Purchase Order Module

Create, Track and Manage

Purchase Orders,

Receipts and Inventory

The Purchase Order module is a fast and easy way to generate and keep track of open and closed purchase orders. It is fully integrated with CenterPoint Fund Accounting. And, in conjunction with an Inventory module, you can automatically update inventory records with every purchase receipt.

The Purchase Order module is designed specifically for municipals. It allows you to create encumbrance accounts to prevent overspending budgets or legally authorized appropriations.

Its interface is clean and simple. It is quick to learn and easy to become proficient. Like Diversified Billing, it is available with a traditional license for your LAN or as a Cloud subscription.

See How The Purchase Order Module Can Streamline Your Operation

Schedule a Demo

Purchase Order Highlights

Prevent Overspending With Encumbrances

Update Inventory With Each Purchase Receipt

Set Up Optional Approval Hierarchy

Print or Email Purchase Orders

Manage Receipt of Ordered Items

Key Features

Creating a Purchase Order

The Purchase Order module is used to provide a printed purchase order for vendors and manage the orders you've placed. While not required, an available Inventory module greatly increases the utility of the Purchase Order module.

Encumbrances

Encumbrances are a tool to assist government officials so they do not overspend legally authorized appropriations (budgeted expenditures or budget capitalized expenditures). An encumbrance is created through a purchase order transaction in CenterPoint and can be entered prior to the budgeted period, for example a fiscal year. When a purchase order is approved, the encumbrance process begins and an entry is made on the Equity section of the Balance Sheet to debit a Fund Balance account and credit the Reserve for Encumbrances account (the approval date is when the encumbrance entry is made, as opposed to the purchase order date). Purchase Order receipts reduce encumbrance amounts. When goods and services are received on a purchase order, an Accounts Payable invoice is created and the encumbrance is reversed. Encumbrance amounts may be different than actual amounts on a purchase order, in which case the encumbrance can be adjusted.

Approving a Purchase Order

The Approve Purchase Order screen is used for organizations that require a stricter system for entering and approving purchase orders; for example, the employee that has a purchase request and enters into CenterPoint may not have the authorization to approve it. The system sets the "Date Approved" and "Approved By" on purchase orders.

Print or Email

CenterPoint allows you to e-mail your purchase orders at the time you save the transaction entry. The purchase order will be attached to an e-mail as a PDF file using the selected form design.

Receiving Ordered Goods

When the items ordered on a purchase order are received, they must also be received in CenterPoint. This process has you match receipts of items (or services/non-inventory items) against purchase order quantities. You can receive all of the items or some of them (a partial purchase order) and can adjust cost during the receipt process. You can also receive negative purchase orders for non-inventory accounts and items. An Vendor A/P invoice is generated for the amount received. This transaction has a status of "On Hold" until the printed invoice is received from the vendor. Invoices that are held, will not be available to pay in the Pay Invoices Due screen.