Financial - Branch Level Purchase Orders

Modified on Thu, 23 Apr at 8:47 PM

RAVE’s Financial Management System includes Branch-Level Financial Document Level options. This article will focus on Purchase Orders. There is also a Bills/Credit Notes article here and a Quotes and Variation Quotes article here.

Branch Purchase Orders in is a Financial Admin life saver. It allows you to bulk send purchase orders to many suppliers at once, create Branch-level purchase orders, and turn many Purchase orders into a single bill where your supplier has only sent one bill but has referenced several different purchase orders.

If your RAVE system has the optional Financial Management System module activated and you have the correct permissions, you’ll find the Branch-Level Purchase Orders subtab accessible via the Financial button.

This page displays all active project Purchase Orders in the business.

You can use the Search box to search for the Purchase Order Reference.

Filters along the top allow for filtering by Project/Contract Name, Category, Contact, Purchase Order Date, Status of the document and sent status. If you have turned on sending your Purchase Orders to Xero, you will also see the Xero status column. We do not advise having Purchase Orders sent to Xero.

There is also a slider to display Subcategories.

Adding a Branch-Level Purchase Order

The workflow for adding a Branch-Level Purchase Order is the same as for adding one at the project level, except that you don't select a project.

Click the +Purchase Order button.
Select the supplier or contractor you wish to send the Purchase Order to
Leave the reference blank, as it will auto-generate for you to ensure no double-ups
Select the Pre Fix or leave the default as PO
Select the appropriate category/subcategory
Ensure you choose the right Tax type, usually Exclusive for the whole Document
Select the Purcahse Order date if you want to backdate or forward date it from today
Select the Expected bill due date if you wish to use our bill forecasting report.
Leave the Project field blank; you will assign the project at the line-item entry stage.
You can choose to mark as processing so you don't follow up on any unbilled Purchase orders, and also hide pricing if you want to send the Purchase order with no financial information.
You'll need to type in a delivery person and delivery address, as multi-project Purchase Orders will have different project addresses and project managers in most cases.
Complete Delivery Instructions if applicable
Load any attachments
Enter the Line Item information and select the correct project for each Line, making sure to double-check qty, pricing, and markup, if applicable.
Once completed, you can Save as a draft for someone else to Approve or click Approve or Approve and Send.

Note: All line items from branch-level Purchase Orders must be assigned to a project. If there are one or more lines that don’t have a specific rave project, you will need to create and assign these items to a generic project.

Once saved, you can see the Multi Project Icon under the reference, along with a list of each project linked to this Purchase Order. Clicking the project link takes you to that project's Purchase Order Page.

Branch Purchase Orders

The three-dot ellipse beside each document allows you to:

Print the Purchase Order

Approve if the Purchase order is in Draft

Approve and send to the supplier if the Purchase order is in draft.

Duplicate the Purchase Order (this option requires you to create a new PO number or allow us to autogenerate a new one that is not the same as the existing

Delete if the Purchase order is in Draft

Cancel if the Purchase Order is approved and Not Billed

Resend to the recipient if the Purchase order has already been approved and sent.

Turn on Processing if the Purchase order is approved

+Create a Bill from the Purchase order if it's approved

Draft Options

Approved with Bills

Approved Not Billed

Bulk Action Items

Bulk/Multi-selecting Purchase Orders in Draft status, you can then approve or approve and send from the bulk action bar. They do not need to be from the same supplier to do this.
Bulk/Multi-selecting Purchase Orders in Approved and Unsent Status, you can then send to Recipient/s.
Bulk/Multi-selecting Purchase Orders in Approved and Sent Status, you can then Re-Send to Recipient/s.
Bulk/Multi-select any documents in any status, and you can update the Account Code, Category and Subcategory or Markup

Creating a single Bill for the same supplier from different Purchase Orders

Use the Contacts filter to filter by a single supplier, and ensure you are only viewing Approved Purchase Orders

Bulk or multi-select the Purchase Orders you wish to convert to a single Bill

From the Bulk action bar, select + Create Bill

From the pop-up model, enter the Bill due date. The tax mode should be Auto.

Select Convert

This will create one Draft Bill for you to then enter all of the supplier information like Bill Reference (their Invoice number), add the PDF of the bill, check the details and either Save as Draft or approve.

+ Purchase Orders from Template

You can create a Purchase Order from a template on the Branch Purchase Order page.

When the model pops up, you select a pre-saved Purchase Order Template and single-select a project, and the information will prepopulate in the Purchase Order Creation Page.

You can then add additional information, such as line items, and include other projects in the Purchase Order.