Purchase Order Set-up Documentation

Keystyle Support Team -

Corresponds with V: 1.12 of the Portal

QUICK LINKS:

 

Pre-Requisite Setup:

PO Company Parameters

LOCATION: Viewpoint, Purchase Orders, Programs, PO Company Parameters

  • On the Requisition Info tab, you will need to make sure you uncheck the “Approval Required on RQ for Purchase setting. If this setting is left checked, you will not be able to submit Purchase Orders through the portal.

VA Data Security Setup

LOCATION: Viewpoint, Viewpoint Administration, Programs, VA Data Security Setup

  • If any of these datatypes are secured, the KDSUser in your VA User Profiles list will need to have access to them in order to use the Purchase Order functionality in the portal. If there is no KDSUser in VA User Profiles, you will need to add it and give it access to all datatype security groups.

PORTAL SETTINGS:

LOCATION: Admin, Portal Settings, PO Dashboard

  • Allow manual entry of PO Number on Pending PO

    • If this setting is enabled, when creating a Pending PO, you can specify what the PO number should be instead of having it auto assigned.

  • Allow manual entry of PO Number on Quick Create and Standard PO

    • If this setting is enabled, when creating a PO through Quick Create or the PO Dashboard, you can specify what the PO number should be instead of having it auto assigned.

  • Cost Types to Include For PO’s (Leave blank to include all) – Comma Separated

    • You can use this setting to restrict the cost types available when adding a Job, Expense or Work Order item to a Purchase Order.

  • Disable Material Requests and Material Orders on PO Dashboard

    • If this setting is enabled, New PO Requisition and New Material Order will no longer be options under New Item on PO Dashboard.

  • Enabled PO Companies (comma separated)

    • To enable Purchase Orders for any company in the portal, it will need to be listed in this setting.

  • Include Phases from the Phase Master in the Phase dropdown

    • If this setting is enabled, you will be able to select all phases from the Phase Master instead of having them filtered by Job.

  • Pending PO’s –Hide Pending PO Number Until Approval

    • If this setting is enabled, the PO number will not show on Pending Purchase orders until they are approved.

  • Purchase Order SSRS Report Override (include .rdl in filename)

    • This setting is where you will list your custom Purchase Order SSRS report filename if you no longer wish to use the Keystyle portal default Purchase Order report.

  • Purchase Orders: Enabled EMCo for Lookups (comma separated) – Blank Value for all

    • You can use this setting to limit which EMCo’s are available in Purchase Orders in the portaL

  • Purchase Orders: Enabled GLCo for Lookups (comma separated) – Blank Value for all

    • You can use this setting to limit which GLCo’s are available in Purchase Orders in the portaL

  • Purchase Orders: Enabled INCo for Lookups (comma separated) – Blank Value for all

    • You can use this setting to limit which INCo’s are available in Purchase Orders in the portaL

  • Purchase Orders: Enabled JCCo for Lookups (comma separated) – Blank Value for all

    • You can use this setting to limit which JCCo’s are available in Purchase Orders in the portal

  • Purchase Orders: Enabled SMCo for Lookups (comma separated) – Blank Value for all

    • You can use this setting to limit which SMCo’s are available in Purchase Orders in the portal

  • Receiving: Default Receiving to On for PO

    • When enabled, the Receiving On/Off button will default to On.

  • Receiving: Require Attachments

    • When enabled, attachments will be required when receiving units to PO’s through the portal.

  • Receiving: Show Unit Cost in Grid

    • When enabled, the unit cost will be displayed in the PO Item Line grid once a PO is selected on the Purchase Orders

  • Receiving: Use Initials instead of Full Username for “Received By” Field

    • When this setting is checked, the portal will use the employee’s initials instead of the first 10 characters of their name for any ordered by or received by fields in the portal and in Vista.

  • Standard Vendor List – Comma Separated

    • Standard Vendors to include in quick-pick dropdown. Users can click the globe icon to access all vendors, but this list will be included, AP Vendor Master

  • Use a super lookup for Job and Equipment on Create PO

    • If you have a large number of Jobs or Equipment this feature will remove the dropdown of jobs or equipment and allow you to search by simply typing in what you are looking for (either the number or part of the name). This will save loading time and allow users to search faster.

