{"id":21802,"date":"2020-02-25T18:17:41","date_gmt":"2020-02-25T18:17:41","guid":{"rendered":"https:\/\/www.process.st\/templates\/purchase-order-workflow-template-5\/"},"modified":"2024-02-29T01:28:27","modified_gmt":"2024-02-29T01:28:27","slug":"purchase-order-workflow-template-5","status":"publish","type":"post","link":"https:\/\/www.process.st\/templates\/purchase-order-workflow-template-5\/","title":{"rendered":"Purchase Order Workflow Template"},"content":{"rendered":"<section id=\"introduction\">\n<h2>Introduction:<\/h2>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/msgliZiOxqdoX8Vo-s9D6w.png\" alt=\"Introduction:\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/msgliZiOxqdoX8Vo-s9D6w.png\"> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>The <a href=\"https:\/\/medium.com\/@rubberstampio\/why-paper-based-purchase-orders-waste-time-and-money-611fe3dd531c\" rel=\"nofollow noopener\" target=\"_blank\">frustration and inefficiency<\/a> that comes with managing piles of paperwork is <strong>no longer an unavoidable obstacle<\/strong> to go through when it comes to purchase order management.<\/p>\n<p>By establishing an <strong>automated process<\/strong> to manage your purchase order workflow, you can seamlessly <strong>track progress in real-time and shorten purchasing cycles.<\/strong><\/p>\n<p>This checklist is designed to <strong>guide a buyer and supplier<\/strong> through the purchase order <strong>creation and approval process<\/strong> and<strong> integrate with your existing systems<\/strong> to automate<span><\/span> as much of the process as possible.<\/p>\n<p>Let\u2019s get started.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"preparation\">\n<h2>Preparation:<\/h2>\n<\/section>\n<section id=\"record-basic-details\">\n<h2>Record basic details<\/h2>\n<div class=\"text-content\">\n<p>Enter the details of the purchase order in the form fields below.&nbsp;<\/p>\n<p class=\"style-warning\">You can <strong>automatically populate<\/strong> all purchase order information through our integrations with procurement software including <a href=\"https:\/\/zapier.com\/apps\/procurementexpresscom\/integrations\/process-street\" rel=\"nofollow noopener\" target=\"_blank\">ProcurementExpress.com<\/a>.&nbsp;<\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Buyer - Company name <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<h4>Supplier details<\/h4>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Supplier - Company name <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Supplier contact - First name <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Supplier contact - Last name <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Supplier contact - Phone number <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<h4>Purchase order details<\/h4>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Purchase order number <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Proposed send date <\/label> <\/p>\n<div class=\"date-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Proposed date of delivery <\/label> <\/p>\n<div class=\"date-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Goods or services being purchased <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Quantity <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Unit price <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Expected date of payment <\/label> <\/p>\n<div class=\"date-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Shipping or delivery information <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"create-the-purchase-requisition\">\n<h2>Create the purchase requisition<\/h2>\n<div class=\"text-content\">\n<p>Now that you have recorded the basic details of the purchase order, <strong>create the purchase requisition <\/strong>so the request can be<strong> reviewed and approved <\/strong>by your manager and the finance department. (<strong>More information on that in task #5.<\/strong>)<\/p>\n<p>You can upload or link to the purchase requisition form below.&nbsp;<\/p>\n<\/p><\/div>\n<div class=\"file-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Purchase requisition form <\/label> <\/p>\n<div class=\"file-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p class=\"style-info\"><a href=\"http:\/\/templatet.com\/purchase-request-form\/\" rel=\"nofollow noopener\" target=\"_blank\">Click here<\/a> for more info on what to include in a purchase requisition form and to download free templates.