After creating a budget and a vendor’s profile, you may proceed with these steps:
Create baskets
- Go to Acquisitions
- Search for your vendor
- Click on “New basket”
- Give your basket a name
- Save your basket
- Click on “Add to basket” to order an item
- Search for an existing record or create it from scratch
- Click on “Order” next to the record
- Enter the financial information
- Click “Save”
- Repeat steps 6-10 for each item you need to order.
- Click on “Save”
Once it is completed, click on “Close this basket.”
You must close a
basket in order to update the budget automatically and add the order
amount to the “Base-level ordered” column of the
corresponding fund.
Closing the basket will also enable the “Receive shipment” option, so you can create an invoice and mark item as received.
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When you have received your order from the vendor
- Go to Acquisitions
- Search for your vendor
- Click on “Receive shipments”
- Enter the invoice number
- Click “Next”
- Check the “Receive” box next to the title
- Make sure the price is correct, adjust it in “Actual cost” if needed
- Click “Save”
- Redo steps 6-8 for every item on the invoice
- Click “Finish receiving”
Once you have paid your vendor, update your invoice
- Go to Acquisition
- Search for the invoice
- Click on the Invoice number
- Add a “Billing date”
- Add an adjustment (if needed)
- Check the “Close” box to close the invoice
The invoice amount is only subtracted from your budget fund when the invoice is closed.
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