Overview

A Purchase Order is an instruction to a supplier, to supply goods or services at a price and timescale that you state. The supplier receives the purchase order and decides whether to accept the order. 

In Zahara you can create Purchases. These are requests to buy things that can then be converted to Purchase Orders and sent off to a supplier. The Purchase order can then have it’s delivery receipted – GRN and an invoice recorded against it. Purchases facilitate spend control and provide the finance team with the visibility of all spend where an invoice or created card payment can be expected. 

1

Pre-Requisites

To raise an order you will need to have done the following: 
  1. Added some suppliers
  2. Added a default tax code – even if it’s Zero 
  3. Added some GL Codes 
Ideally you should have created a purchases workflow as well. This master article explains how to do that. Once you have the above items set you should be able to very easily create purchase. 
2

Securing the purchase

If a purchase is created, and sent into a workflow, the purchase is locked until the purchase is approved. This means that the buyer cannot email the purchase order to the supplier or download a copy of the Purchase Order PDF until it is approved. The buyer can edit the order at any time, but you can choose what criteria would force it to go back out for approval. As an example, the buyer edits the price – this would ordinarily send it back out for approval. You can set this criteria in Business > Settings > Workflow. 
 
If you have concerns that your users are likely to call a PO Number through to the supplier, ahead of approval, you can generate a second sequential number that is only generated on approval or on sending the PO to the supplier. This way the buyer will never know it. Read this article to understand the functionality available. In most circumstances, the buyers can be trained to wait for approval and the suppliers can be told to only ship on receipt of an actual purchase order. 
3

Adding a Quote

Under Business > Settings > Validations you can force a quote to be uploaded if the purchase is over a set price. 
4

Automate Sending the PO to the Supplier

The supplier can receive a copy of the PO as part of a workflow. You can add the step “send PO to supplier” at the end of your workflow. Read the help article on approvals to understand how to achieve this. 
 
Sending a Document to The Supplier with the PO 
You can upload a document when creating a purchase order and tick the box to have the supplier receive a copy. The supplier will then receive a copy of this document when the PO is sent.
5

Enforce digital signing

In the above screen shot, if the tick box Require Acceptance is ticked, the supplier will need to digitally sign a schedule of works or terms and conditions before receiving the purchase order. Watch the video below to see how this works. 
6

Supplier order acceptance

You can easily allow the supplier to accept or reject the purchase order without them having to login. All you need to do is edit the email template in Business > Settings > Templates to make sure the {vendor_acceptance} placeholder is in place as shown below: 
 
 
This will then provide them with Accept and Reject buttons in the email. Clicking either will turn your email icon green or red from grey. 
 
 
7

Viewing a Purchase Order

To view a purchase order – or the detail behind it – click the number as shown in the list view above. This will take you into the details of the purchase so you can see the history and the line items. 

8

Adding Notes & Documents

You can easily add notes and documents to a purchase and treat your purchase like case management. The history section is at the bottom of the screen and assuming you have relevant permissions you can add notes as you require.