Purpose Statement
Purchase Order (PO) Boards within the Assets module provide a structured workflow for managing procurement requests. They enable Fire/EMS agencies to track, approve, and manage equipment and supply purchases through customizable approval processes—ensuring accountability, proper authorization, and streamlined purchasing operations.
Background Information
Purchase Order Boards act as dedicated workflow spaces for organizing procurement by department, cost center, or purchasing category. Each board can be configured with unique approval chains, assigned teams, and automated notifications aligned with agency policies.
This structure helps:
- Maintain fiscal accountability
- Provide visibility into purchasing activity
- Enforce approval hierarchies
- Support efficient procurement lifecycle management
Proper configuration is critical for ensuring compliance and operational efficiency.
Required Permissions
To create and manage Purchase Order Boards, users must have:
- Assets module administrative access
- Setup section permissions
- Purchase Order configuration permissions
- Orders management permissions
- Board creation/editing permissions
If access is unavailable, contact your system administrator.
Video
Step-by-Step Guide
1. Navigate to Setup
- Go to the Assets Module
- Click Setup
2. Access Orders Configuration
- Select Orders
- This section controls Purchase Order settings, including board creation and workflow configuration.
3. Create a New Board
- Click + Board
- This opens the configuration screen to define a new Purchase Order workflow.
4. Enter Board Name
- Input a clear, descriptive name that clearly communicates to end users which board is appropriate for their request.
- Choose a name that reflects the department, function, or purchasing category (e.g., Training Equipment, Apparatus Maintenance).
- The board name entered will populate at the top as a display example.
5. Assign Teams or Users
- Select the users or teams for assigned to the board.
- These users will be able to submit, view, and manage purchase orders within this board. Assigning the correct group ensures proper access and organization.
6. Assign Approvers
- Select users responsible for approvals.
- Approvers will receive notifications when a PO is submitted and must approve requests before they can proceed. Assign based on spending authority and organizational hierarchy.
7. Configure Notifications
- Enable notifications for:
- Assigned users - staff members in the Assigned To field
- Request submitters - staff member submitting the purchase order request
- Approvers - staff members in the Approvers field
Notifications help keep all stakeholders informed throughout the PO lifecycle and ensure timely approvals and updates.
8. Require Signature for Submission (Optional)
- Enable Signature Required if applicable.
- When enabled, users must provide a signature before submitting a purchase order.
- This adds an additional layer of authorization and is useful for agencies requiring formal approval or audit compliance.
9. Set Archive Timeline
- Enter the number of days after a PO is closed before it is archived.
- This controls how long completed orders remain visible on the active board before moving to archived records.
- Set this based on reporting needs and operational visibility.
10. Enter Short Code
- Input a 3-letter board short code.
- This code is used in PO numbering and should be unique and meaningful (e.g., TRN, OPS, MED) for easy identification and tracking.
11. Set Last PO Number
- Enter the most recent PO number on record.
- The system will automatically generate the next PO number by incrementing this value, ensuring continuity in your numbering system.
12. Save the Board
- Click Save
- This finalizes the configuration and makes the board available for use.
Best Practices
Do:
- Use clear, descriptive board names
- Assign approvers based on authority levels
- Set realistic archival timelines
- Use intuitive short codes
- Document board configurations for consistency
Don’t:
- Create unnecessary boards that fragment workflows
- Assign unauthorized users as approvers
- Use unclear or duplicate short codes
- Archive POs too quickly
- Forget to save changes
Troubleshooting & FAQs
Q: Why must the short code be exactly 3 letters?
A: It standardizes PO numbering and ensures consistency across the system.
Q: Can I edit a board after creation?
A: Yes, but changes may impact active purchase orders.
Q: What happens when a PO is archived?
A: It is removed from active view but remains available for reporting and historical reference.
Q: Can users belong to multiple boards?
A: Yes, users can be assigned to multiple boards as needed.
Q: How should I set the archive timeline?
A: Base it on procurement cycles, reporting needs, and retention policies.
Additional Considerations
Board Organization Strategies
- Separate boards by:
- Spending authority levels
- Equipment categories (apparatus, medical, facilities)
- Departments (operations, training, admin)
- Grants or special projects
Approval Workflow Design
- Define:
- Single vs. multi-level approvals
- Backup approvers
- Emergency purchasing workflows
- Documentation requirements
Notification Management
- Ensure:
- Timely alerts for approvers
- Status visibility for requesters
- Completion notifications
- Escalation for overdue approvals
Numbering System Planning
- Align with:
- Existing accounting systems
- Fiscal year tracking
- Purchase volume expectations
Budget Integration
- Coordinate with:
- Department budgets
- Fiscal calendars
- Grant requirements
- Expense tracking (capital vs. operational)