How to Manage Purchase Orders

The proper and timely management of Purchase Orders is one of the most crucial processes to ensure a smooth platform experience for all members of your team and supply chain. We also understand the challenges surrounding getting POs in a timely manner, and for that reason, Engage is built in a way that easily allows you to manage POs across Sites, Vacancies, and Placements.

 

How to add POs to a Site

At Engage, the management of POs start at the Site level, this is especially helpful if you designate POs per site. When a PO is added to a Site, it is then automatically added to any Vacancy, Placement, and Timesheet created for that Site.

Step 1. Log in to Engage

Step 2. Navigate to Network, then Sites 

Step 3. Select a Site

Step 4. Select the options menu, then Edit Site. Alternatively, you can tap the letter 'e' on your keyboard to quick-launch edit mode.

Step 5. Find the PO table and select Add PO Number.

Step 6.  Enter your POs' number, and validity Start and End Dates. If you with to have an open PO, ignore the End Date.

Step 7. Click Finish.

You can then add another PO if necessary, just keep in mind that only one PO can be active at any time and their dates cannot overlap.

Step 8. Once you're done. save your changes by selecting Save Site.

 

How to add POs to a Vacancy

If you manage POs independently by type of job, you can add them at the time of Vacancy creation. Doing this will ensure that any future Placements and their Timesheets will automatically import and valid purchase orders.

Step 1. Log in to Engage

Step 2. Navigate to Jobs, then Vacancies 

Step 3. Select a Vacancy

Step 4. Select the options menu, then Edit Vacancy. Alternatively, you can tap the letter 'e' on your keyboard to quick-launch edit mode.

Step 5. Find the PO table and select Add PO Number.

Step 6. Enter your POs number, and validity Start and End Dates. If you with to have an open PO, ignore the End Date.

Step 7. Click Finish

You can then add another PO if necessary, just keep in mind that only one PO can be active at any time and their dates cannot overlap.

Step 8.  Once you're done, save your changes by selecting Update Vacancy.

 

How to add POs to a Placement

You can also manage POs by Placement and they will be imported to their respective timesheets at the point of timesheet approval. That means that you can update POs up to the point of timesheet approval, if necessary.

Step 1. Log in to Engage

Step 2. Navigate to Jobs, then Placements 

Step 3. Select a Placement

Step 4. Select the options menu, then Edit Placement, Alternatively you can tap the letter 'e' on your keyboard to quick-launch edit mode.

Step 5. Find the PO table and select Add PO Number. 

Step 6. Enter your POs' number, and validity Start and End Dates. If you wish to have an open PO, ignore the End Date.

Step 7. Click Finish

You can then add another PO if necessary, just keep in mind that only one PO can be active at any time and their dates cannot overlap.

Step 8. Once you're done save your changed by selecting Save Settings.

 

Adding a PO at Timesheet Approval

The final place where POs can be managed is directly on Timesheets. At this point, a PO can be added to a Timesheet during the approval stage and can be added to the Placement from here if necessary.

Step 1. Log in to Engage

Step 2. Navigate to Timesheets, then Timesheets 

Step 3. Find the submitted Timesheet which is missing it's PO.

Step 4. Click on it, then select Open to open it in a new tab.

Step 5. Scroll down to the bottom of the page and select Approve

Step 6. Select Assign

Step 7.Enter your POs' number, and validity Start and End Dates. If you wish to have an open PO, ignore the End Date.

Step 8. If the PO should be added to the Placement, select Add PO to Placement.

Step 9. Select Add PO

Step 10. Approve Timesheet

If Add PO to Placement was selected, the PO will be added to the Placement and all future timesheets for that Placement will automatically have the PO added to it.