How to Create a Purchase Order

Purchase Orders help you manage your Assets in LLumin CMMS+ by tracking unexpected issues and updating the status of planned maintenance. Technicians, supervisors, and managers can be given permission to create and modify Purchase Orders.

Create a Purchase Order

To create a new Purchase Order, perform the following steps: 

  1. Go to the Purchasing drop-down menu on the menu bar.Purchasing.png
  2. Click Create Purchase Order.Purchasing - Create PO.png
  3. The New Purchase Order screen will open, divided into three sections: Line Items, General Info, and Vender Info.PO Line Items.png

Fill out Purchase Order Info

PO Details

    1. Assign a Vendor from a list at the top of the screen. This is the only required step to create the Purchase Order.

    2. Optionally, include a Vendor Quote # and specify the Cost Center related to the Work Order.

    3. Check Create as Blanket if you want to create a blanket order.

    4. Enter the currency.

    5. new PO initial info.png

Line Items

In the Line Items section, complete the following:

    1. Choose a Stockroom and GL Account from the list to associate with the Purchase Order.

    2. Assign the Date Expected for the Purchase Order completion.

    3. Click Add Line to add a blank line to the Purchase Order. This line is not linked to an item and can be used for services, for example. Enter the description and the cost, such as hiring an external vendor like a plumber.Screenshot 2024-07-29 105158.png

    4. Search for Items to reorder or use Create Item to add a new item.PO filled out line items.png
    5. If there are items on the Reorder List associated with the entered Item, a Light Bulb button will appear for Recommended Items.
    6. Click this Light Bulb button to open the Recommended Items window.Lightbulb Line Items PO.png
    7. Choose the items you want to add, then click Select to add them to the Purchase Order.PO Recommended Items.png

General Info

In General Info, complete the following:

    1. Associate a WO # with the reorder, which will link related Assets.
    2. If not associated with a Work Order, you can enter Assets under the Asset category.
    3. Relate a Project and correlate a specific Task of that Project with the reorder, if applicable.
    4. Add a Voucher # if applicable.
    5. On the right-hand side, manually adjust any additional costs (Tax, Freight, Misc. Cost) to calculate the Order Total.PO General Info.png

Vendor Info

In Vendor Info, complete the following:

    1. From the Auto Send Format dropdown, select Email or Fax to send updates on the Reorder to.
    2. Enter an email / fax number, website, and account number as needed.
    3. Vendor information will automatically appear here if it was selected in the previous steps.
    4. Relevant lead time information will also appear on this screen.Screenshot 2024-07-30 105113.png
    5. Select Create to submit the Purchase Order.