Purchase Orders

The Purchase Orders page provides a summary list of all your purchase orders. To access the Purchaser Orders page, click on the arrow down symbol next to Purchasing link in the top menu, and select Purchase Orders.

accessing_purchase_orders

To access details of a particular purchase order, click on the PO# link of the line item associated with this purchase order.

purchase_orders

Create New Purchase Order

To create a new purchase order, click on the Create New Purchase Order button on the page. On the Purchase Order Details, first select a Supplier by clicking on the arrow_upnext to Supplier selection field. Depends on the Web Browser you are using, a search and select window will either open in a new tab (Safari), or in a pop-up window (Chrome). If you do not see the search and select window, please check and make sure pop-up blocker is turned off in your browser. 

You can then either click and select a supplier from the list, or first type in a search keyword to narrow down your selection list, and then click and select supplier. Click on the Create button to create the PO.  You can then add items to the PO, by clicking on the Add Item and select to add items to the PO Items list. You need to enter quantity and unit price for each item. Click on the Apply Changes button to save your changes. 

po_details

 

Purchase Order Approval Setup

SmartBrew provides a built-in PO approval workflow to facilitate your procurement process. To setup the PO approval dollar amount thresholds, click on the  arrow down symbol next to the Administration link in the top menu, and then select PO Approval Setup.

access_po_approval_setup

You can setup the PO approval dollar amount thresholds that you suit your needs. Each threshold defines a maximum dollar amount. To add a threshold, click on the Add Threshold button. 

po_approval_thresholds

To edit an existing threshold, click on the pencilsymbol of the corresponding line. You can then assign these thresholds to each individual user.

approval_threshold_details

 

Setting up PO Header and Footer for Printing

You can design your own customized PO header, and then upload the image file to the SmartBrew system for generating your own customized purchase order print outs. To upload the PO header image, click on Administration->Setup Printing Templates to get to the upload page.

upload_templates

 

Purchase Order Approval Notifications

When a new purchase order is entered into the system, the SmartBrew system automatically adds it to the purchase order approval requests list, which is displayed on the home page of SmartBrew users with approval thresholds that higher than the total of amount of the newly created PO.

PO_Approval_Requests

Once the PO is approved, it will be added to the notification list of the approved POs to the original PO approval requester.

approved_POs

 

Approving Purchase Orders

SmartBrew users with the appropriate approval threshold privileges can then click on the PO# from the PO Approval Requests list to review the PO details, and then click on Approve This PO button to approve the PO. 

Approve_PO

The SmartBrew system only provides a record keeping mechanism to help you manage your procurement process.  It does not enforce a PO approval before the purchasing workflow can continue.

Printing Purchase Order 

Once a purchase order is approved, the PO requester can print the PO by clicking on the Print PO button.

print_po