Purchase Orders: Creating Purchase Order Boards
Purpose Statement
Purchase Order (PO) Boards within the Assets module provide organized workflow management for procurement requests, enabling Fire/EMS departments to track, approve, and manage equipment and supply purchases through customizable approval processes. This functionality streamlines purchasing workflows, ensures proper authorization, and maintains accountability throughout the procurement lifecycle.
Background Information
Purchase Order Boards serve as dedicated workflow spaces for managing procurement requests specific to different departments, cost centers, or purchasing categories. Each board can be configured with unique approval chains, team assignments, and automated notifications to match organizational purchasing policies. The board system supports proper fiscal controls while maintaining visibility into pending orders, approved purchases, and archived transactions. Proper board configuration is essential for establishing clear purchasing authority, maintaining budget accountability, and ensuring efficient procurement operations.
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Required Permissions
Users must have administrative permissions within the Assets module to create and configure Purchase Order Boards. Required permissions typically include:
- Assets module administrative access
- Setup section permissions
- Purchase Order configuration permissions
- Orders management permissions
- Board creation and editing permissions
Contact your system administrator if you cannot access Purchase Order Board configuration.
Step-by-Step Guide
1. Click on Setup within the Assets Module.
Assigned to the Board
Submitting the PO Request
Approvers
The next PO generated will be one number higher.
Best Practices
Do:
- Use clear, descriptive board names that identify the purchasing category or department
- Assign appropriate approvers based on spending authority and organizational hierarchy
- Configure realistic archival timelines that balance active board visibility with record retention
- Choose short codes that are intuitive and relate to the board's purpose
- Document board configurations for consistency across similar purchasing categories
Don't:
- Create too many boards that fragment the purchasing process unnecessarily
- Assign users without proper authorization to approve purchases
- Use ambiguous short codes that may cause confusion with PO identification
- Set archival timelines too short, which may archive active orders prematurely
- Forget to save configuration changes before navigating away
Troubleshooting & FAQs
Q: Why must the short code be exactly 3 letters? A: The 3-letter short code provides standardized PO numbering across the system while remaining concise and easy to reference.
Q: Can I modify a board's configuration after it's been created? A: Yes, board configurations can be edited through the same setup interface, but consider the impact on active purchase orders.
Q: What happens to POs when they're archived? A: Archived POs are moved out of active board view but remain accessible for reporting and historical reference.
Q: Can one user be assigned to multiple boards? A: Yes, users can be assigned to multiple boards if they need access to different purchasing categories or departments.
Q: How do I determine the appropriate archival timeline? A: Consider your typical procurement cycle, record retention requirements, and how long orders remain relevant on active boards.
Additional Considerations
Board Organization Strategies
Consider creating separate boards for:
- Different spending authority levels
- Major equipment categories (apparatus, medical equipment, facilities)
- Department-specific purchasing (operations, training, administration)
- Special projects or grant-funded purchases
Approval Workflow Design
Establish clear processes for:
- Single vs. multi-level approvals based on purchase amounts
- Backup approvers for when primary approvers are unavailable
- Emergency purchase procedures
- Documentation requirements for different purchase types
Notification Management
Configure notifications to:
- Alert approvers promptly without overwhelming them
- Keep requesters informed of purchase status
- Notify appropriate personnel when orders are completed
- Escalate overdue approvals when necessary
Numbering System Planning
When configuring PO numbers:
- Coordinate with existing accounting or procurement systems
- Consider fiscal year designations if needed
- Ensure continuity if migrating from another system
- Plan for volume of expected purchases
Integration with Budget Management
Coordinate PO Boards with:
- Department budget allocations
- Fiscal year purchasing calendars
- Grant funding requirements
- Capital vs. operating expense tracking
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