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Create a Purchase Order
A purchase order can be created for suppliers and clinicians to order goods or services. To create a purchase order first you need to create a Third Party Order ticket:
Navigating to Tickets > New
Select the relevant Purchase Order ticket template
Select the Member that the Order is for
Click Save.
On the next screen, adjust the title of the ticket, who it's assigned to, and add the details of the order in the description.
Click Save.
Once you have created your ticket you can scroll to the Purchase Order section of the ticket and create your purchase order:
Click on New Purchase Order.
Select the Third Party and add in the delivery address and any delivery instructions.
Click Save.
Scroll to the purchase order section and add in any line items.
Generating a Purchase Order PDF to Send to Third Parties
Once you are happy with your purchase order, you can generate a PDF to send to the third-party and place the order.
Navigate to the ticket with the purchase order
Scroll to the Purchase Order section and click Generate PDF. The pdf will download to your computer.
Uploading a Third-Party Invoice
Once you receive an invoice from the third party, you can match it with the purchase order and upload it ready for the next billing and payment run.
Note: If the Purchase order line items do not match exactly to the invoice, you need to return to the Purchase order and adjust them.
Navigate to the ticket with the Purchase Order.
Scroll to the Supplier-generated Invoices section under the Purchase Order section.
Select Add Invoice.
Choose the invoice file to upload.
Add in the Third Party Invoice number reference.
Ad the Third Party Invoice Issue date.
Select the Purchase Order Lines that are associated with the invoice ensuring the amounts and description match exactly.
Finding a Purchase order
If you are looking for a purchase order you can find it by the purchase order number, Third Party (Helper) name, the Members Name, and the supplier generated invoice reference.
Navigate to Finance > Purchase order items
Filter by your preferred identifier
Editing a Purchase Order
A purchase order can be edited at any time up until a line item has an attached invoice and the billing run has processed the invoices. To edit a Purchase Order,
Navigate to the ticket with the Purchase Order.
Scroll to the Purchase Order section.
Edit the details or line items as you wish.
Adhoc Payment
If a third party invoice needs to be paid urgently.
Edit the supplier generated invoice
Navigate to the ticket with the Purchase Order.
Scroll to the Supplier-generated Invoices section under the Purchase Order section.
Click edit on the invoice that needs to be paid
Click on Generate Adhoc Invoice
You can then click on the invoice number to get to the invoice that was created on the supplier invoice to publish and export it for payment.
Finding a Third-Party Invoice
If you are looking for a Third-Party invoice you can find it by the Third Party Invoice number reference., Third-Party (Helper) name, the Members Name.
Navigate to Finance > Purchase order items
Filter by your preferred identifier