Administering Purchase Orders

This article provides a detailed guide for managing purchase orders. It covers enabling purchase orders, creating and managing them, and handling associated invoices and claims.

Enabling Purchase Orders

To begin using purchase orders:

1. Access Settings: Navigate to Funding Settings > Invoices and Claims.

2. Enable Purchase Orders: Activate the Purchase Orders option.

Creating and Managing Purchase Orders

Purchase orders are used to track services or goods purchased from providers on behalf of clients. To create and manage purchase orders:

Creating a Purchase Order

• Navigate to Invoice to Client/Other/Plan Manager > View/Edit Purchase Orders.

• Select Create Purchase Order and fill in the details:

  • Provider Name: The name of the provider supplying the goods/services.

  • Client Details: The client for whom the purchase is being made.

  • Purchase Order Number: A unique identifier for the order.

  • Description: A clear description of the services or items being purchased.

  • Amount: The cost associated with the purchase.

  • Dates: The start and end dates for the order or service period.

• Save the order as a draft or click Send to issue it to the provider.

Tracking and Approving Purchase Orders

Once the purchase order is fulfilled by the provider:

• Upload Provider Invoice: Navigate to Manage Provider Invoices and upload the provider’s invoice.

• Link to Purchase Order: Go to Invoice to Client/Other/Plan Manager > Create Invoice and link the uploaded provider invoice to the relevant purchase order.

• Approve and Reconcile:

  • Approve the invoice.

  • Send it to the client or relevant party.

  • Reconcile the invoice following Funding’s reconciliation processes.

Tips

• Monitor Purchase Order Status: Regularly check the status of purchase orders to ensure timely processing and reconciliation.

• Ensure Accurate Linking: Double-check that provider invoices are correctly linked to their respective purchase orders to maintain accurate records.

• Leverage Reports: Use Funding reporting tools to track outstanding or fulfilled purchase orders and associated invoices for better oversight.

By integrating purchase orders seamlessly into your workflow, Funding provides an efficient system to manage client purchases, ensuring accuracy and compliance with invoicing and reconciliation processes.