In this guide, we show How to Raise a Purchase Order in the MAT Finance Module.
Access: The minimum permissions required to Raise a Purchase Order are found in the MAT Finance Module section of Config > Setup > Roles & Permissions.
To begin, from the left Menu, go to Finance > Procurement > Purchase Order.
Once the page loads, complete the Supplier, Date and Delivery Address fields.
Once those details are entered, press Add New Record to create the first line of the Order.
This updates the bottom of the screen with fields where data can be entered. Complete the fields: Cost Centre / Ledger Code / Description / Unit Cost / Tax Code.
Use the tick at the far right to confirm the information and add the record.
If adding more records is required, press Add New Record again and repeat the above step.
The previously used Ledger Code and Cost Centre are pre-populated in the Cost Centre and Ledger Code drop down options.
- As these values are already validated from the previous record row, no further checks are required unless manual changes are needed
- Users can still manually update the Ledger Code or Cost Centre by clicking into the respective fields
- If the Ledger Code or Cost Centre used in the previous line is no longer valid for the current Financial Year or unavailable to the user, those fields will be left blank, requiring the user to select from the available options for that Financial Year
Once the Purchase Order is complete, press Post.
This will then be sent to the Budget Holder to authorise. See Workflow Guidance.
A Success Notification is displayed, as well as the option to Print or Dispatch the Purchase Order.
If the ordering email settings in Supplier Information and the SMTP settings have been set up, the Purchase Order can be emailed straight to the Supplier. If not, it can be printed as a PDF from here.
