Purchase orders

Creating Purchase Orders

Checkout allows you to create purchase orders (POs for short) that can be sent to vendors.

Open

• Click on Submit Order from the Checkout Ticket to initiate fulfillment.

• Review Shipping Details.

• Review Payment Details, including how the order will impact the related Department Budget.

• In the Vendor Fulfillment & Submit Method section:

  • Review the Fulfilled By Vendor

  • Select the submission method for the order (Email or Print Print). If email is chosen, the PO will be sent right away to the vendor with the required message.

• Click the Submit Purchase Order button when ready to create and send the Purchase Order. A PO is created for each vendor represented.

• Agent has ability to send to once PO at a time by selecting or deselecting checkbox next to the vendor card.

Checkout has three flows for creating Purchase orders.

• Disabled Purchase Orders,

• Single Issue Order Flow,

• Multiple Issues Order Flow.

Disabled Purchase Orders

This is usually used for those who have an alternate PO system. This allows you to use Checkout mainly to facilitate organizational orders without generating a Purchase Order.

Single Issue Order Flow

In a single ticket flow, all tasks are performed in the request order ticket and all artifacts that are produced reside in the same ticket. To enable this flow, navigate to the Company page in Checkout admin. Click on the 3 ellipse button and toggle on the single ticket flow.

In this flow, the agent receives a request for products, licenses or service. After evaluating the order, run it through approval ( if approval workflow is configured ), then they can submit the order to the supplying vendor. On submit order, the Purchase order(s) is(are) generated and placed in the same ticket. If you requested the order be emailed to vendor, then the PO is sent to the vendor in the background using our mail servers. If print is selected, PO is generated and place in the ticket only. It is not emailed. In this flow, vendors cannot interact with order ticket. This flow does not allow vendors to create invoices after fulfilling the order.

Multiple Issues Order Flow

In a multi ticket flow, multiple tickets are created for each participant in the order. This flow is the default flow for Checkout. To disable this flow, navigate to the Company page in Checkout admin. Click on the 3 ellipse button and toggle on the single ticket flow.

In this flow, the agent receives a request for products, licenses or service. After evaluating the order, run it through approval ( if approval workflow is configured ), then they can submit the order to the supplying vendor. On submit order, Purchase order tickets are created for each vendor item in there request. A Purchase order is generated and placed in the respective PO ticket corresponding to each vendor.

Open

If you requested the order be emailed to vendor, then the purchase order is sent to the vendor via the ticket that was created. The vendor will be alerted of the existence of the ticket and are able to login to the portal ( at no additional cost ) to receive the order. In the email sent, via the ticket, there is a link to the PDF purchase order that is attached to the ticket.

If print is selected, purchase order ticket is generated and a PDF purchase order is placed in the ticket only without triggering a email to the vendor. This allows the agent to have one more review of the purchase order before sending it to the vendor.

After the vendor has received the PO and fulfilled it. Through the portal, the vendor can create an invoice for the related PO. This will create an invoice ticket that will be routed to accounting.

All additional tickets created, are linked back to the original request.