TABLE OF CONTENTS

• Create a New VPO Process Summary
• Create New VPO Process Steps
  • Create a Vendor Purchase Order (VPO) from the Status Dashboard for the BP for which you order goods or services.
  • Select a Vendor for VPO
  • Fill VPO from Template
  • Fill-In VPO Line Item Details
  • Fill Optional Fields on VPO
    •  Shipping and Taxes on VIM Purchase Order
  • Manage VPO-Related Documents
    • Attach Documents to a VPO Card.
    • Review Documents Associated to a VPO Card.
  • Check VPO Approvers
  • Send VPO for Approval

Create a New VPO Process Summary

The following is a brief overview of the VPO creation process:

1. Locate the BP for which you are ordering goods or services.
2. Create a PO via the “Purchase Orders” link on the Financial tab of the BP card.
3. Select a Vendor.
4. Fill the VPO from one of the available VPO Templates.
5. Overwrite the Description, add the PO Line (POL) Item total and any comments to each line.
6. Add Ad Hoc POLs if required or delete unneeded lines:
7. Select appropriate Financial Accounts (Accts.) for any Ad Hoc POL Items.
8. Select the Site or your Office as the Ship-To address.
9. Add a Quote # if applicable.
10. Attach documents (like Quotes) to the VPO.
11. Fill in Comments, Stakeholders, an Expiration Date and other additional information if needed.
12. Send the PO for Approval.

Create New VPO Process Steps

Create a Vendor Purchase Order (VPO) from the Status Dashboard for the BP for which you order goods or services.

1. Open Status Dashboard.
2. Use filter for quick search of a Build Plan.
3. Click on BP line to open details.
4. Navigate to VIM tab and click to "New Vendor PO".

Select a Vendor for VPO

Review the details of a Vendor Card. After reviewing the Vendor card as needed, save/close the card and click "Select" to select it.

Read more about Vendor Card.

Fill VPO from Template

Use templates to add lines in the VIM PO Card.

Change Services description, add PO Line total and write comments where appropriate.

There is a default set of VIM PO Templates in your instance. However, users of the groups "Accountants and Bookkeepers" and  "Project Library Managers" have full access to VIM PO Templates reference. So they can add a new template or edit existing ones. To do this, open the Purchase Order Templates (VIM) reference. 

Fill-In VPO Line Item Details

Fill Optional Fields on VPO

"Ship-to" Populated by BP/Site Address.
By default, the “Ship to” field on the VPO will be populated by the Site address for the selected BP.
You can change the VPO "Ship to" address to that of your Office/Warehouse by clicking "Office".

Fill in a PO expired date, the system will send you a notification on that day and change PO stage to "Expired". 

 Shipping and Taxes on VIM Purchase Order

The S&T amount charged on the PO Total is calculated based on the constant value. The percent can vary for different clients. Commonly, it is equal to 30 %.

If there are no taxes in the purchase order, click the box "S&T not included".

To reflect S&T amount levied on the invoice amount into the VIM PO, you need to charge the tax amount on the zero PO Line. 

Manage VPO-Related Documents

Attach Documents to a VPO Card.

Review Documents Associated to a VPO Card.

Check VPO Approvers

Send VPO for Approval