Fresh Projects

00:00: A Purchase Order can be raised in Fresh Projects to confirm an agreement to pay a

00:04: supplier for a set amount.

00:06: You are then able to track your spend against the Purchase Order as expenses are

00:11: incurred.

00:13: Let's take a look at how to generate a Purchase Order...

00:17: In the Main Menu, click "Capture"

00:21: Then,

00:21: click the "Purchase Order" tab.

00:25: Click "New Purchase Order" to start creating a new purchase order.

00:30: Using the dropdown icon,

00:32: specify the Expense Type for your Purchase Order.

00:36: Then, click "Add Project" to link the purchase order to a specific project.

00:42: Select your Project.

00:45: Then,

00:46: select your Sub-project.

00:49: Finally,

00:50: click "Add".

00:52: In the Supplier field,

00:54: start by typing the name of your supplier and then select your supplier from the

00:57: dropdown.

01:00: Please note that you need to have a contact already set up in Fresh Projects as a

01:04: "Supplier" type.

01:05: This can be set up under Contacts.

01:09: In the PO Reference box, enter the purchase order reference number.

01:15: You can also upload your relevant PO quotation document.

01:20: You can also populate any purchase order notes,

01:23: such as delivery notes.

01:26: You can also add a further description to be included on your purchase order

01:30: document.

01:32: Additionally,

01:33: you can add any internal notes for visibility to your internal team

01:38: Click "amount" to enter the value for the purchase order.

01:43: Then, click "Submit" to save and submit the purchase order for approval.

01:48: Navigate to the "Approvals" in the Main Menu.

01:52: Click "Load" to retrieve the latest approval data.

01:57: Now,

01:57: click on the "Purchase Orders" Tab to view the list of purchase orders awaiting

02:02: approval.

02:04: Here you will see your latest purchase order waiting approval.

02:09: Click the tick icon to select your purchase order.

02:13: Click "Submit" to approve your purchase order.

02:17: You can now navigate to the "Time and Expense Explorer".

02:22: Click the "Purchase Orders" tab to manage and review all purchase orders.

02:27: Now,

02:28: select your date range to display all relevant purchase orders captured within this

02:32: time range.

02:35: Then,

02:35: click "Load".

02:38: Here,

02:39: you will be able to view all details pertaining to your purchase order.

02:44: If any changes need to be made to the amount,

02:46: click on the pencil icon to edit the amount.

02:50: Here you can download your Purchase Order template in Word or PDF format,

02:55: which you can then send directly to the supplier.

02:59: If you do not see these icons available,

03:01: please contact our Support Team so that we can load a PO template into your account.

03:08: Now proceed with navigating to your project,

03:11: and clicking on the "Budget and Fee" tab.

03:15: Under the Purchase Orders column,

03:17: you are able to clearly see the amount that has been raised for Purchase Orders for

03:21: your relevant sub-project.

03:24: Let's take a look at how to allocate a Purchase Order...

03:28: Click "Capture" in the Main Menu.

03:32: Then, click the "Expenses" tab.

03:35: Using the dropdown icon,

03:37: specify the Expense Type.

03:40: You will need to ensure the expense type matches the expense type specified on your

03:44: purchase order.

03:46: Click "Add Project" to link the expense to a specific project.

03:51: Select your Project.

03:55: Then,

03:55: select your Sub-project.

03:59: Finally,

03:59: click "Add".

04:02: In the Supplier field,

04:03: start by typing the name of your supplier and then select your supplier from the

04:07: dropdown.

04:09: You will need to ensure that your selected supplier matches the supplier from your

04:12: Purchase Order.

04:15: You will then get a pop-up for Purchase Orders,

04:18: where you can select your relevant purchase order from the dropdown

04:22: Here you can click 'Upload Receipts' to add any supporting documents to the expense.

04:28: You can also populate any additional notes to your Expense.

04:34: Click "View Purchase Order" to examine the full purchase order information.

04:39: You will then get a pop-up displaying your original purchase order for your

04:43: reference.

04:45: Click "amount" to enter the value for the Expense.

04:50: Finally,

04:50: click "Submit Expenses" to finalize and send your expense for approval.

04:56: Navigate to the "Approvals" in the Main Menu.

05:00: Click "Load" to retrieve the latest approval data.

05:04: Now, click on the "Expenses" Tab to view the list of expenses awaiting approval.

05:11: Click the tick icon to select your Expense.

05:15: Click "Submit" to approve your Expense.

05:18: You can now navigate back to the Time and Expense Explorer,

05:22: and back to the "Purchase Orders Tab".

05:25: Here you can locate your Purchase order.

05:29: You can now clearly see how much of your PO you have allocated to actual expenses.

05:35: The remaining portion will indicate how much your supplier can still invoice you.

05:40: You can now navigate back to your Project.

05:43: Under the "Actual Cost" column,

05:45: you are able to clearly see the amount that has been allocated to expenses.

05:50: This allows you to track your spend against the Purchase Order as expenses are

05:54: incurred.

05:56: You have now successfully captured and reported on your Purchase Order in Fresh

06:00: Projects.