Entering Purchase Orders

Filling out the PO Service Request Form

This training will walk you through how to enter a Purchase Order for services that require a contract. How to attach relevant documentation and submit it for approval.

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Filling out the PO Purchase Order Form

This training will walk you through how to enter a Purchase Order for physical goods, attach relevant documentation, and submit it for approval.
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The PO Approval Process

This training will walk you through the approval process for POs.
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Invoicing from a Service PO

This training will walk you through how to invoice off of a PO that has been approved.

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Invoicing from a Goods PO

You can also follow these steps to enter a Purchase Order in NetSuite.

Step 1:

Login to NetSuite*

From your Dashboard select Enter Purchase Order/Contracts

Step 2: Select the Correct Form

There are two Purchase Order Forms that you can choose from at the top of the screen. Please be careful when selecting this, as it cannot be changed later.

Project - Service Request: This form is for anything that requires a contract.
Project - Purchase Order: This form should be selected for anything that is above the procurement threshold of $2500, or anything that you'd like Community Partners to purchase on your behalf.

If the item your purchasing doesn't fall into either of those two categories, please speak with your financial services advisor, as your purchase may not need a PO, and may need to be a Vendor Bill instead.

Step 3: Enter the Form Information

Depending on the form you select, you will be asked for different information. You can find more detailed information on filling out each form below.

How to fill out the Project - Service Request form:

Vendor: You can select the vendor from the drop-down list. If you don't see the vendor, then that means they're not yet in our system. 

To add the vendor to our system, click on the New Vendor/Grantee Link on the dashboard, copy the link you find, and send it to your vendor to fill out. Once the vendor fills out the form, it will be reviewed by our vendor admins, and then added to the vendor list on the record.

Contractor Signatory Name: This is the name of whoever is needed to sign the contract on the vendor side. 

Contractor Signatory Email: This is the email of whoever is needed to sign the contract on the vendor side, so that we can send them the contract for signature.

Posting Date: This can be set to today's date.

Scope of Work: Please enter a detailed scope of work to clarify what deliverables are covered by this contract.

Contract Start Date: This is the date the contract will start.

Contract End Date: This is the date the contract will end.

Additional Information: This is where you can leave additional notes about your contract that isn't captured in any other fields.

Payment Schedule: This is the schedule that the payments for the contract should go out. This could be one lump-sum, monthly, quarterly, or any other schedule that you would like to define for this contract.

Subsidiary: This will default to Community Partners

Project/Business Unit: This will default to your project. If it doesn't autofill, please select your project from the dropdown.

Allocation Schedule: Please work with your Grant and Financial Services Admins to fill this information out.

Line Level Information

Items: You can select the correct item code from the dropdown.

Description: Please put a detailed description of each line item here.

Rate/amount: Please put the total amount of your contract here.

QTY: This field should be set to "1".

Amount: This field will automatically multiply your rate and quantity, so that you don't need to input anything here. 

Project/Business Unit: This will default to your project name. If it doesn't default, simply select the drop down and select your project name (It should be the only one you see).

Grant: You can set this to the grant this PO Applies to (Please work with your Grant Admin to set this correctly. If this PO doesn't apply to a specific grant, simply leave it as the default value "Funding Operations."

Program: If this PO is related to a specific Program, you can select that here (Please work with your Grant Admin or Financial Services admin to set this correctly). If this PO doesn't apply to a specific Program, simply leave it as the default value "General Operations."

Event: If this PO is related to a specific event, that you have set up with your financial services admin, then you can select that here. If not, leave this blank.

Budget category: If this PO applies to a specific budget category, you can select that here (Please work with your financial services admin, or your grant admin to select this).

How to fill out the Project - Purchase Order form: 

Vendor: You can select the vendor from the drop-down list. If you don't see the vendor, then that means they're not yet in our system. 

To add the vendor to our system, click on the New Vendor/Grantee Link on the dashboard, copy the link you find, and send it to your vendor to fill out. Once the vendor fills out the form, it will be reviewed by our vendor admins, and then added to the vendor list on the record.

Memo: This is a brief description of what the Purchase Order will be for.

Check Required: Check this box if your vendor requires a physical check.

Subsidiary: This will default to Community Partners

Project/Business Unit: This will default to your project. If it doesn't autofill, please select your project from the dropdown.

Allocation Schedule: Please work with your Grant and Financial Services Admins to fill this information out.

Line Level Information

Items: You can select the correct item code from the dropdown.

Description: Please put a detailed description of each line item here.

QTY: This field is for the quantity of the items purchased, this can be the actual amount of items, or the number of hours worked. If this doesn't apply, simply set this to 1.

Rate/amount: This field is for the Rate (either hourly rate or per item rate). If the item or service you're purchasing only includes a total price, then you can input the full amount here, and then set the quantity to 1. 

Amount: This field will automatically multiply your rate and quantity, so that you don't need to input anything here. 

Project/Business Unit: This will default to your project name. If it doesn't default, simply select the drop down and select your project name (It should be the only one you see).

Grant: You can set this to the grant this PO Applies to (Please work with your Grant Admin to set this correctly. If this PO doesn't apply to a specific grant, simply leave it as the default value "Funding Operations."

Program: If this PO is related to a specific Program, you can select that here (Please work with your Grant Admin or Financial Services admin to set this correctly). If this PO doesn't apply to a specific Program, simply leave it as the default value "General Operations."

Event: If this PO is related to a specific event, that you have set up with your financial services admin, then you can select that here. If not, leave this blank.

Budget category: If this PO applies to a specific budget category, you can select that here (Please work with your financial services admin, or your grant admin to select this).

Step 4: Attach Supporting Documentation

Once you have filled in all of the relevant information fields for your PO, you can attach your supporting documentation by going to Communication > Files.

Click on the plus sign that will appear on the line when you hover over it with your mouse to attach new documentation. This will open up a new window where you can attach files from your computer.

Give your file a name, select the folder you'd like to place it in NetSuite (We have more detailed information on this in other trainings), and choose the file from your computer. Once you've done this click Save.

This will attach it to the record as a preview. Then simply click Add to attach the new file to the record once you're happy with it.

Step 5: Save and Submit

Once you have filled in all of the relevant information fields, and attached any relevant supporting documentation, click save at the bottom or top of the Purchase Order screen.

This will save the record as a draft.

*Please note that it will stay here as a draft, and it will not go through our approval process until you hit Submit.*