Manual Purchase Orders How to Guide Improving homes and lives every day.

Purchase Orders Manual Purchase Orders are used to track current vendor invoicing to ensure timely receiving from the vendor and inputting onsite Once a purchase order is entered this will help you with what invoices are expected to be incoming to the property If you see a Purchase Order outstanding after 15 days the vendor should be contacted and invoice requested. The goal is for all invoice to be received within the operating month that service took place See the next slides for steps on the Purchase Order (PO) process Best practice is to enter the PO prior to or during your order process Improving homes and lives every day.

Purchase Orders Access the POs by going to “Purchasing” on the left hand side on the Site Manager dashboard Improving homes and lives every day.

Purchase Orders Then select “Add PO” to create a new purchase order Improving homes and lives every day.

Purchase Orders Once inside the purchase order screen fill in the following information in the following order. The more information included will help searching for Pos. Upper section Vendor – who/what company is doing the work Expense Type – Conv Property Expense Description – reason for the PO Order Date – date item/work was originated Required by date – expected receipt date of invoice Total Amount – will populate from the itemized list once you press save We will return to the Approval section later after pressing Save further in this process Improving homes and lives every day.

Purchase Orders Lower Section Property – Property where the work or item is being performed/delivered Unit – if this applies to a specific unit please identify here Description – include a brief overview of the work/item and its use GL Account – input the GL codes that applies here If you are not sure what to put here please reach out to your accounting supervisor Qty Ord – input the amount of items ordered or just input 1 if not known or not applicable to the PO Unit Price – the base amount for the service/item Base Total – will populate once you press enter as well as moving the overall total to th upper section “Total Amount” field Improving homes and lives every day.

Purchase Orders At this point your screen should resemble the screen shot below. Press Save now. Improving homes and lives every day.

Purchase Orders After pressing Save your PO should resemble the below screen shot – notice the amounts are now entered in the “Total Amount” field and “Base Total”. Print the PO at this time and place in your Bill BOok Improving homes and lives every day.

Purchase Orders Now your Bill Book is your go to place for POs Attach each printed PO to the invoice once it arrives After scanning into PayScan and completing that process the PO should be stapled to the invoice and filed at your property Close out PO – add instructions here to keep open POs to a minimum The files are open for audit as needed by management or owners Reach out to your regional if you have any questions on this process. This will help you maintain better relationships with your vendors as well as ensuring no late fees due to non-payment Improving homes and lives every day.