Purchase Orders and Invoices
Entering a Purchase Order
From Onesite homepage click on PURCHASING tab, click NEW in the top left hand corner. Select your vendor and click OK (if your vendor is not listed, see adding a new vendor) From PO screen, click ADD to individually add items needed. If you are adding multiple items (and if there are multiple items you are ordering you need to enter them as such – do not put $1,000 worth of expenses to “plumbing” or “stuff” or “supplies”), click ADD another at the bottom until all items have been added. Tax should be calculated on individual items. Do not simply add a new item as “tax.” Be sure items are coded to the correct GL account. (USE YOUR GL GUIDE- which follows the purchasing instructions.) Ensure total of PO matches total of quote. GL Codes can be found in the Brookside Playbook. Your Mentor will provide you a copy of them as well.
Submit PO. If PO shows as open and is not a capital purchase* you may proceed with purchase. If the PO shows as pending you must email your regional for approval prior to purchasing.
Entering Invoices
From Onesite homepage click on purchasing tab, locate the PO for the invoice on your purchasing screen. Click on MORE beside the PO, click CREATE INVOICE. In the top right corner, enter the invoice number (utility bills, petty cash, mileage, etc. are entered differently). All invoices will end with the property number. Example: Invoice 5289 on property 702 would be entered as 5289-702.Enter invoice date under the invoice number. All terms are 30 days unless it is a utility bill (which is DUE UPON RECEIPT). Enter the invoice total. Submit the invoice. Print the invoice.
What if the PO amount doesn’t match the invoice amount?
Make sure that the PO amount matches the invoice amount. If the amounts do not match, click on more beside the PO, click create invoice. On the invoice screen click edit on the item you wish to change and change the amount to match the invoice. Continue with entering the invoice number, date, etc.
NOTE- if you edit the invoice to match the paper invoice you have received, it could cause the invoice to become “pending” instead of “ready.” This will require approval from your regional manager. If this happens, you must email your regional manager to explain the reason the invoice did not match the PO. Your regional manager will have to approve the invoice in Onesite before accounting is able to pay this invoice. If you fail to email your regional manager about the pending invoice, you could be delaying payment to your vendor.
IMPORTANT!!!
Once you have printed your invoice, place the Onesite invoice on top of the actual invoice and scan to accounting. Mark out any “Page 1 of 1” on the invoice ONLY. Do not mark out the “Page 1 of 1” on the Onesite transmittal.
UNIT NUMBERS GO IN THE DESCRIPTION FIELD
Make sure to use the unit number (where applicable) in the description field as well as the unit number field. IF THE ITEM WENT TO A SPECIFIC APT, RECORD AN APT # in the description and unit # fields. The accounting department does not see or use information put in the “comments” field.
If you already have an invoice in hand, there is no need to enter a Purchase Order for it.
(This means you missed the required step of entering a PO. This should be a rare, if ever, occurrence.), The PO only serves a purpose if it’s created and entered PRIOR to actually making the purchase or scheduling the service. It serves as a “placeholder” or “reminder” that you’ve spent that certain amount of money even though you don’t have an invoice yet). All purchases including services (carpet cleaning, painters, plumbing repairs etc.) however, should have already had a PO generated.
How to enter multiple Invoices to one PO:
1) To do multiple invoices for one PO, the vendor that you are using has to be set up
correctly. Find the vendor in the vendor tab and select more next to the name, then
select Edit Vendor Settings. Select “Enable Backorders” and save.
2) Find the PO and select Create Invoice.
3) For the item(s) that are not on the invoice, you will select Edit and change the quantity
from 1 to 0 since there are 0 items on that invoice. Then change the quantity on Enable
Backorder from 0 to 1. This will 0 out the amount for that item on the invoice.
4) Then finish submitting the invoice. Make sure the total is correct.
5) After you save and print, the PO will be labeled as Open-Partial.
6) The PO will remain open till you receive the invoice for the backorder. Once you receive
that you simply go to that Open-Partial and submit the invoice.
How to enter multiple PO’s and tie it to one invoice:
1) Select one of the PO’s and Create invoice.
2) Once the invoice template opens, you will see an option on the top left “match purchase
orders to this invoice”.
3) A list of open PO’s for that vendor will open, and you can select any that need to be
added to the invoice. You will also need to select anything from the original PO that you
opened or it will remove it from that PO.
4) Then you will select ok and finish submitting your invoice. If you did not select
everything from another PO then it will save everything else to an Open-Partial PO.
Note: You must make sure your math is correct or you might have to adjust some numbers.
Always make sure when entering a PO you calculate each item with tax.
Example: HD Supply Order Break down to enter on PO
Drip Pans $15.64 $15.64 + 9.25% = $17.09
Batteries $20.26 $20.26 + 9.25% = $22.13
Toilet Seat $10.06 $10.06 + 9.25% = $10.99
Total on Quote $50.21 Total on PO $50.21
Note: Make sure you round up the cents. If the 3rd number is 5 or more you add another penny
to the total. Make sure to use your state tax. Every state tax varies.
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