The purpose of this Work Instruction is to explain the purchase ordering process and how
Purchase Orders (PO) should be completed using Viewpoint. This document will explain
the importance of completing PO correctly and to the requirements set by the Accounts
Payable (AP) department.
Procedure Flow Chart:
Summary of Purchase Order Steps:
- Open Viewpoint (use remote desktop if out of office),
- Open ‘PM Work Centre’ tab,
- Select the appropriate Company and your project for the ‘Project’ field,
- Select 'Purchase Orders’,
- Select ‘Create New Item',
- Fill out the ‘Info’ tab,
- Check Shipping details on the ‘Shipping’ tab,
- Fill out the ‘Non-Interfaced Items’ tab,
- Back to the ‘Info’ tab and click ‘Approved’ and then the ‘Save’ icon,
- Click, ‘PM Interface’,
- Click, ’Validate’,
- Click, ‘Interface’,
- Click, ‘Print/Send PO’,
- Click, ‘Export’,
- Click, ‘Attach to Form’ and then ‘Email’,
- Send email (remember to send ‘Information to Supplier’ letter stating our payment terms if using the vendor for the first time on a project).
Purchase Order Walk-through:
Step 1 - Commencement
- Open the Viewpoint application (1) from your Desktop,
- If outside of Head Office, use Remote Desktop (2) and then open the Viewpoint application (1).
Step 2 - Viewpoint Home
- Once the Viewpoint application is opened, go to the top left hand corner of the page and click on the tab
labelled ‘PM Work Centre’.
Step 3 - PM Work Centre
- Once opened, in the ‘Company’ field, use the drop down menu to select the appropriate company. In this
example we will use 'Test Company 101’. - On the right hand side use the drop down menu to select the project you are completing a PO for.
You can narrow the available options down by selecting a Project Manager and Project Status first.
Step 4 - Purchase Orders
- Select ‘Purchase Orders’ from the left hand side.
- Select ‘Create New Item’ from the menu above the existing PO’s, this is circled below.
- You will then be given the following screen.
Step 5 - Submitting a Purchase Order
