Permissions
Always remember to ensure the correct people have the appropriate permissions to access Punch Items and Lists. This can be done per individual or by applying Permission Templates.
In order to set up your Purchase Order workflow, users will need Edit permissions for Company Settings
Administrators with access to the Company Settings have the ability to customize the use of Purchase Orders (PO). This allows you to tailor the PO process to fit the specific needs of your organization. Let's explore the various options available in the Company Settings - Purchase Orders.
Begin by clicking "Settings" from the Dashboard, then select the "Modules" tab, and on that page, choose the "Purchase Orders" tab.
Define the PO Numbering
You can start by setting up the numbering system for your purchase orders.
In the Purchase Orders tab under Modules in the Company Settings, locate the "General" section.
You have the option to choose between a 3-digit or 4-digit sequence for your POs. To set this up, simply enter a 3-digit number and click on the "Enabled" button.
The PO number will be generated using the format:
[Project number]-[sequence]The sequence number will automatically increment by one every time a new Purchase Order is created.
It's important to note that the project number is defined when creating a project and can be edited under Project Settings.
Adding Taxes
If you need to account for taxes charged by your vendors, you can easily add them to your Purchase Orders. To do this, click on the "Add Tax" button.
Enter the tax type (e.g., GST, HST, TVA) and the corresponding value in percentage. For instance, if you want to charge 5% GST, enter "GST" as the type and "5" as the value.
Once you've created the taxes, you can set them as default. This means that the tax will be calculated and added to every line item when creating a PO. However, it's worth mentioning that you can still change the applicable taxes for individual line items using any of the available taxes you've created under the PO Taxes settings.
Workflow
You can define the type of workflow your PO will follow in SiteMax:
Manual
With a manual workflow, the status is selected by the user. At any point, the PO can be emailed to the Project Owner, accounting, the vendor, or an email of your choice.
Approval
With an approval flow, you can use threshold levels and the status will be driven by the actions taken in SiteMax. Notifications and emails are sent at specific stages and the PO can't be sent to a vendor without being approved (status visible on pdf).
Select the workflow you want for your entire company and click "Save".
Threshold Levels
When using an Approval Workflow, you can set a Threshold Level, based on the monetary value of the PO. This will allow you to define the approvers for each project.
Enter the monetary value for the bottom threshold of your new level. If you create more than one, each new level will set the top level of the previous one.
You can then select any user to include as an Approver by first selecting the project they will be approving.
You can also view and add/remove users under Project Settings, and Purchase Orders.
Enable Fields
Decide what you want to see in the web/mobile view vs. what you want to see in your PDFs with the Enable Fields option. Remove some items from view in web and mobile and add them to view in PDF, or vice versa. Customize your POs exactly the way you want them
Terms
Set up the Terms & Conditions for your Purchase Orders
Accounting Emails
Add or remove accounting email addresses used in your Purchase Orders
