Prerequisites
Before you begin, make sure you have the following:
Access to Asite: Ensure you have the necessary permissions to raise a Purchase Order.
Step-by-Step Guide to Raising a Purchase Order
Step 1: Log in to the Asite Platform
Open your web browser and navigate to the Asite Marketplace platform.
On the top-right of homepage, click 'Login'
A pop-up will open, asking for the following information
Email Address
Password - If you have forgotten your password, you can reset this by clicking on 'Forgot Password?'
4. Click 'Login'
If your login was successful, you will be taken back to the home page, however you should now see your name and your last login time and date in the top-right corner.
Step 2: Access the Requisition Module
After logging in, click the Purchasing tab across the top header of the page
You will now see two tabs Requisitions and Purchase orders along the top left
Click on the Purchase Order tab to enter the requisition area.
Step 3: Create a New Purchase Order
In the requisition module, click on the New Purchase Order button on the top right of the page.
A Purchase order form will appear. Fill out the form with the necessary details.
Step 4: Fill Out the Purchase Order form
PO Type: select Hire or manual
Type: Select whether this is a manual PO or a catalogue PO
Date required: Enter the date you require the items by
Department: Select the department that requires the goods or services.
Material: Select the material type (drop down available depending on your organisation data required)
Contract Name: Select contract name from drop down
Contract Number: This will be auto populated from the Contract name selected
Contract Location: Select location address from the drop down list
Contract address: This will auto populate the address from the contract location selected
Special Instructions: Any additional information can be entered here
Once entered the above information select next which will take you to the next form to add line item details
Items Required:
For each line item complete the below fields
commodity code (non mandatory)
Part number
Item Description
Quantity
UOM
Price
Amount will be a calculation based on the price
WBS code Enter the appropriate budget code(s) associated with this PO
You will also have the option to add a further 4 custom fields
Attach a copy of your T&C (If required, uploaded into the Project form by the administrator)
Attachments option available.
Step 5: Review and Submit the PO
Review all the information entered to ensure accuracy.
Once satisfied, click on the Submit button to send the PO for approval to the associated approver set up in the contract form.
Step 6: Track the PO Status
After submission, you can track the status of your PO in the Purchase Order listing page.
Frequently Asked Questions (FAQs)
Q1: How do I know if my PO was approved?
A1: You can track the status of your Purchase order in the PO listing page. You will also receive notifications via email or within the Asite platform once it has been approved or if further action is needed.
Q2: Can I edit a PO after it has been submitted?
A2: Once it has been submitted edits are not possible.
Q3: Can a Purchase order be approved by an individual or a group of individuals
A3: Yes a Purchase order can be approved by an individual or group of individuals who are set up in the project form
Q4: Can a list of users be created for creating purchase orders at a project-by-project level
A4: Yes a list of users can be created for creating purchase orders at Project by project level
Conclusion
Raising a Purchase Order on the Asite platform is a straightforward process once you are familiar with the steps involved. By following this guide, you should be able to submit purchase orders efficiently and track their progress through the approval workflow. If you encounter any issues, consult your procurement department or the Asite support team for further assistance.