Prerequisite
You must have budget assigned to a CBS/Cost Code in the project's cost sheet prior to creating a Purchase Orders record. Use the Initial Budget business process record to allocate budget to the code.
Purpose
The Purchase Orders business process is used for commitments in procurement workflows. It uses a General Spends schedule of values (SOV) that does not track retention, whereas the Contracts business process uses a Payment Applications SOV that does track retention. You can use a Purchase Orders business process record to approve or deny approval for a commitment.
Business process characteristics
The Purchase Orders business process is a cost-type business process that includes a workflow and requires you to select a Vendor. In turn, PO Amendments, Invoices and Payments require Purchase Order selection. You can create more than one Purchase Order record in a project. The item logs section of the Purchase Orders record displays two query tabs, Amendments and Invoices. An individual help file is available for this business process.
Record Statuses
- Pending, a non-terminal status.
- Approved, a terminal status Rejected, a terminal status.
- Canceled, a terminal status.
Groups associated with this business process
- Creation: Project Coordinators.
- Review: Project Managers. All Project Users can be copied.
- Revision: Project Coordinators. All Project Users can be copied.
Relationships associated with this business process
The record creator must select a vendor, PO Amendments and Invoices must pick a Purchase Order record.
Additional Information
- The Purchase Orders business process uses the General Spends schedule of values; the SOV becomes available on the end step.
- Enabled for smart phones and other hand held devices.
- Enabled for integration.
- Enabled for publish path.
Files attached to business process forms or to line items will be automatically published to pre-defined folders in Unifier's Document Manager. Attachments in company-level business processes will be published to specified folders in Company Documents and those in project-level business processes will be published to folders in a project's Documents log.
Benefits
In Unifier, files that are attached to a business process form or to its line items from your computer or local system are uploaded, by default, to the Unpublished Documents folder in Document Manager when sent to the next workflow step or by clicking Submit in non-workflow business processes. It requires administrators to publish them from there to the Documents folder. By establishing a publish path, file attachments are directly published to pre-designated folders in the Document Manager for team members to view, comment and collaborate.
Location
To view the published file attachments of a project-level business process record: In a project's Navigator, click Document Manager and select Documents. In the Folder panel, locate the pre-defined folder with the same name and view the published documents.
To view the published file attachments of a company-level business process record: In the Company Workspace Navigator, click Document Manager and select Company Documents. In the Folder panel, locate the pre-defined folder with the same name and view the published documents.