Purchase Orders

Creating a Purchase Order:

ASBWorks offers a unique solution to purchase orders by allowing any individual, club, or vendor to be the subject of the purchase order. Additionally, you can attach a vendor to each individual line item.

Note: A purchase order is the intent to pay for an item. Although it does not charge the account until paid, an encumbrance will be present on the Account Statement Report. Encumbrances will not appear if using an inventory item.

1.Select “purchase order” from the check menu

2.Enter the individual, club, or vendor that the purchase order is being issued for. Note: more than one vendor may be selected per purchase order.

3.Enter the requested/authorized person(s). Optional.

4.Enter the PO date/date requested.

5.PO Number auto fills numerically from the prior purchase order number.

6.Requisition Number is an open space to enter anything you need there.

7.Memo is very important – enter here to recognize your purchase order at the time of writing the check.

8.Enter in the items you plan to purchase. You may also select an item that you have already saved into the database. By doing this the price of the item will automatically fill in. If the price is no longer accurate you can change it to the correct price.

9.Select the expense account. Note: If the item is an inventory item, you will not be able to select an account

10.Enter the quantity you are purchasing and then enter the cost.

11.Click on "Add Item" to enter the item into the purchase order

12.Repeat steps 6-8 until the purchase order is full. Note: You can remove items from the purchase order prior to saving it by selecting an item and clicking "Remove Item"

13.Once finished, select "Save" in the bottom right hand corner of your screen. A popup box will appear asking you if you would like to print. This will finalize your purchase order.

Note: You can leave notes for easy reference by selecting "Notes" on the top of the screen

Change Status of Purchase Order

You may close the purchase order if you no longer need it to be open. *Note: purchase orders can be closed at the time of writing a check if paid in full, or if selected to do so.

1.Locate the purchase order

2.Click “change status” and change the status to “closed”, you may also re-open from this screen.