Purpose Statement
This guide explains how to submit purchase orders for equipment, supplies, and inventory items through the Assets module. The purchase order system streamlines the procurement process, ensures proper approval workflows, and maintains accurate financial records. Users can submit requests for items from approved vendors while maintaining accountability and budget tracking throughout the purchasing lifecycle.
Background Information
Purchase orders are essential for maintaining fiscal responsibility and inventory control within fire and EMS departments. The system supports two types of users: those with full purchasing authority who can enter complete order details including vendor and billing information, and requestors who can submit purchase requests for approval by authorized personnel.
The platform integrates with the department's vendor directory and inventory management system to ensure accurate item selection and pricing. Purchase orders can be tracked from submission through approval, ordering, and delivery, providing complete visibility into the procurement process.
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Required Permissions
Users must have appropriate permissions based on their role:
Standard Users (Requestors):
- Access to Assets module
- Purchase order submission rights
- Inventory item selection access
Authorized Users (Purchasers):
- All standard user permissions
- Vendor selection rights
- Billing and shipping information entry
- Purchase order approval authority (if applicable)
Contact your system administrator to verify your permission level if you cannot access certain fields or functions described in this guide.
Step-by-Step Guide
Access Assets Purchase Orders
Navigate to Purchase Orders
Select Assets from the main navigation menu.
Click Purchase Orders from the left-side panel.
Create a New Order
Click Order (typically located in the upper right corner).
A new Purchase Order form will open.
Order Information Section (Authorized Users Only)
Select the Purchase Order Request Board
- Locate the Request Board or Purchase Order Board dropdown at the top of the order
- Select the appropriate board based on your agency’s workflow (e.g., Operations, Training, Maintenance, Grants)
Important Note:
The selected board determines workflow routing, approval structure, and reporting categorization. Selecting the incorrect board may result in delays, misrouted approvals, or inaccurate financial tracking.
Select a Vendor
Click the Vendor dropdown field.
Search or scroll to select a vendor from the Vendor Directory.
Input an Invoice number if received during the quote process, otherwise leave blank and this can be input during the approval and ordering process.
Important Note:
Vendors must be pre-configured in the Vendor Directory. If a vendor is missing, contact your administrator.
Select a Billing Agency
Click the Billing Agency dropdown.
Choose the appropriate billing entity (if your department has multiple funding sources or divisions).
Select the Receiving Location
Click the Receiving Location dropdown.
Choose the station, warehouse, or facility where items will be delivered.
Ensure this location aligns with where the inventory will be stored or assigned.
Enter Shipping Method & Tracking Details
Click inside the Shipping Method field.
Enter the shipping type (e.g., Ground, Overnight, Freight, Pickup).
Enter the Tracking Number (if known at time of entry).
Select the Desired Delivery Date using the calendar picker.
Info:
This is optional and may be updated later if not known at submission.
Enter Receiving Contact Person
In the Contact Person field, enter the name of the individual responsible for receiving the order.
Confirm the contact is assigned to the selected receiving location.
Adding Inventory Items
Open the Inventory Tab
Click the Inventory tab within the Purchase Order.
This is where line items are added.
Add an Inventory Item
Click Add Inventory.
A new item entry row will appear.
Tip:
Selecting the Barcode icon will turn on the device camera to allow users to scan the barcode for the SKU number, given the barcode has already been scanned in for that inventory item in Setup.
Search for the Inventory Item
Begin typing the item name in the search field.
Select the correct item from the dropdown results.
Use specific keywords for better search accuracy.
Confirm or Enter SKU Number
If applicable, verify the SKU # auto-populates.
If required, manually enter the SKU.
Enter Quantity
Enter the Desired Quantity in the quantity field.
Confirm the unit of measure (each, box, case, etc., if applicable).
Enter Unit Price
Confirm or enter the Current Price Per Unit for the item.
Ensure pricing matches vendor quotes or contracted pricing.
The Inventory Cost Total will update depending on quantity and Current Price Per Unit.
Info:
Costs below $1.00 must be input with a zero before the decimal, i.e. 0.99.
Warning:
Users are responsible for verifying that the auto-populated price reflects current vendor pricing at the time of purchase.
- Inventory pricing may not reflect real-time vendor changes
- Inaccurate pricing can impact budget approvals, financial tracking, and reporting
Best Practice: Always review and update the Unit Price during submission to ensure accuracy.
Adding Comments
Open the Comments Tab
Click Comments within the Purchase Order.
Enter Supporting Information
Add any relevant details:
Purpose of purchase
Urgency
Grant funding information
Incident or work order reference numbers
Special instructions
Detailed comments assist approvers in making informed decisions.
Submitting the Purchase Order
Review the Purchase Order
Before submitting, verify:
Vendor (if applicable)
Billing agency
Receiving location
Quantities and pricing
All required fields are complete
Submit or Approve
Click Submit to send the Purchase Order into the approval workflow.
If you have approval authority:
Click Approve to immediately approve the order.
Important Note:
Approved purchase orders will follow your agencies procurement workflow and policies.
Best Practices
Before Submitting
- Verify vendor availability
- Confirm budget availability
- Ensure quantities and pricing are accurate
- Review any auto-populated unit prices for accuracy
- Confirm receiving location and contact
Item Selection
- Use specific search terms
- Double-check SKU numbers
- Verify pricing matches vendor quotes
Documentation
- Include detailed comments
- Add grant or funding references
- Include incident/work order numbers
Vendor Management
- Use approved vendors only
- Confirm delivery capability
- Include vendor-specific details if needed
Troubleshooting & FAQs
Q: I don’t see vendor or billing options. Why?
A: These require purchasing permissions. Contact your administrator.
Q: Inventory item not appearing?
A: Contact your inventory manager to add it.
Q: Can I edit after submission?
A: No. Contact approvers for changes.
Q: What’s the difference between Submit and Approve?
A: Submit sends for review. Approve finalizes immediately (if permitted).
Q: Can I order items not in inventory?
A: Typically no. Contact your administrator for exceptions.
Q: Barcode scanner not working?
A: Check device permissions or use manual entry.
Additional Considerations
Approval Workflows
- May include multi-level approvals
- Budget thresholds may apply
- Emergency workflows may differ
Financial Tracking
- Impacts budget management and reporting
- Supports grant tracking and audits
- Accurate unit pricing at submission ensures reliable cost tracking throughout approval and receiving
Compliance Requirements
- Maintain documentation for audits
- Follow agency purchasing policies
- Adhere to grant and bidding requirements
Post-Submission Actions
- Monitor approval status
- Coordinate delivery
- Verify received items
- Address discrepancies promptly