Send, bill and close a purchase order
After an Admin approves a purchase order (PO), you send it to the vendor, add their invoices against it, and close it when the work is finished.
Who can do this: Admin, Manager
Send the PO to the vendor
Section titled “Send the PO to the vendor”Flex CMMS doesn’t email POs. You download the PDF, send it yourself, then record that you did.
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Open the PO and select PDF to preview it.
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Select the download button at the top of the preview.
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Send the file to the vendor from your own email.
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Back on the PO, select Mark as sent.
The PO moves to Sent, with today’s date in its History.
The PDF has your facility’s letterhead, the vendor, bill-to and ship-to addresses, the lines and totals, your notes for the vendor, your terms and the approver’s name. A PO that isn’t approved yet carries a large DRAFT or AWAITING APPROVAL mark, and a cancelled one says CANCELLED.
Bill an invoice against the PO
Section titled “Bill an invoice against the PO”A PO can take invoices once it’s Approved or Sent. You don’t have to mark it as sent first.
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Open the PO. Under Invoices against this PO, select Add invoice.
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The vendor, cost type and PO are filled in and locked. Any project or work order on the PO is filled in too.
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Enter the Invoice #, Amount, dates and anything else on the bill.
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Select Save invoice.
You can also link an invoice from the Purchase order field when you add an invoice. The list shows how much is left on each PO.
The cards at the top of the PO page show the PO total, Invoiced, Paid and Remaining. Remaining is the PO total minus what’s been invoiced, not counting void invoices.
Close a PO
Section titled “Close a PO”Close a PO when you don’t expect any more bills. Select Close, then Close PO to confirm.
A closed PO takes no new invoices, and it stops counting toward open commitments. Unpaid invoices already on it stay unpaid, so keep recording their payments as usual.
To use it again, select Reopen. The PO goes back to Sent if it was sent, or Approved if it wasn’t.