Evox Support Centre

The Process

Creating a Purchase Order

To create a purchase order:

1. Click on the Purchasing tab 
2. Click on the Create a Purchase Order link
   
3. Complete the generic purchase order information: 
   1. Enter the Job Number under which the main purchase is being made
   2. Select the Supplier from which the purchase is being made
      If the supplier doesn’t exist, jump to the notes below to create them 
   3. Select the Supplier Contact applicable for the purchase 
   4. Set the Delivery Date to the anticipated date of receipt of the purchase 
      This is important, as it will drive the accrual of costs by the Finance team at month end 
4. For each item being purchased: 
   1. Click the Add Line link 
   2. Complete the details relating to the item you’re purchasing: 
      1. Set the Group to the most appropriate high-level category for the purchase being made 
      2. Set the Type to the most appropriate description of the purchase being made 
         The selection of these two fields is critical to ensuring that finance records are accurate
      3. Set the Description to the details of the item you’re purchasing from the supplier 
      4. Set the Quantity to the quantity of the item that you require 
      5. Set the Unit to the units that tie in with the quantity (optional) 
      6. Set the Unit Price to the expected unit price of the item 
      7. If you’re raising the PO on behalf of someone, enter their name in the Requested By box
   3. Complete the details relating to where the costs of the purchase should be allocated 
      1. If the costs are against a different project number, click the Specify link to enter that project 
      2. Select the Activity it is to be costed to from the list shown 
      3. Leave the Reimbursable flag at Non-Chargeable 
      4. Click the Add button to add the line to the PO and generate a new Add Line template 
      5. Click the Cancel button on the pop-up once all lines have been added 
5. Check the Deliver To address to make sure it is correct – it can be amended using the Pick link if needs be 
6. Click the Create PO button 
7. This generates a pop-up that sends the purchase order to your selected supplier once it has been approved: 
   1. If you wish to send an email enclosing the PO, select the recipient(s) and add any message you choose 
   2. If you don’t want to send an email to the supplier, just close the pop-up 
8. The Project Approval may automatically be completed with your name, but if not click on the link under the heading: 
   1. If you are able to approve your own purchase orders, enter your four-digit PIN number where indicated 
      If you’re not sure what this is, see the next section for details on how to set it 
   2. If you are not able to approve your own purchase order, click on the name of an approver 
9. The Manager Approval will need to be completed, so click on the link under the heading: 
   1. If you are able to approve your own purchase orders, enter your four-digit PIN number where indicated 
      If you’re not sure what this is, see the next section for details on how to set it 
   2. If you are not able to approve your own purchase order, click on the name of an approver 

Once the purchase order is approved, the email (if created) will be sent to the supplier attaching your purchase order. 

Supporting Information

Setting your PIN number

To approve a purchase order or a sales invoice, you must enter your unique four-digit PIN. You can create this yourself as follows: 

1. Click on the Maintenance tab 
2. Select Personal Preferences under the Personal Settings heading 
3. Click the General tab 
4. Enter your four-digit PIN under the PIN heading 
5. Click Save Changes to save your PIN 

Keeping track of your Purchase Orders

You can keep track of your purchase orders on your Home page by enabling a dashboard box to show your outstanding tasks. 

1. Click on the Maintenance tab 
2. Select Personal Preferences under the Personal Settings heading 
3. Click the Dashboard tab 
4. Select the Tasks Outstanding widget 
5. Click Save Changes to save your PIN