Create Purchase Orders

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, FRN and quantity).

A purchase order can be utilized by multiple sites to assign newly acquired items to those respective sites.

Create a Purchase Order

This process requires administrator level credentials.  Creating a TIPWeb-IT purchase order requires the products and vendors, respective to the purchase order, to exist in your TIPWeb-IT data.

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

1. Filter the Purchasing grid to locate the purchase order you just created.

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.

Note: If add a new product with identical data to an existing product line, the new product information will be applied to the existing line increasing the quantity.

1. Click on Save.

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

Import Inventory to a Purchase Order

This process allows the Administrative level to import the details of a purchase order to the point of issuing to the room, staff, or student at a specified site or sites.

From Purchasing:

1. Click on Import Inventory. The Purchase Order Import Inventory Manager opens within a new browser tab.

2. Click on Browse in the Upload File section,  to locate the desired file. Click on the file name.

Hint: If your table has a header row, click on the box next to  My table has headers.  In the Import Details section the Required Fields line specifies the data fields required for a successful upload.

3. Click on Open to add the file.

4. Click on Import.

5. Under Settings, select the Import To location and Active Sheet from their respective drop down menus.

6. Identify Product Name and/or Product Number from their respective column drop down menus.

7. Click on Detect Custom Fields.

Custom fields will display in the Required Fields line and Optional Fields line of the Import Details section. If a custom field is required, it must be identified.

8. Under Import Review, set all required fields from their respective drop down menus.

9. Click on Validate. A success message will appear.

If the file does not pass validation, information about what needs correction is provided.

10. Click on Finish. The Confirm Import Window opens.

11. Click on OK
    

NOTE:

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

• This means products can be added to an Open purchase order indefinitely.  A purchase order can be closed without processing all of the products within it.  

• This does not affect 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 the administrative level.

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.