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Purchase Order Workflow Overview

availability
Platform:WebMobile
Plan Type:BasicEssentialPremiumEnterprise
User Type:RequesterFull UserAdministrator

This article provides a high-level overview of the purchase order flow in MainainX. A purchase order goes through the following steps:

  1. Request (Full Users only): A Full User can't create a purchase order, but they can request one.

    A purchase order request is almost exactly the same as a full purchase order, except that you can't see or edit cost information.

    • When a Full User requests a purchase order, MaintainX notifies Administrators by email.
    • When an Administrator approves the request, MaintainX creates the purchase order.
    • Purchase order requests appear in the Purchase Order module with the status Requested.

  2. Creation: An Administrator creates a new purchase order or approves a purchase order request from a Full User.

    • When you create a purchase order, MaintainX notifies approvers by email.
    • New purchase orders have the status Pending.

  3. Approval: An organization Administrator or other designated approver reviews the purchase order.

    • Approved purchase orders are set to status Approved.

      After you approve a purchase order, you can send it to the vendor (see Send a Purchase Order to a Vendor). When you receive the items you ordered, you can fulfill the purchase order.

    • Rejected purchase orders are set to status Rejected.

      When you reject a purchase order, MaintainX notifies the user who created it (in the application or by email). They have the option to update and resubmit.

  4. Fulfillment: When the organization receives the items, a user confirms the quantity received and the unit cost.

    • When you confirm items, MaintainX adds them to your parts inventory and sets the purchase order status to Partially Fulfilled.
    • You can fulfill a purchase order multiple times until you receive all the items you ordered.
    • Once you start to fulfill a purchase order, you can no longer cancel it (see Cancel a Purchase Order).

  5. Completion: When the organization has received all the items you ordered, you can complete the purchase order.

    • When you complete a purchase order, its status is set to Complete.