Projects | Purchase Order System
You can set up projects within the purchase order system to allow you to track spend on a more specific level.
New Project
To create a new project, select from the New Menu.
This will open a new window in which you can fill out the project name, code and delivery address.
For information on creating a new delivery address, click here
All projects require an individual project code.
Once you are happy with the details, click to commit this to the system.
Editing Projects
Users with the Project Admin permission enabled have the ability to edit existing projects.
To edit a project, you must first find and select it from the Project Search Grid.
For more information on searching for projects, click here
Once you have found the project you wish to edit, open it by clicking on the relevant line in the search grid.
This will open a new window displaying the project's details. The window is currently in "Read Only" mode, you will therefore need to enable the "Edit Project" mode.
To do this, simply select from the drop-down list.
With "Edit Project" enabled, you are now able to change the project's details and settings.
Once you have finished making changes, simply click to apply them.
Marking a Project as Inactive
From the Edit Project Window, users have the ability to mark a project as inactive. This is useful in situations where projects are no longer in use and you would like to prevent users from raising purchase orders against it.
To mark a project as inactive, simply un-tick the ☐ Active box.
Once you have finished making changes, simply click to apply them.
Marking a project as inactive does not completely remove it from the system, it just prevents it from being used for future purchases. The project details and history are retained in the system for audit purposes.
Reactivating an inactive project is as simple as ensuring that the ☐ Active box is ticked.
Adding Project Contacts
Users can add contacts to individual projects from the Edit Project Window. For information on accessing the Edit Project Window, click here.
To begin adding contacts, simply select the .
This brings up a new set of fields which allow you to fill in the new contact's details.
The ☐ Copy PO setting dictates whether this project contact is copied in when the system emails approved purchase orders to the supplier.
Once you have completed the details, simply click to finalise.
The new contact is now displayed in the grid on the project window. You can edit or delete contacts by clicking on the relevant symbol within the line.
When you are done adding, removing or editing your project contacts, simply click to finalise the changes.
Viewing Project History
The system logs any changes or actions against a project for audit purposes. Users are able to view the history from the Project Window by finding and selecting the desired project. For more information on finding projects, click here.
To view a project's history, simply select from the drop down menu.
This opens a new window displaying a grid which contains a log of any actions against the project, such as; when the project was created, when it was edited and when it was viewed. It also logs the users against each relevant action.
Adding Actions Against Projects
From the Project Window, you can add an action against the project. To do this, simply click within the drop down menu.
Actions are reminders that you can set for yourself against various items within the system such as; Suppliers, Purchase Orders, Budgets, Invoices, Credit Notes and Projects. You can assign a date and time for the action to occur, at which point you will receive an email notification and task.
Clicking on this button will take you to a new window where you can specify the action's Title, Comment and Trigger date/time.
Once you are happy with the details, simply click to finalise this.
For information on viewing upcoming actions, click here