  • User Group for Purchasing Dashboard Access

    • This will give access to Purchasing Agent Dashboard. Office Tools > Purchasing Agent Dashboard

    • The groups available in this setting are set up in Admin > Manage Employee Groups (If you are unfamiliar with this page check out this article: Manage Employee Groups)

    • A Purchasing Agent will be able to create Purchase Order’s from PO Requisitions on the Purchasing Agent Dashboard and have access to all Purchase Order modules in the portal.

    • They will also be able to close purchase orders from this page.

 

USER ACCESS:

LOCATION: Admin User Access > PO dropdown

  1. Create PO: This will give a user access to the PO Dashboard and allow them to create New Purchase Orders and New SM Purchase Orders.

  2. PO Requisition: This will give a user access to the PO Dashboard and allow them to create New PO Requisitions and New Material Orders.

  3. PO Receiving: This will give a user access to PO Receiving.

  4. Quick PO: This will give a user access to PO Quick Create.

  5. Pending PO: This will give a user access to the PO Dashboard where they will be able to create a New Pending PO and Create Pending PO.

 

PO Quick Create

LOCATION: Field Tools, PO Quick Create

This form is used to quickly allow a user to create a PO header / reserve a PO number and it is designed to work perfectly on a mobile device. This can be assigned to users that only need to quickly reserve a PO number and then the PO items can be added later in the PO dashboard. If the user assigned to PO quick create does not have permissions to the PO Dashboard another user who does will be able add the lines to the PO. PO Quick Create can also be used as a way to reserve a PO if there isn’t time to add in those PO items, but they can be added later.

  • This Purchase Order number creates a header in Viewpoint [PO Purchase Order Entry]

  • Actual Cost detail (item lines) can be entered in at a later time using PO Dashboard

  • Admins can view who generated each Purchase Order in Purchasing Agent Dashboard


  1. PO Company: This is the company that will hold the Purchase Order.

  2. Vendor: This dropdown will list vendors that have been listed in the Standard Vendor List portal setting and your most recent vendors. If you need to select a vendor that isn’t listed, you can search all vendors by clicking on the globe button.

  3. Job: This will list all open jobs in the enabled PO Companies listed in the portal settings.

  4. Description: Purchase Order entry header.

  5. Date: Purchase Order date.

  6. PO: You can manually assign the PO number.

  7. Auto PO: If you check this box, the portal will automatically assign the PO number.

  8. Amount: Amount to be listed in the PO header.

  9. Attachments: This is where you can attach any documents or pictures.

  10. Reserve PO Number: Click this button to Reserve the PO number.

  11. Clear Form: Click this to clear the data entered in your form.

PO Dashboard

LOCATION: Field Tools, PO Dashboard

This module allows users to view processed purchase orders, reserved purchase orders, purchase order requisitions, and material orders. This module also allows users to create new purchase orders, purchase order requisitions, material orders, SM purchase orders, and pending purchase orders.

    • Purchase orders written to a job that are processed (submitted in the portal or initialized in Vista) will show up in Vista > Programs > PM Purchase orders.

    • Purchase orders not job related that are processed (submitted in the portal or initialized in Vista) will be visible in Vista > PO > Reports > PO Drilldown.

  1. Search By Job: Using this dropdown, you can select to see all of the items you have submitted or search by any open jobs in Vista.

  2. Status: Using this dropdown, you can select to see all status types or filter by Open, Complete, or Closed purchase orders.

  3. Search: Using this search, you can search by PO Number, Vendor Name, Item, Amounts, or Remaining Units.

  4. New Item: Use this button to create a New Purchase Order, PO Requisition, Material Order, SM Purchase Order and Pending PO’s. Which fields appear in this dropdown are dependent on the access given in User Access.

    1. New Purchas Order

    2. Quick Create PO

    3. New PO Requisition

    4. New Material Order

    5. New SM Purchase Order

    6. New Pending PO

  5. Record Type: As you select the different Record Type options available in the PO Dashboard Header, your grid will change to show the appropriate information based on your selection.

