Create Purchase Order

TIPWeb-IT allows new items to be assigned to your sites through the Purchasing menu option on the top navigation bar.  This process allows you to record essential purchasing data (purchase order number, purchase date, vendor, funding source, and quantity).

A purchase order can be utilized by district administrators and site administrators.  This means multiple sites can utilize the same purchase order to assign newly acquired items to those respective sites.

Create a Purchase Order

This process requires site administrator level credentials.  Creating a TIPWeb-IT purchase order requires the vendor to exist in TIPWeb-IT (Adding a vendor to TIPWeb-IT requires district administrator or site administrator level credentials).

Hint: A printed product catalog will allow you to utilize a scanner during this process in order to identify and quickly scan the product number.

1. Click on , on the top navigation bar.
2. Click on Add Record.

3. Enter the Purchase Order details.  Red fields are required information.
   
   The default Status for a new purchase order is Open.

4. Click on Save.
   

Adding Products to a Purchase Order

This process requires site administrator level credentials.  Adding products to a purchase order requires the product to exist in TIPWeb-IT (contact your district administrator to add a new product to TIPWeb-IT).

1. Filter the Purchasing grid to locate the desired purchase order.

2. Click on the respective purchase order's row.  The grid expands.

3. On the Products tab, click on Add Record.

4. Enter the Product details.  Red fields are required information.

5. Click on Save.

6. To continue adding products to this purchase order, follow steps 3 through 5.
   

NOTE:

A district created purchase order will remain in the status of Open until the district level administrator changes the purchase order status to Closed.  

• A site created Purchase Order will remain in the status of Open until all of the tags have been received to rooms or until the district level administrator changes the purchase order status to Closed.  

• A district created purchase order can be closed without processing all of the products within it.  This does not effect editing, receiving from a vendor, shipping, and/or receiving for a site for existing products in the closed purchase order.  It merely locks the purchase order, preventing the addition of additional products and removing the ability to edit the details of the purchase order.  

• Once closed, a purchase order has to be reopened by a district administrator.
  

Districts with the Departments Feature (Departments is an optional feature which must be purchased to enable it within TIPWeb-IT. This feature allows for the ability to assign Departments to users and tags. Those users assigned to a specific department(s) will only be able to access/view/modify tags assigned to the respective department. For more information about the Departments Feature, contact Customer Support at support@hayessoft.com or 800-495-5993.) enabled, will be asked to assign each product on the purchase order to a specific department.  If the same product needs to be assigned to more than one department within a purchase order, the product must be added to the purchase order once per department.