About Purchase Orders

Not available in ajeraCore or ajeraCore + add-ons

Ajera's purchase order functionality allows you to track vendor purchase orders. There are two ways to add and change purchase orders: through menu option on the Manage menu and through a task widget on the dashboard. You select which activities you want to enter purchase orders against and who can approve the purchase orders. Purchase orders can be project or non-project related.

After the PO has been approved, you can:

• Apply purchase orders to vendor invoices, to prevent overpaying your vendors.
• Create a change order, if the scope of a purchase order changes

Ajera uses the browser spell check so you can verify the spelling before saving purchase orders.

 

There are five purchase order statuses:

• Preliminary: A purchase order is assigned a Preliminary status when created.

• Completed: Optional status based on workflow. When the PO detail (e.g., project, phase unit rate) is verified, change the status to Completed. A purchase order can be moved from completed to preliminary if it is not invoiced and there are no change orders attached. The Description and Notes can be changed.
• Approved: Purchase orders can be approved by any employee who belongs to the Approval role. Once approved, vendor invoice distributions can be applied to it. The Description and Notes can be changed.
• Closed: A purchase order can be closed once it is approved by any employee who belongs to the Approval role.
• Void: A purchase order can only be marked Voided if the status is Preliminary. The purchase order detail is deleted.