Lumary AC - This article describes how to create a new purchase order without first raising a purchase request within the Support at Home module.
Required packages and permissions
Permission: Lumary - Purchase Orders Management
A purchase order (PO) is a formal document issued to a supplier to order goods or services. It includes key details such as the items being ordered, quantities, agreed pricing, delivery instructions, and payment terms. Purchase orders help ensure clear communication with suppliers, compliance with contractual and organisational requirements, and tracking of purchase activity across the organisation.
This process covers:
- Assistive Technology items
- Home Modification items
- Wraparound services (e.g. delivery, setup)
In most procurement workflows, purchase requests are used to capture requirements and approvals before a purchase order is generated. However, there are times when a purchase order can be created directly without a prior purchase request.
To create a new purchase order without a purchase request:
- Navigate to the relevant client's contact record.
- Click the AT-HM tab within the client's record.
- Scroll down to locate the Purchase Orders related list.
- Locate the Purchase Orders related list and click New.
- A record type selection screen will appear, choose the Purchase Order record type.
- Fill in the Purchase Order details, Supplier Details, and Delivery Details as described below.
- Click Save to create the Purchase Order. You can then begin adding Purchase Order Items and billing.
The following table explains each of the fields on the when creating a Purchase Order. Mandatory fields are marked with an asterisk. Some fields displayed in your environment may be different, depending on how it has been set up for your business processes.
| Field | Description |
|---|---|
| Purchase Order Name | Automatically generated unique record number. |
| * Requested For | The participant this purchase order request relates to. This field is mandatory and links the request to the correct contact record. |
| Order Date | The date the purchase order is being raised. |
| Ordered By | The staff member who is raising the purchase order. Search from existing people in the system. |
| Description | A description of the items or services being ordered. |
| Status | The current status of the request. Defaults to ‘Draft’. Update as the order progresses. |
| PO Approved By | The person who approved the purchase order. Populated as part of the approval process. |
| PO Approved Date | The date the purchase order was formally approved. |
| Invoice Number | The invoice number from the supplier, entered once the invoice is received. |
| Reference Number | An internal or external reference number for tracking purposes. |
| Notes | Any additional notes relevant to the order. |
| Supplier Information | |
| Supplier | Search and select the supplier account from existing accounts in Lumary. |
| Supplier Phone | The supplier’s contact phone number. |
| Supplier Street | The supplier’s street address. |
| Supplier City | The supplier’s city. |
| Supplier State | The supplier’s state or province. |
| Supplier Zip/Post Code | The supplier’s postcode. |
| Supplier County | The supplier’s country. |
| Delivery Details | |
| Ship to Street | The street address for delivery of the items. |
| Ship to City | The city for delivery. |
| Ship to State | The State for delivery. |
| Ship to Zip/Post Code | The Post Code for delivery. |
| Ship to Country | The Country for delivery. |
| Delivery date | The expected or actual date of delivery. |