1. Equipment Rental
  2. Rental Management
  3. Rental processes
  4. Purchasing
  5. Purchase orders

Create and send purchase orders

You can create, send, and amend a purchase order. You can create a purchase order from:

  • A stand-alone order from the All purchase orders page
  • A project
  • A sales order
  • The vendor page

This flow explains how to create a stand-alone purchase order from the All purchase orders page.


Purchasing agent Purchasing agent Purchasing manager Purchasing manager Start Start Create a purchase order Create a purchase order You can create a purchase order from the Accounts payable or Procurement and sourcing modules. Procedure 1. Go to Accounts payable > Purchase orders > All purchase orders. Note: You can also create a purchase order via Procurement and sourcing > Purchase orders > All purchase orders. 2. Click New. 3. In the Vendor account field, enter or select the desired record. 4. In the Site field, enter or select the desired value. 5. In the Warehouse field, enter or select the desired value. 6. Click OK. 7. Close the page. What item or object  should you add to the purchase order? What item or object  should you add to the purchase order? Add serialized item to purchase order line Add serialized item to purchase order line You can add a serialized business object to a purchase order line to procure it from a vendor. After you assign a serial number, the business object is automatically created. The following fields are updated for the created business object: Physical and financial owner: purchasing company, no financial owner Category: ‘Pending’ Fixed asset number: no Procedure 1. Go to Accounts payable > Purchase orders > All purchase orders. Note: Purchase orders can also be accessed via the Procurement and Sourcing module 2. In the list, select the desired record. 3. In the Item number field, enter or select the desired record 4. In the Item number field, enter or select a value. 5. In the Unit price field, enter a value. Note: In normal situation the unit price is populated with a price agreed with the vendor in the trade agreement. 6. Click Rental. 7. Click Create serial numbers. 8. In the Serial number field, In the Serial number field, fill in the serial number that will be used.. Note: The serial number can be either the serial number provided by the vendor or the serial number created by you own company 9. In the Fleet number field, In the Fleet number field, fill in the fleet number. Note: The Fleet number will be provided by your own company. 10. In the Manufacturing date field, enter a date. Note: The manufacturing date is the date that the item is created. This date will be provided by the vendor. 11. Click OK. 12. Close the page. Add service item to purchase order line Add service item to purchase order line You can procure the service by adding the service item to the line. Procedure 1. Go to Accounts payable > Purchase orders > All purchase orders. Note: Purchase orders can also be accessed via the Procurement and Sourcing module 2. In the list, select the desired record. 3. In the Item number field, enter or select the desired record 4. In the Item number field, enter or select a value. 5. In the Unit price field, enter a value. Note: In normal situation the unit price is populated with a price agreed with the vendor in the trade agreement. 6. Click OK. 7. Close the page. Add bulk item to  purchase order line Add bulk item to  purchase order line You can add a bulk item to a purchase order line to procure it. A bulk item has no serial number and is usually procured in large quantities. You can assign a fixed asset number in one of the following ways: Manually Automatically (based on fixed asset parameters) A bulk item does not have its own business object number. When you purchase a bulk item, the related business object quantity is updated. Procedure 1. Go to Accounts payable > Purchase orders > All purchase orders. Note: Purchase orders can also be accessed via the Procurement and Sourcing module 2. In the list, select the desired record. 3. In the Item number field, enter or select the desired record. 4. In the Unit price field, enter a value. Note: In normal situations the unit price is populated with a price agreed with the vendor in the trade agreement. 5. Close the page. Is change management  enabled? Is change management  enabled? Confirmed purchase order Confirmed purchase order Submit purchase order to workflow Submit purchase order to workflow Submit the purchase invoice to the workflow so it can be reviewed. Procedure 1. Go to Accounts payable > Purchase orders > All purchase orders. Note: Purchase orders can also be accessed via the Procurement and Sourcing module 2. In the list, click the the desired record. 3. On the Action Pane, click Purchase. 4. Click Edit. 5. Click Workflow to open the drop dialog. 6. Click Submit. 7. In the Comment field, type a value. 8. Click OK. 9. Close the page. 10. Go to Default dashboard. Review purchase order Review purchase order As the assigned reviewer, review the purchase order. To finish the review, choose one of these options:Approve: The purchase order is approvedReject: The purchase order is rejected. The purchase order needs to be adjusted or cancelled.Request change: A change is required for the purchase order. The purchase order is re-assigned to the user who submitted it.Delegate: The purchase order must be reviewed by another user. It is delegated to another user defined in the workflow Procedure 1. Go to Accounts payable > Purchase orders > All purchase orders. Note: Purchase orders can also be accessed via the Procurement and Sourcing module 2. In the list, click the desired record 3. Click Workflow to open the drop dialog. 4. Click Approve. Note: You can also reject, request a change or delegate the purchase order. But in this example we approve the purchase order 5. In the Comment field, type a value. 6. Click OK. 7. Close the page. What is the  result of the review? What is the  result of the review? Confirm purchase order Confirm purchase order You can confirm the purchase order in two ways: With printing: Confirm the purchase order using the confirmation button. Without printing: Confirm the purchase order using the confirm button. To view the confirmation document, go to the Purchase orders page. On the Action Pane, click the Purchase tab. In the Journals group, click Sub rental order confirmations. Procedure 1. Go to Accounts payable > Purchase orders > All purchase orders. Note: Purchase orders can also be accessed via the Procurement and Sourcing module 2. In the list, find and select the desired record. 3. On the Action Pane, click Purchase. 4. Click Confirm. 5. Close the page. 6. Go to Default dashboard. Purchase order rejected Purchase order rejected Create manual or from Rental order? Create manual or from Rental order? Create Purchase order from Rental order Create Purchase order from Rental order Procedure 1. Go to Rental order management > Rental orders > All rental orders. 2. In the list, find and select the desired record. 3. Go to Rental order tab in Action pane. Click Purchase order. 4. Select the Include check box on every line to be included in the purchase order. 5. In the Vendor account field, enter or select a value. 6. Click OK. 7. Click Cancel. 8. To access the newly created purchase order, Go to the Action Pane, click General. 9. Click Purchase order. Yes No Delegated Rejected Approved Request change Manual Rental order