  1. Processed Purchase Orders

  2. PO Requisitions & Reserved PO’s

  3. Pending Purchase Orders

  4. Material Orders

 

Processed Purchase Orders:

By selecting this radio button, you will be able to view PM Purchase Orders that have been processed.

  • This page displays details on purchase order items that have been interfaced

  • Use the search by Job dropdown to view all purchase orders on a job

  • By default, only purchase orders that originated via a portal request and are items you have submitted show in the grid.

  • On each line there is a blue icon on the far right. This icon allows users to drill down into PO Item detail, download a copy of the purchase order form, and allow Purchasing Agents the ability to close a Purchase Order.


    • The PO Details window will show item details and the units received on the PO.

PO Requisitions & Reserved PO’s:

By selecting this radio button, you will be able to see all reserved PO’s (submitted through PO Quick Create) and all PO Requisitions.

  • By default, only requests made by the user are shown. (Items that I’ve submitted)

  • The grid will show any requests with a PO# that were created by PO quick create and have not had their cost detail (items) filled out. It will also show any reserved PO’s that have not been submitted.

  • All requests are stored in Vista in the PO Requisition Form

  • All requests that are not assigned a PO are available for the purchasing department to review in Office Tools > Purchasing Agent Dashboard

  • Click the request to view its detail

    • On the reserve PO page, you can add in the items to the PO by clicking the Add item button in the bottom section of the page.

    • Once you have filled out the information, you can process the PO by clicking Submit PO in the top right. It will then become a processed PO.

Pending Purchase Orders:

By selecting this radio button, you will be able to see all PO’s in the Pending PO Process. For more detail on Pending PO Set-up see: Create Pending PO

  • By default, only pending purchase orders submitted by the logged on user or that need to be approved by the logged on user are shown.

  • Use the search by Job dropdown to view all the pending purchase orders on a job.

  • By clicking on a pending PO, you can view all of the information in the PO, view the PO Pending Workflow.

  • If you are an approver, you can approve the purchase order from this page.

Material Orders:

By selecting this radio button, you will be able to see all Material Orders.

      • By Default, only material orders submitted by the logged on user are shown.

      • Use the search by Job dropdown to view all the material orders on a job

 

New Purchase Order

  • Click the New Item button and select New Purchase Order from the PO Dashboard Page to create a purchase order.

NOTE: Only users assigned Create PO in User Access will be able to see this option.

  1. Company: This will automatically select the company you are logged in with, but you can change it to any company enabled for Purchase Orders (see the portal setting: “Enabled PO Companies”)

  2. Date: This date field will automatically use todays date, but you can change it if you need to.

  3. Description: Before the purchase order header can be saved, you will need to type in a description of your PO

  4. Notes: You can add any additional notes for this purchase order in this field.

  5. Save Header: Once you click Save Header, you will see the option to add in items to the purchase order. Once you have saved the Header you will have a requisition # and be able to start adding lines (Step 13)

  6. Submit PO: This button will be greyed out until you have added at least one item to it.

  7. Receiving: By having this switch turned on, you are marking all items added to the PO with the receiving flag. This will allow other users to receive these items to this PO once it has been submitted in the portal or processed in Vista.

  1. Vendor: This field must be filled in before you can assign a PO number. The dropdown will allow you to select a vendor from the standard vendors listed in the portal setting: “Standard Vendor List” and from your most recents. If you would like to select a vendor that isn’t listed, you can clock the globe icon to search for any vendor in the AP Vendor Master.

  2. Ordered By: Once the purchase order header is saved, this field will populate with the logged in user’s name.

  3. Job: By filling in this field with a Job, you will make this whole PO a Job PO. This means that all items you add to it will need to be Job related items.

  4. PO / Auto PO: In the PO field you can type in the PO number you want or you can check the Auto PO checkbox which will pick the next number in the sequence.

    • This field will only appear if the setting “Allow manual entry of PO Number on Quick Create and Standard PO”

    • If the portal setting: “Use Job-Based PO Numbering for Job PO's” is enabled, the auto assign PO will use the job number selected in the header as a pre-fix to the PO number.

