Once you create a Budget in Limble, you’re ready to start creating Purchase Orders (POs).
Start by going to Purchasing > POs in the left navigation column, and then selecting “Add Purchase Order.”
NOTE: You can also create a PO in a task. Any PO created from a task will automatically be linked to that task.
Next, select a vendor for your PO. You must have vendors set up to use the Limble Purchasing system because a PO is the official purchasing document used to provide detailed instructions to the vendor.
If you don’t have vendors added to your Limble account, follow the instructions in the Manage Vendors article to add and manage your vendors.
NOTE: Because a PO is considered to be a contract between a buyer and vendor, you can only have one Vendor associated with a Purchase Order.
Next, verify which Budget you wish to use.
Assign the PO to the person authorized to approve purchases. By default, the PO is assigned to the person creating it. If you are the person creating the PO and someone else is authorized to approve purchases, be sure to assign the PO to the right person. (To learn more about how to create an approval workflow, see this article: Setting Up a Purchasing Budget and Workflow).
After verifying the Vendor, Budget, and PO assignment, you can start adding PO details. By default, the PO Details section only displays the Purchase Order Date and Expected Delivery Date. You can add more fields to the PO by clicking on “New Field.”
You can create a custom field by giving it a name and then clicking on “Done,” or you can add Vendor information by clicking on “Pick Vendor Field.”
When you link a Custom field to a Vendor field, it will automatically be filled with the value stored in the field when a new PO is started. For example, if you negotiated specific terms with a Vendor, you can have the PO auto-fill that data when that Vendor is selected.
NOTE: When you add custom fields to a PO, those fields will appear in all future POs you create.
Once you finish setting up your PO, you’re now ready to add items. To add an item, click on “Add Item.”
In the pop-up card, you will be prompted to select “Part,” “Service,” or “Other.”
Selecting “Part” brings up the Parts list. You can select one or multiple parts at the same time, and they will be added to the PO.
Selecting “Service” will first require you to give the service a name. Next, you will need to associate the service with a Task by selecting “Pick Task.”
NOTE: All Services must be associated with a Task, because the Vendor performing the service will be notified of your request when the Task is shared with them. If the PO is started from within a Task, this will already be selected. For more information about sharing Tasks with Vendors, read Share a Task with a Vendor.
By default, “New Service” is selected when adding a Service to a PO. If you’ve ordered previous services from the Vendor, you can select one of the previous services if the Vendor will be performing the same Service as before.
Selecting “Other” will prompt you to name the “Other” item you need. For example, you can use “Other” to buy a part that isn’t in your inventory, or to replace an Asset.
Just as with a Service, you will need to associate the “Other” item with a task.
Once you’ve finished adding items to your PO, you can add notes to the Vendor, your “Bill To” address, and your “Ship To” address.
To change the default “Bill To” or “Ship To” address, hover over the field and click on the gear icon that appears.
You can add comments to a PO just like you can with a Task. However, unlike a Task, other users assigned to the PO currently do not receive a notification if you add a comment. Users will need to open the PO if they want to see detailed PO activity.
We recommend learning more about Limble’s Purchasing system in sequential order.
Next article: The Purchase Approval Process