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Regional Availability: Australia, India, Indonesia, Singapore, United States
Overview
Volopay’s Procurement System is designed to streamline and bring greater control to your purchasing process. With an intuitive interface and robust features, Volopay makes it easier for organizations to manage procurement workflows, from initiating a purchase order (PO) to approval and vendor management.
This guide provides step-by-step instructions on how to efficiently create and manage purchase orders, utilizing tools like custom approval workflows, vendor management, and real-time tracking to ensure that procurement is centralized, compliant, and fast.
Why Use POs in Volopay?
Using Purchase Orders (POs) in Volopay helps organizations manage their procurement process effectively. Here’s why you should use them:
Streamline Procurement Requests: With a simple, automated system for creating POs, your procurement process becomes faster and more efficient.
Maintain a Clear Approval Workflow: Define your approval hierarchy to ensure the right people approve the right purchases.
Reduce Manual Tracking and Errors: Automating the purchase process reduces human error and the need for manual tracking.
Sync Billing, Shipping, and Vendor Details for Finance Automation: The system integrates billing and shipping details, making the entire procurement process easier to track for your finance team.
Starting the PO Creation Process
Step 1: Navigate to the Procurement Inbox
Go to Procurement > Inbox on your Volopay dashboard.
The inbox is where you’ll find all pending and draft POs awaiting action.
Step 2: Click “Create PO”
Click the Create PO button at the top right of your screen or select it as an action item within the inbox.
This will open a new PO form in a slider on the right side of your screen.
It’s a good idea to have all vendor and item details ready before starting the creation process.
Tip: Preparation of key details such as vendor information and item specifics will help you complete the process quickly and accurately.
Filling Out the Purchase Order Form
Step 3: Select Key Details
Vendor: Select the vendor from the drop-down list that you wish to make the purchase from. If a vendor is already preconfigured in the system, it will be easy to pick.
Products: Add the line items you wish to purchase. For each item, specify:
Quantity
Price
Billing & Shipping Address: Choose the appropriate addresses and contact points for billing and shipping.
Step 4: Complete Mandatory Fields
Make sure to fill out the following fields before submitting the PO:
Link the PO to a specific department or project if applicable.
Ensure all the mandatory fields are completed to avoid delays in the approval process.
Submitting or Saving the Purchase Order
Step 5: Submit or Save as Draft
Once you’ve filled in all the necessary details:
Click Submit for Approval: This will send the PO to the designated approvers according to your approval workflow.
Or, click Save as Draft: If you need to review or make changes later, save it as a draft to come back to it at your convenience.
What Happens Next?
Approval Process: Once submitted, the designated approvers will be notified and will take action on the PO.
Tracking PO Status: You can monitor the status of your PO under the Procurement > Approval tab.
Finalizing the PO: After approval, the PO is sent to the vendor, and you’re ready to proceed with the purchase.
By following this process, your procurement team can create, track, and manage POs efficiently, ensuring compliance, accuracy, and faster approval workflows.