&nbsp;<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"approval-buyer\">\n<h2>Approval (buyer):<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\">In this section, there are two <a href=\"https:\/\/www.process.st\/help\/docs\/approvals\/\" rel=\"nofollow noopener\" target=\"_blank\">approval tasks<\/a>. One for your manager, who will be automatically assigned to the task if you filled out the \"Your manager's email\" form field in task #3.<\/p>\n<p>The other approval task - Approval: Finance team - is there for you to get your finance team's <a href=\"https:\/\/www.process.st\/approvals\/\" rel=\"nofollow noopener\" target=\"_blank\">approval<\/a> regarding the purchase requisition. To <strong>assign them<\/strong>, <strong>create a \"Finance team\" group<\/strong> in your organization. Then, in the template editor, <strong>add the group to the finance team's approval task<\/strong>. <\/p>\n<p>By doing that, the finance team will always be <a href=\"https:\/\/www.process.st\/help\/docs\/role-assignments\/\" rel=\"nofollow noopener\" target=\"_blank\">automatically assigned<\/a> whenever you launch this checklist again!<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"approval-manager\">\n<h2>Approval: Manager<\/h2>\n<div class=\"approval-content\">\n<div class=\"header\">\n<div class=\"list-title\">\n    Will be submitted for approval:\n   <\/div>\n<\/p><\/div>\n<div class=\"approval-rule-subject-tasks-list\">\n<ul class=\"list\">\n<li>\n<div class=\"approval-rule-subject-tasks-list-item\">\n<div class=\"item\">\n<div class=\"container\">\n        <span class=\"title\">Create the purchase requisition<\/span> <\/p>\n<div class=\"body\">\n         Will be submitted\n        <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/li>\n<\/ul><\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"approval-finance-team\">\n<h2>Approval: Finance team<\/h2>\n<div class=\"approval-content\">\n<div class=\"header\">\n<div class=\"list-title\">\n    Will be submitted for approval:\n   <\/div>\n<\/p><\/div>\n<div class=\"approval-rule-subject-tasks-list\">\n<ul class=\"list\">\n<li>\n<div class=\"approval-rule-subject-tasks-list-item\">\n<div class=\"item\">\n<div class=\"container\">\n        <span class=\"title\">Create the purchase requisition<\/span> <\/p>\n<div class=\"body\">\n         Will be submitted\n        <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/li>\n<\/ul><\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"creation\">\n<h2>Creation:<\/h2>\n<\/section>\n<section id=\"create-the-purchase-order\">\n<h2>Create the purchase order<\/h2>\n<div class=\"text-content\">\n<p>Nice, the purchase requisition has been approved. You can now go ahead and <strong>create the purchase order that will be sent to the supplier<\/strong> for approval.&nbsp;<\/p>\n<p class=\"style-info\">You can <strong>automate<\/strong> this step be integrating your accounting, procurement, or document management software such as <a href=\"https:\/\/zapier.com\/apps\/xero\/integrations\/process-street\" rel=\"nofollow noopener\" target=\"_blank\">Xero<\/a>, <a href=\"https:\/\/zapier.com\/apps\/procurementexpresscom\/integrations\/process-street\" rel=\"nofollow noopener\" target=\"_blank\">ProcurementExpress.com<\/a>, or <a href=\"https:\/\/zapier.com\/apps\/process-street\/integrations\/zoho-books\" rel=\"nofollow noopener\" target=\"_blank\">Zoho Books<\/a> with Process Street.<\/p>\n<\/p><\/div>\n<div class=\"file-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Purchase order <\/label> <\/p>\n<div class=\"file-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"inform-the-supplier-the-order-is-ready-for-approval\">\n<h2>Inform the supplier the order is ready for approval<\/h2>\n<div class=\"text-content\">\n<p>Inform the supplier the purchase order is ready for approval.<\/p>\n<p>You can <strong>use the email template below <\/strong>to instantly send the supplier that it's time for them to approve (or reject or reject with comments) the purchase order.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"approval-supplier\">\n<h2>Approval (supplier):<\/h2>\n<div class=\"text-content\">\n<p class=\"style-info\">The approval task in this section has been automatically assigned to the supplier if you've added their email in the \"Supplier contact - Email address\" form field in task #3.