Create Purchase Orders (PO #s)

Overview

Updated 05/31/2022

Avionté provides users with the ability to allocate multiple Purchase Orders to a start. If there is ever a time when a contractor is assigned to various projects for one client, Avionté users can easily track and manage what has been completed and which projects are pending completion.

Note: The Threshold Notifications don't work for Integrated Clients.

Users can also set notifications when they are close to reaching their client’s PO threshold amount by simply checking a box.

You will be able to check a box to indicate that you would like to receive an email with the threshold amount is reached. To set up the notification, go into the desired Company profile –> POs tab and enter the information. Lastly, check the box to set the notification.

• Click here for information on PO #s in Classic/Back Office

Create a Purchase Order
    Thresholds
Examples
Duplicate PO Numbers
    New Purchase Order #
    Updating Purchase Order #

Create a Purchase Order

1. Go to the Company record where you want to add the PO # for.
2. Click on the POs sub-tab.
   Note: The PO # must be unique or you'll be prevented from adding (for that Company).
   
   
   
   
3. Click on the Add New PO button
   
   
   
   
4. Enter information into the following fields:
   1. PO Number: Enter a unique alphanumeric value (duplicates aren't allowed)
   2. Net Amount: Enter the total amount of the PO
   3. Remaining: Enter an amount if part of the PO has previously been used.
   4. Description: Enter a description about the Purchase Order
   5. Send Notification Email when remaining amount reaches threshold (checkbox): Check this to receive a notification when the amount reaches the Threshold amount.
      Note: The Threshold Notifications don't work for Integrated Clients.
      
      

Thresholds

If you click the checkbox for Send Notification Email when remaining amount reaches threshold, then 2 new fields will appear:

• Threshold: Enter the amount to receive the notification
• Notifications To: Type a name and select the User(s)

Click on the Create PO button

Examples

Note: Be sure to enter the amount in the Remaining field.  This can be very helpful in the event the Net Amount and Remaining don't match (Example: the PO # has been partially used prior to setup in BOLD).

If the Purchase Order hasn't been used, and you have one for $75,000, then you would use:

• Net Amount = 15,000
• Remaining = 15,000

If you have a Purchase Order for $15,000, but only $1,000 remain when you enter into BOLD, then you would use:

• Net Amount = 15,000
• Remaining = 1,000

Duplicate PO Numbers

The Purchase Orders sync to Classic / Back Office.

• Click here for information on PO #s in Classic/Back Office

New Purchase Order #

When creating a Purchase Order (PO) Number, it must be unique for that Company. All PO #s in your system must be unique, and there are any duplicates previously listed then you’ll be prompted to update to a unique PO #.

1. The PO Number must be unique otherwise you’ll be prevented from adding.
   
   
   
   
2. Once the PO Number is validated, you are able to finish adding.
   
   

Updating Purchase Order #

Go to the Company record that has the Purchase Order you want to change.

1. Click on the POs tab
2. Click on the Edit button for the PO # to change.
   
   
   
   
3. Update the PO Number:
   
   
   
   
4. If the new PO # is a duplicate, you’ll see an error message (it takes a couple seconds to display)
   
   
   
   
5. Once you type in a unique PO #, the error message will disappear.
6. Click on the Update PO button
   
   
   
   
7. Notice the PO Number has been updated