Purchase Orders: Submitting Purchase Orders
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
If the request is being entered after the fact and or the user has approval permissions, they may select Approve.
Best Practices
Before Submitting
- Verify all items are in stock with the selected vendor
- Confirm budget availability for the purchase
- Check that quantities and pricing are accurate
- Ensure the receiving location and contact person are correct
Item Selection
- Use specific item names when searching to find the correct inventory match
- Double-check SKU numbers to avoid ordering incorrect items
- Verify unit prices match current vendor quotes or catalogs
- Always include the leading zero for prices under $1.00
Documentation
- Add detailed comments explaining the purpose or urgency of the request
- Include grant numbers or special funding sources if applicable
- Reference incident numbers or work orders if the purchase relates to specific repairs
- Note any special delivery instructions or restrictions
Vendor Management
- Only select vendors from the approved directory
- Verify the vendor can deliver to your specified location
- Confirm the vendor accepts your agency's purchasing terms
- Note any vendor-specific account numbers or contract references in comments
Troubleshooting & FAQs
Q: I don't see options to select vendors or billing agencies. Why not? A: These fields are only available to users with full purchasing authority. Standard users submit requests that authorized personnel will complete. If you believe you should have this access, contact your system administrator.
Q: The inventory item I need isn't appearing in the search results. What should I do? A: The item may not be in the inventory system yet. Contact your inventory manager to have the item added to the database before submitting your purchase order.
Q: Can I edit a purchase order after clicking Send? A: Once submitted, purchase orders enter the approval workflow and cannot be directly edited. Contact the approver or your purchasing department to request changes or cancellation.
Q: What's the difference between "Save Draft" and "Approve"? A: "Save Draft" submits the request for review and approval by authorized personnel. "Approve" is only available to users with approval permissions and immediately approves the purchase order, bypassing additional review.
Q: How do I know who will receive my purchase order request? A: Purchase orders are automatically routed based on your agency's approval workflow configuration. Contact your purchasing department or system administrator for details about your approval chain.
Q: Can I submit a purchase order for items not in the inventory system? A: Generally, items must be in the inventory database to be ordered through the system. For one-time or special purchases, consult your purchasing policies or contact your system administrator.
Q: The barcode scanner isn't working. What should I do? A: Ensure your device camera has permission to access the application. The barcode feature only works if SKU barcodes have been configured during inventory setup. If issues persist, use the manual search method instead.
Additional Considerations
Approval Workflows
- Purchase orders may require single or multi-level approval depending on dollar amount
- Emergency purchases may have expedited approval processes
- Budget restrictions may automatically reject orders exceeding allocated amounts
- Approved orders generate tracking notifications to all parties involved
Financial Tracking
Purchase orders integrate with:
- Department budget management systems
- Grant tracking and reporting requirements
- Year-end financial reporting and audits
- Inventory valuation and asset management
Compliance Requirements
- Maintain proper documentation for auditing purposes
- Follow agency purchasing policies and thresholds
- Adhere to competitive bidding requirements when applicable
- Ensure purchases comply with grant restrictions if using grant funds
Post-Submission Actions
After submitting a purchase order:
- Monitor the approval status through the system
- Coordinate with the receiving location contact person
- Update tracking information as it becomes available
- Verify receipt of items and match to purchase order
- Process any discrepancies or returns promptly
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