Purchase Orders
Overview
Section titled “Overview”Purchase Orders (POs) formalize your commitment to buy services or goods from a vendor. They create an audit trail and link vendor costs to specific events.
Creating a PO
Section titled “Creating a PO”- Go to Procurement → Purchase Orders
- Click New PO (or create from an awarded RFQ)
- Select the vendor and event
- Add line items with quantities and prices
- Submit for approval
Approval Workflow
Section titled “Approval Workflow”POs require admin approval before they’re sent to the vendor.
| Status | Meaning |
|---|---|
| Draft | PO being prepared |
| Pending Approval | Submitted, waiting for admin review |
| Approved | Approved — sent to the vendor |
| Confirmed | Vendor has confirmed they can deliver |
| Received | Goods/services have been delivered |
| Cancelled | PO cancelled before delivery |
Vendor Confirmation
Section titled “Vendor Confirmation”When a PO is approved and sent, the vendor receives it via email and the Vendor Portal. They can:
- Confirm availability
- Request changes
- Decline
Linking to Budget
Section titled “Linking to Budget”PO amounts automatically appear in the event’s budget as committed costs. This prevents budget surprises — you always know what’s been ordered.
PO History
Section titled “PO History”Every change to a PO is tracked: who edited it, what changed, and when. This is critical for financial audits and dispute resolution.