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How to create and delete a Purchase Order
How to create and delete a Purchase Order

Link a Care Recipient to a contract in a few simple steps

Clementine Dugrand avatar
Written by Clementine Dugrand
Updated over a week ago

Please note: The following feature is available as part of Birdie’s Starter, Core, Advanced and Plus packages (Also known as Care Management, Rostering & Finance, Premium, Entry and Essentials) Please get in touch if interested in more information on this feature!

What is a purchase order?

On the Birdie Platform, a purchase order is what creates the link between a Care Recipient and a contract (funding) for their care.

In the left-hand bar, you'll see a Purchase orders tab. This is where you will find all the purchase orders you have created on the system.

Purchase Orders will also allow you to link multiple care recipients to any one contract. For instance, in the case of a bulk contract from a Local Authority, which includes multiple Care Recipients, you will only need to create one contract for that bulk contract. You will then create individual purchase orders within this tab for the Care Recipients associated to that bulk contract.

How to create a purchase order

Click on the green New purchase order button, in the top right-hand corner.

First, Select a care recipient from your list and choose the contract under which their care is being funded. This links the Care Recipient to the contract.

Select the service type or types. If you charge/pay different rates for different service types, you'll need to create one purchase order per service type.

Define the maximum hours of care per week that the contract covers for the Care Recipient, the maximum amount of hours will not stop care from being assigned even if it exceeds the amount inputted.

Then click 'save.'

How to delete a purchase order

Click on the Finance tab and select Purchase orders from the left-hand menu. This is where you will find all the purchase orders you have created on the system.

You can use the search bar in the right-hand corner to find the purchase order you wish to remove.

Once you have found this purchase order, click on the 'x' to the right.

You will see a pop-up menu asking you to confirm this action. Select 'ok'.

The purchase order will be removed from the system, and the Care Recipient and the contract will no longer be linked.

Important note: Don't forget to create a new purchase order and set the funding on your care recipient's visits to ensure that you can easily invoice for all these visits.

Within the Purchase Orders tab, you can view Purchase Orders you have previously cancelled by selecting the tickbox to the left of Show cancelled purchase orders.

How do I assign funding to a visit?

Read the article here for how to assign funding to a visit.

What to do when someone's care is funded by two or more payers

Simply create one purchase order for each payer, and define how many hours they each have agreed to pay, and for which service type.

This way, if you set someone up with one visit schedule that is funded by their family, and another visit schedule that is funded by the local authority, the Birdie Platform will always know which visits need to go on each invoice.

Step-by-step guide

Follow our step-by-step guide, which you can download here!

Birdie Academy video

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