Create Purchases

This guide outlines the steps to create a purchase order

Step 1: Initiate Purchase Order 0:00

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• Open the ION system.

• Click on 'Create Purchase Order' to start the process.

Step 2: Assign Procurement Agent 0:15

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• Assign the purchase order to yourself or the designated procurement agent.

Step 3: Fill Out Purchase Order Details 0:21

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• Add relevant labels to the purchase order.

• Enter all necessary details including:

  • Supplier information

  • Default terms

  • Billing and shipping locations

  • Specific supplier instructions.

Step 4: Add Purchase Order Line 0:55

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• Click on 'Add Line' to include items in the order.

• Select the part you wish to order.

Step 5: Set Quantity and Cost 1:08

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• Specify the quantity of the item.

• Enter the cost of the item.

• Optionally, click the info button to view historical costs for reference.

Step 6: Specify Need Date 1:32

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• Enter the expected need date for the order.

Step 7: Add Quality Clauses, Bulk Update Attributes, Add SNs 1:45

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• Include any quality clauses or additional attributes as necessary.

Bulk Updating

1. You can bulk update attributes across PO Lines by selecting the lines you need to change, and selecting change attributes.

   
2. From there, select the attribute you want to bulk update, and update that attribute across all PO lines.

   

Autogenerate or Manually Update SNs and Lot numbers

Select the inventory and hit Generate SNs as seen below. This will generate SNs for all selected inventory on the PO line.

In addition you will have the ability to manually update the SN or Lot number per inventory line.

Step 8: Copy PO Lines

You will also have the ability to copy PO lines by simply selecting the PO line you want to duplicate and hitting copy in the bottom floating toolbar.

Step 8: Add Fees 1:52

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• If applicable, add any fees such as sales tax (e.g., 8%).

• You have too options, fixed which is a fixed amount, or percentage which is a percentage of the PO line subtotal.

You can change the PO Line subtotal by selecting Fee Exempt on PO lines to not include them in the subtotal.

Step 9: Review Summary and Attachments 2:06

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• Review the summary of the purchase order.

• Upload any necessary attachments or documents.

Step 10: Submit for Approval 2:19

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• Submit the completed purchase order for approval.

Cautionary Notes

• Ensure all details are accurate before submission to avoid delays.

• Double-check the assigned procurement agent to ensure proper accountability.

Tips for Efficiency

• Use historical cost data to make informed decisions on pricing.

• Keep supplier instructions clear and concise to avoid misunderstandings.

• You can also duplicate a PO by selecting Duplicate in the overflow menu at the top of the Purchase.

Link to Loom

https://loom.com/share/dbcefa0d4b0149dbb8a766bc7f27c466