Available On: Business Plus
💡Currently, creating a purchase order isn't supported on the mobile iOS and Android app. However you can still use a browser on your mobile device to log into the web application!
Purchase Orders and Purchase Order Requests
With purchase orders and requests in UpKeep, your team gains a centralized platform for submitting requests for parts, equipment, or inventory restocking. Here's how it works:
A new work order is submitted to the facility management team.
When a part is needed for a job, Employee A submits a Purchase Order (PO) request through UpKeep's portal.
The Admins receive notification, approve the purchase order request, and send it to the vendor.
The vendor ships the part to your facility.
Upon receiving the part, mark it as fulfilled in the PO, and your inventory is automatically restocked!
Additionally, Admins can proactively restock inventory by creating purchase orders when parts are running low. 📦💼✨
How to Submit Purchase Requests
Navigate to Purchase Orders
Create a Create Purchase Order
Fill out the form details
Select Submit
The purchasing team gets notified to evaluate, then approve or decline
If the part is approved, once it’s received from the vendor, the purchasing team marks the PO as Fulfilled
Inventory is automatically restocked
💡Technicians, limited technicians, and View-Only users can submit purchase requests. The request will be sent to the admins on the team to evaluate and approve.
How to Approve a Purchase Order Request
Navigate to the Purchase Order section
Click on the request awaiting approval
Evaluate that the request is necessary
Click Approve
TIP: You can also customize the table view to include a Status column, so you can quickly identify which ones are still awaiting approval!
How to Fulfill (or Partially Fulfill) a Purchase Order
Once the shipment comes in, navigate to the Purchase Order section
Click on the correct Purchase Order
Select Fulfill
Enter the received amount. If the correct amount was shipped, just match the quantity requested. If not, just input the amount you received and the PO will be marked as partially fulfilled.
Click Fulfill!
Purchase Order Request Portal
Purchase Order Request Portals are now live for our Business Plus clients! Take seamless collaboration to the next level.
Your company now has the ability to generate a unique URL that you can distribute to your entire team for employees to submit purchase order requests directly to an approver or your accounting department.
Go to the Request Portal section
Scroll to Purchase Order Request on the bottom of the section
Toggle on Enable Purchase Order Portal button
Employees can now submit Purchase Requests without needing to log into the app!