Activities

Name Responsible Description

Create a purchase order

Purchasing agent

You can create a purchase order from the Accounts payable or Procurement and sourcing modules.

Add serialized item to purchase order line

Purchasing agent

You can add a serialized business object to a purchase order line to procure it from a vendor. After you assign a serial number, the business object is automatically created.

The following fields are updated for the created business object:

  • Physical and financial owner: purchasing company, no financial owner
  • Category: ‘Pending’
  • Fixed asset number: no

Add service item to purchase order line

Purchasing agent

 		You can procure the service by adding the service item to the line.

Add bulk item to  purchase order line

Purchasing agent

You can add a bulk item to a purchase order line to procure it. A bulk item has no serial number and is usually procured in large quantities.

You can assign a fixed asset number in one of the following ways:

  • Manually
  • Automatically (based on fixed asset parameters)

A bulk item does not have its own business object number. When you purchase a bulk item, the related business object quantity is updated.

Submit purchase order to workflow

Purchasing agent

Submit the purchase invoice to the workflow so it can be reviewed.

Review purchase order

Purchasing manager

 		As the assigned reviewer, review the purchase order. To finish the review, choose one of these options:
  • Approve: The purchase order is approved
  • Reject: The purchase order is rejected. The purchase order needs to be adjusted or cancelled.
  • Request change: A change is required for the purchase order. The purchase order is re-assigned to the user who submitted it.
  • Delegate: The purchase order must be reviewed by another user. It is delegated to another user defined in the workflow

Confirm purchase order

Purchasing agent

You can confirm the purchase order in two ways:

  • With printing: Confirm the purchase order using the confirmation button.
  • Without printing: Confirm the purchase order using the confirm button.

To view the confirmation document, go to the Purchase orders page. On the Action Pane, click the Purchase tab. In the Journals group, click Sub rental order confirmations.

Create Purchase order from Rental order

Purchasing agent

See also

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