Here is an overview video showing you how to raise an order:
Creating an order
You can create a purchase order in two ways.
You can either go to Documents > Purchase Orders and click “New Purchase Order” or you can click + > New Purchase Order on the menu bar
You will now see the Purchase Create screen as below:
Your first choice will be the supplier. Zahara works on the principle of: “I know what I want to buy and I know who I’m buying it from” so provided you dont need to adjust the currency or attribute the entire purchase to a project, you can select a supplier.
If the supplier has multiple email addresses, you can choose the correct one.
This is the email address we will send the purchase order to (provided a purchase order is set to send).
You now need to populate your line items and you can do this in a few ways:
1. Key them yourself (provided you are allowed to or the supplier settings allow it)
2. Select products from the pre-saved products.
3. Import a CSV file with all of the line items set on there.
As you can see from the screenshot above, you can easily do all of these.
To select a product from the list, click in the products select box – you can type a few characters to filter down on what you want. Select a product and then click ‘Add product’ to drop it onto the line items.
You can set the coding and make any adjustments you need and repeat as required to build out your order. You can add an extra line, extra 5 lines or extra 10 lines. You can easily delete lines as well, just click the blue cross.
When done, click next
On the next screen, you can set the delivery address – and set the required by date. The workflow may well be greyed out and pre-set for you.
The next screen is the budget – if a budget exists and you are set to see the budget, this will appear, otherwise, this step will be skipped.
The comments screen is your opportunity to provide comments for:
1. The supplier.
2. Your managers/approvers.
When you’re done, click next to be brought to the preview screen. Once you have checked the order over, click Create.
If needed, you can save the purchase order as a draft at any time throughout and come back later to complete your purchase.
You can also enable the tab shown below to go straight back into creating your next order, instead of back to the purchase orders list.
Once created, the purchase is assigned a number straight away. Your purchase is now usually locked until it’s approved. You can go back into it and edit it but editing it will force it back out to approval. You can be notified when it’s been approved through the workflow.
You can click the orange approval icon at any time to see which point in the approval process your order is currently at.
Choose a day and time for a 30 minute one-to-one Zoom call with one of our specialists. We will show you how Zahara works and explore your key requirements. We will email a confirmation and Calendar entry.
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