orders Lower Section
Property – Property where the work or item is being performed/delivered
Unit – if this applies to a specific unit please identify here
Description – include a brief overview of the work/item and its use
GL Account – input the GL codes that applies here
If you are not sure what to put here please reach out to your accounting supervisor
Qty Ord – input the amount of items ordered or just input 1 if not known or not applicable to the PO
Unit Price – the base amount for the service/item
Base Total – will populate once you press enter as well as moving the overall total to th upper section “Total Amount” field
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7. Purchase Orders
At this point your screen should resemble the screen shot below. Press Save now.
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8. Purchase Orders
After pressing Save your PO should resemble the below screen shot – notice the amounts are now entered in the “Total Amount” field and “Base Total”.
Print the PO at this time and place in your Bill BOok
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9. Purchase Orders Now your Bill Book is your go to place for POs
Attach each printed PO to the invoice once it arrives
After scanning into PayScan and completing that process the PO should be stapled to the invoice and filed at your property
Close out PO – add instructions here to keep open POs to a minimum
The files are open for audit as needed by management or owners
Reach out to your regional if you have any questions on this process. This will help you maintain better relationships with your vendors as well as ensuring no late fees due to non-payment
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