Purchase Orders

The purchase order system manages procurement of parts, materials, and supplies needed for maintenance work.

Creating Purchase Orders

Step 1: Start New PO

1. Go to Purchasing → ”+ New PO”
2. Or from work order → “Request Parts”

Step 2: Basic Information

Field	Description
PO Number	Auto-generated or manual
Vendor	Supplier
Property	Requesting property
Work Order	Link to WO (optional)
Requested By	Who’s requesting
Needed By	Required date

Step 3: Add Line Items

For each item:

Field	Description
Item	Part or material
Description	Details
Quantity	Amount needed
Unit	Each, box, etc.
Unit Price	Cost per unit
Total	Auto-calculated

Step 4: Review

• Verify all items
• Check quantities
• Confirm pricing
• Add notes

Step 5: Submit

Submit for approval if required, or send directly to vendor.

---

PO Status Workflow

Draft → Pending Approval → Approved → Sent → Partial/Received → Closed
                ↓
             Rejected

Status	Description
Draft	Being created
Pending Approval	Awaiting manager approval
Approved	Ready to send
Sent	Sent to vendor
Partial	Some items received
Received	All items received
Closed	Complete
Cancelled	Cancelled

---

Approval Process

Approval Thresholds

Amount	Approval Required
< ฿5,000	Auto-approve
฿5,000 - ฿25,000	Manager
฿25,000 - ฿100,000	Director
> ฿100,000	Executive

Approving POs

1. Reviewer receives notification
2. Reviews PO details
3. Options:
   • Approve - Move forward
   • Reject - Return with reason
   • Request Changes - Ask for modifications

---

Receiving Items

Recording Receipt

1. Open PO
2. Click “Receive Items”
3. For each item:
   • Enter quantity received
   • Note any damage
   • Add photos if needed
4. Submit receipt

Partial Receipt

If not all items received:

• Record what arrived
• PO status → “Partial”
• Track remaining items
• Follow up with vendor

Discrepancies

Document issues:

• Wrong items
• Damaged goods
• Quantity differences
• Quality problems

---

Vendor Communication

Sending POs

Method	Use For
System	Integrated vendors
Email	Standard delivery
Print	Manual submission

PO Contents

Sent PO includes:

• PO number
• Line items
• Pricing
• Delivery address
• Contact info
• Terms

---

Linking to Work Orders

From Work Order

1. Open work order
2. Click “Request Parts”
3. Select items needed
4. Creates draft PO
5. Link maintained

Tracking Parts

Work order shows:

• Parts requested
• PO status
• Expected delivery
• Items received

---

Inventory Integration

With M3 Inventory

• Check stock before ordering
• Update stock on receipt
• Automatic reorder points
• Parts usage tracking

Stock Check

Before creating PO:

1. System checks M3 inventory
2. Shows available stock
3. Suggests order quantities
4. Links usage to work order

---

Reports

PO Reports

Report	Description
Open POs	In-progress orders
PO History	Completed orders
Spending by Vendor	Vendor analysis
Spending by Category	Category breakdown
Pending Approval	Awaiting approval

Budget Tracking

Monitor spending:

• By property
• By category
• By time period
• Vs. budget

---

PO Settings

Configurable Options

Setting	Description
Numbering	Format and sequence
Approval Limits	Threshold amounts
Default Terms	Payment terms
Tax Rates	Applied taxes
Shipping	Default options

Terms and Conditions

Standard terms included:

• Payment terms
• Delivery expectations
• Quality requirements
• Return policy

---

Best Practices

Creating POs

• Accurate Descriptions - Clear item details
• Correct Quantities - Don’t over-order
• Verify Pricing - Confirm with vendor
• Include Specs - Size, model, etc.

Receiving

• Inspect on Arrival - Check immediately
• Document Issues - Photo damage
• Match to PO - Verify items
• Process Promptly - Don’t delay

Vendor Relations

• Clear Communication - Detailed POs
• Timely Payment - Pay on terms
• Feedback - Report issues
• Build Relationships - Long-term value