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How do I create a new Purchase Order?

  • Updated

Purchase Order tracking provides System Administrators with a workflow for managing approved expenditures for work requests, and provides a centralized place for matching invoices to be approved for payment.

The Purchase Order feature can be setup with a three different configurations.

Note: These configurations are initially set up based on the specific requirements of your property management organization. The configuration cannot be changed by a System Administrator in the Building Engines system.

  1. Standard – Purchase orders cannot be linked directly to work order numbers.
    1. Within the Standard setting, all purchase order functionality is managed via the Purchase Order panel under Admin > Accounting Purchase Orders.
  2. Linked – Purchase orders can be linked directly to work order numbers.
    1. Within the Linked setting, purchase order functionality is managed through Admin > Accounting > Purchase Orders and also in the Purchase Orders section of the specific work order.
  3. Enforced – Purchase orders can be linked directly to work order numbers, and work orders cannot be closed with an open purchase order attached.
    1. Within the Enforced setting, purchase order functionality is managed through Admin > Accounting > Purchase Orders and also in the Purchase Orders section of the specific work order.

By default, the purchase order numbering system will start at 1 and increment 1 number every new purchase order.

This article describes the process of creating a purchase order from within the work order and from the Account Module.

To create a purchase order from within the work order:

  1. Navigate to the Purchase Order section and click (+):
  2. Enter the purchase order details into the Add PO box.
  3. Click SAVE to enter in the purchase order, or SAVE AND ADD ANOTHER to create another purchase order.

To create a purchase order from within Accounting:

  1. Click Admin > Accounting > Purchase Orders.
  2. Click the Create New Purchase Order Icon (+):
  3. Enter the purchase order details into the Create New Purchase Order
  4. Click SAVE to enter in the purchase order, or SAVE AND ADD ANOTHER to create another purchase order.

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