System overview Original Procurement Experience
The PO Management system is where purchases, receivals, and vendors are managed.
Home and the new Procurement experience is being gradually rolled out throughout 2025.
- When
Home displays in the left menu, you know you’re on the new Procurement experience.
- Read on to learn how to use the original Procurement experience.
The platform consists of five main sections:
- Dashboard
- Purchases
- Receivals
- Vendors
- Contracts
Select a category listed below to reveal descriptions of each section.
The "Dashboard" page provides snapshots and visualizations of your data, allowing you to quickly view different metrics. Each user can customize it to include data that interests them.
The Purchases page is where you create and submit your purchase requests. You can also track the status of your requests.
The following fields display on-screen.
Fields |
description |
|---|---|
| ID | The unique identifier assigned to the PR |
| Created | The date the PR was submitted |
| For | The stakeholder the PR was submitted for |
| Title | The name of the purchased item |
| Vendor | The name of the vendor |
| Amount | The total cost of items purchased in that request |
| Next | The name of the approver who is next in line in the approval process |
| In stage | The number of days the purchase request status has been in this stage |
| Status |
The current status of the purchase request:
|
| PO | The unique number assigned to the generated PO |
The filters above the table allows you to focus on a subset of purchase requests. Click the "+" button to add/ remove filters.
The following tables describes the filters on this page.
Filters |
description |
|---|---|
| Requested For | The name of the user for whom the purchase request was submitted |
| Date Created | The date the purchase was created |
| Created By | The name of the user who created the purchase request |
| Next | The name of the approver who is next in line in the approval process |
| Subsidiary | The name of the entity linked to the purchase |
| Expense Account | The GL account that will be debited for the payment amount |
| Vendor | The name of the vendor |
| Status |
The status of the purchase request:
|
| Amount | The total cost of items purchased in that request |
| Tags | Any tags that you have assigned to the purchase |
| CustomFields (e.g., Department, Expense type, Project, etc.) | If custom fields have been defined for the purchase, the field name is the display name and the value is what was defined |
You use the Receivals page to confirm that your purchases were received. It informs the finance team that a payment can be made. It is important to make sure that the status of the purchase is up to date.
The following fields display on-screen.
Fields |
description |
|---|---|
| Req ID | The unique identifier assigned to the PR |
| Owner | The name of the stakeholder for whom the PR was submitted |
| Item | The description of the purchased item |
| QTY | The quantity or number of purchased items |
| Cost | The total cost of items purchased in that request |
| Expected | The expected date of delivery |
| Received | The date the delivery was received |
| Status |
The current status of the receival:
|
You can use the filters above the table to narrow down your list:
- Vendor - View receivals associated with a specific vendor or vendors
- Status - Filter the receivals by status
- Owner - View receivals by the stakeholder's name for whom the PR was submitted
You can find this information about the vendors on the "Vendors" page. You can also track the status of the vendor.
The following fields display on-screen.
Fields |
description |
|---|---|
| External ID | The unique identifier assigned to the vendor |
| Created | The date the vendor started the registration process |
| Vendor owner | The name of the stakeholder who is in charge of managing the vendor |
| Vendor name | The name of the company to whom the vendor belongs |
| Tags | Any tags that you have assigned to the vendor |
| Subsidiary | The name of the subsidiary company that the vendor is assigned to |
| Next | The name of the approver who is next in line in the approval process |
| In Stage | The number of days the vendor status has been open |
| Status |
The current status of the vendor:
|
You can use the filters above the table to narrow down your list.
The following tables describes the filters on this page.
Filters |
description |
|---|---|
| View | Allows to display relevant vendors |
| Vendor owner | The name of the user who created the vendor |
| Date created | The name of the user who created the purchase request |
| Subsidiary | The name of the entity linked to the vendor |
| Status |
The status of the vendor:
|
| Tags | Any tags that you have assigned to the purchase |
The "Contracts" page lists all the documents related to your vendors.
The following fields display on-screen.
Fields |
description |
|---|---|
| Contract name | The name of the contract |
| Contract owner | The name of the stakeholder who created the contract |
| Vendor | The name of the vendor to whom the contract belongs |
| Start and end date | The effective date of the contract |
| Term | The length period of the contract |
| Attachment | Any document relevant to the contract |
| Status |
The current status of the contract:
|
You can use the filters above the table to narrow down your list:
- Contract owner - View contracts by the stakeholder's name
- Vendor - View contracts associated with a specific vendor or vendors
- End data - View contracts by end date
- Term - View contract by term
- Status - Filter the contracts by status