Purchasing Overview

The Purchasing module is where you work with purchase requisitions and purchase orders in AptaFund. The module consists of three screens: Purchasing Configuration, Purchase Requisition and Purchase Order. The module works with the Receiving and Accounts Payable modules to record received items and vendor invoices and payments.
Receiving Purchase Orders upon Invoice
By setting the Auto Receive Purchase Orders option, AptaFund will automatically create an order receipt at the time an invoice is created and submitted in the Vendor Invoice screen. This allows you to bypass the Receiving module, if required by your business process.
The general flow of the Purchasing process:
  1. A user with Purchasing Administrator security access establishes account code restrictions, budget checks, authorization thresholds, and other settings in the Purchasing Configuration screen. Once established, these settings only need to be updated periodically.
  2. A user creates and submits a purchase requisition. When a requisition is submitted, AptaFund determines if there is budget available for all of the line items (unless your organization does not require budget checks). Requisitions may also be submitted using AptaFund Web Purchasing. You do not need to create a purchase requisition in order to create a purchase order.
  3. The requisition is either approved or rejected by an authorized user in the Purchase Requisition screen. If approved, a purchase order is created for use in the Purchase Order screen.
  4. The purchase order can be changed or combined with other orders and issued in the Purchase Order screen. Capital and Inventory assets can be identified for addition to the Asset Management screen once the item is paid for. If the purchase order changes after issue, a change order can be created.
  5. Items can be received in the AptaFund Order Receipt screen or upon the submission of an invoice in the Vendor Invoice screen. After vendor invoices have been triple-matched, paid, or cancelled, the purchase order is closed.
    Note: Receiving items at vendor invoice may only be used if the Receiving module is bypassed; assets cannot be added to the system from the Purchasing & Payables module if invoices are received at vendor invoice.