RealProperty PLUS Purchase Order Processing

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

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How to get there

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Configure Purchase Order

• Maintain Budgets• Maintain Vendor and Price Controls• Define Authorization boxes for printed

purchase order

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Maintain budgets

• Budgeting is optional, but if defined is used to notify the user when they are no funds remaining in the budget for the associated account, or not enough to cover a given purchase order.

The period expensed information is updated when invoices are posted to this account, and

used to determine the amount of the budget remaining.

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

Maintain vendor and price controls

If a value is entered, then the user is not permitted to exceed this

price for the item.

If the G/L account/sub is defined, it is used as the default

when this item is selected by the user

• Items may be entered and associated with a vendor, property,

and general ledger account.

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

Define authorization blocks

• On the printed purchase order, there is a section for authorization signatures. This function allows you to define

as many blocks for signatures as needed.

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

The purchase order process

• All open purchase orders for the current node are listed with the option to limit to approved purchase orders – for receiving purposes.

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

Create a new purchase order

• All of the purchase order header information may be entered, and objects may be attached or scanned.

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

Assign to in-box for approval

• If the user does not assign the PO to an in-box, they are reminded to do so when the OK button is clicked.

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

Adding detail to the purchase order

• If the item is selected from the list, then the description and the general ledger account is automatically filled. Purchase orders may be for a Property, Building, or Unit, or may be allocated to multiple properties.

If the type is unit, then the user is presented with the option to automatically generate the intallation workorder when the item is received

The budget month is used to determine whether there is

enough budget remaining to purchase the itemor service

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

The printed purchase order

Once all of the details of the purchase order have been entered, the purchase order my be printed.

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

The approval process

• When any user authorized to approve purchase orders (on an A/P routing list) opens the Approve Purchase Orders application, they are presented with all of the orders currently assigned to them for approval. They may approve the purchase orders on their list, and they may also open the in-box of any other individual lower than themselves on the routing list and approve those purchase orders.

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

Options during the approval process

• If necessary, the user approving the order may modify the purchase order, making any changes or corrections as needed.

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

The receiving process

• When the items ordered are received, the user has the option of entering the invoice information before marking the items received. If the user chooses not to do it at this time, they may doing so from the Purchase Orders menu option at any time.

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

Accepting the received items

• Each of the ordered entries may be selected. The user may acccept the original quantity and amount, or may make the necessary changes if they differ from the original order.

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

Accepting the received items

• If the entire order is not received, the user may enter the quantity actually received.

The inventory check box allows the user to enter serial number information for each item of he quantity received.

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

Generating the payable entries

• All of the fully received orders are displayed for selection.

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

Enter the invoice information

• As each order is checked, the user is prompted to enter the invoice information.

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

Add to the Invoice Approval System

• The create payable process adds invoices to the pre-approved invoice system.

• Once in the pre-approved invoice system, they are process just as all other invoices. Once approved, they are batched and posted into open invoices where they are made available for payment.

© 2009 Domin-8 Enterprise Solutions LLC. All rights reserved.

Questions

• We are open to your suggestions as to how the purchase order system may be improved to better meet your needs!