  5. Assign PO: Clicking this button will assign a PO number to the purchase order depending on whether the PO number was manually entered or the Auto PO checkbox was checked.

  6. Add Item: By clicking this button you can add an item to the PO. If you had filled out a job in the header, it will limit your items to Job items. If you did not fill in a Job in the header, you will be able to add a Job, Inventory, Expense, Equipment, or Work Order item.

  7. Save: Click the save button after each step to save the information you entered.

  8. Attachments: Use this button to add attachments to the purchase order.

  1. PO: Once you have assigned a PO number it will be displayed here.

  2. Job Line: If you add an item line to the purchase order, you will need to fill in all of the required information.

    • If you would like to hide any of these fields, you can go to Vista > From Properties in PO Purchase Order Entry > System Overrides tab > and uncheck the Show on Form setting.

  3. Submit PO: Once you have added all of the items on the PO, you can click the Submit PO button. This will initialize and process the PO in Vista.

New PO Requisition

Click the New Item button and select New Purchase Order to create a purchase order.

  • Enter a Description to get started

  • Click Add item to add a new cost allocation

  • Fill out the fields as desired

  • Click save when finished

  • This will be available on the PO Agent Dashboard for the PO Agent to edit or use to create a purchase order.

NOTE: Only users who have been given permission to PO Requisition on the user access page will be able to add a New PO Requisition

 

New Material Order

  • Enter a Description to get started

  • Click Add item to add a new cost allocation

  • Fill out the fields as desired

  • Click Submit MO to create the material Order

NOTE: Only users who have been given permission to PO Requisition on the user access page will be able to add a New Material Order

New SM Purchase Order

  • Enter a Description to get started

  • You can use the Assign PO function to use a manually entered PO number or have it Auto assigned by checking the Auto PO checkbox.

  • Fill out the fields as desired

  • Click Submit PO to create the SM Purchase Order

NOTE: Only users assigned Create PO in User Access will be able to create new SM Purchase Orders

Purchasing Agent Dashboard

LOCATION: Office Tools, Purchasing Agent Dashboard

The Dashboard displays a list of all requisitions.

Creating a Purchase Order from requisitions

  • Fill out the Unit Cost as Desired

  • Select a Vendor

  • Enter a PO Prefix if desired

  • Check the Receiving box if the purchase order will be tracking shipments

  • Click Save to create the purchase order



PO Receiving

LOCATION: Field Tools, PO Receiving

This module is designed to allow receivers to snap an image of a ticket and post it against a purchase order

  • Use Job and Vendor filters to quickly find the purchase order you wish to receive against

  • Module opens a receiving batch, validates the batch, and posts the batch.

  • Remaining units will update on PO Dashboard once the PO has been initialized in AP

NOTE: Only users who have been assigned PO Receiving in User Access will be able to use PO Receiving

Create Pending PO

LOCATION: Field Tools, Create Pending PO

This option is designed to create Purchase Orders that require approval if the amount of the PO’s is over the threshold amount set up in PO Approval Workflow.

NOTE: Because PO Pending depends on viewpoint’s workflow you will need to have a VA user profile in order to create a Pending PO in the portal.

  • Enter a Description, Vendor, Job, and a PO number to get started

  • You can use the Assign PO function to use a manually entered PO number or have it Auto assigned by checking the Auto PO checkbox.

  • You can add attachments by clicking the attachment button and you can add shipping information by clicking the Shipping Info button.

  • Click Save Header to save what you have so far and start adding items.

  • Fill out the fields as desired

  • Click Save. Once it is saved, you can click the View Workflow button to see the approval workflow

  • Clicking Submit for Approval will submit the Purchase Order to the next step of approval.



Purchase Order Review

LOCATION: Approval, Purchase Order Review

This section of the portal is only available to those who are reviewers for PO’s.

  • Here PO reviewers can approve or reject pending purchase orders.

  • Once all of the steps in the approval workflow or the highest leveled approver has approved the Purchase Order, it will show up as approved on the PO Dashboard.

  • From the PO Dashboard, anyone who has access to PO Pending on the User Access page will be able to Process an approved Pending PO.

 

 

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