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"approval-supplier-2\">\n<h2>Approval: Supplier<\/h2>\n<div class=\"approval-content\">\n<div class=\"header\">\n<div class=\"list-title\">\n    Will be submitted for approval:\n   <\/div>\n<\/p><\/div>\n<div class=\"approval-rule-subject-tasks-list\">\n<ul class=\"list\">\n<li>\n<div class=\"approval-rule-subject-tasks-list-item\">\n<div class=\"item\">\n<div class=\"container\">\n        <span class=\"title\">Create the purchase order<\/span> <\/p>\n<div class=\"body\">\n         Will be submitted\n        <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/li>\n<\/ul><\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"final-steps\">\n<h2>Final steps:<\/h2>\n<\/section>\n<section id=\"confirm-delivery-date\">\n<h2>Confirm delivery date<\/h2>\n<div class=\"text-content\">\n<p>Confirm the date that the <strong>goods will be delivered on.<\/strong> Hopefully, it matches your proposed date of delivery:<\/p>\n<p class=\"style-info\"><strong>Proposed date of delivery:<\/strong>&nbsp;{{form.Proposed_date_of_delivery}}<\/p>\n<\/p><\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Confirmed date of delivery <\/label> <\/p>\n<div class=\"date-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"send-details-to-the-receiving-department\">\n<h2>Send details to the receiving department<\/h2>\n<div class=\"text-content\">\n<p>Now that the purchase order has been accepted by the supplier, s<strong>end all relevant details to the receiving department<\/strong> so they can know exactly what to expect when the order is completed.&nbsp;<\/p>\n<p>You can <strong>use the email template below<\/strong> to contact them.&nbsp;<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"file-the-purchase-order-for-internal-records\">\n<h2>File the purchase order for internal records<\/h2>\n<div class=\"text-content\">\n<p>Lastly, file the purchase order for your <strong>internal records<\/strong>. You can <strong>add a link to where the record is located<\/strong> using the form field below.&nbsp;<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"sources\">\n<h2>Sources:<\/h2>\n<div class=\"text-content\">\n<ul>\n<li><span><a href=\"https:\/\/docs.oracle.com\/cd\/A60725_05\/html\/comnls\/us\/po\/powkflw.htm\" rel=\"nofollow noopener\" target=\"_blank\">Oracle - Workflow for Creating Purchase Orders and Releases<\/a><\/span><\/li>\n<li><span><\/span><span><a href=\"https:\/\/help.sap.com\/doc\/saphelp_srm70\/7.0\/en-US\/4d\/59f2bc09ae5dc6e10000000a42189c\/content.htm?no_cache=true\" rel=\"nofollow noopener\" target=\"_blank\">SAP - Workflows for Purchase Orders<\/a><\/span><\/li>\n<li><span><a href=\"https:\/\/blog.procurify.com\/2013\/09\/23\/all-you-ever-needed-to-know-about-purchase-orders\/\" rel=\"nofollow noopener\" target=\"_blank\">Kenneth Loi - All You Ever Need to Know About Purchase Orders<\/a><\/span><\/li>\n<li><span><a href=\"https:\/\/www.purchasecontrol.com\/blog\/purchase-order-process\/\" rel=\"nofollow noopener\" target=\"_blank\">PurchaseControl - Purchase Order Process Steps<\/a><\/span><\/li>\n<li><span><a href=\"https:\/\/www.purchasecontrol.com\/blog\/purchase-requisition-vs-purchase-order\/\" rel=\"nofollow noopener\" target=\"_blank\">PurchaseControl - Difference Between a Purchase Requisition &amp; Purchase Order<\/a><\/span><\/li>\n<li><span><a href=\"https:\/\/smallbusiness.chron.com\/purchase-order-work-40933.html\" rel=\"nofollow noopener\" target=\"_blank\">Neil Kokemuller - How Does a Purchase Order Work<\/a><\/span><\/li>\n<li><a href=\"https:\/\/www.procuredesk.com\/purchase-order-system\/\" rel=\"nofollow noopener\" target=\"_blank\"><span>ProcureDesk - Purchase Order System: Benefits of Purchasing Automation<\/span><\/a><\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"related-checklists\">\n<h2>Related checklists:<\/h2>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Introduction: The frustration and inefficiency that comes with managing piles of paperwork is no longer an unavoidable obstacle to go through when it comes to purchase order management. By establishing an automated process to manage your purchase order workflow, you can seamlessly track progress in real-time and shorten purchasing cycles. 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