Step 1: Begin by logging into Office

Step 2: Select “Purchase Order Agreements” on your Dashboard

Step 3: At the top right of the page, select “Add Purchase Order”

Step 4: You can also select “List Available Spatial Ai Activities”

• If you do not see the prescription you are looking for, check to ensure it has been prescribed correctly in Spatial Ai. If it is missing, submit a ticket to Silvics Support for the missing Spatial Activity Key.

Step 5: Enter Purchase Order Header Information

• Organization: You can start typing in a blank field, and it will filter to available selections.
• Vendor: If you do not see the option you need, ask the Portfolio Manager to add it to Contacts.
• Effective/Expiration Date
• Short Description: Explain the particulars of this PO request.
• After saving the Header Information, an automatic Office Agreement Number will be assigned.

Note: This is NOT the Purchase Order Number used in the contract or invoice. That will be provided later.

Step 6: Create Vendor Products and Vendor Product Details associated with Purchase Order

• A Vendor Product is created (or selected), which can have one-to-many Vendor Product Details.
• A Vendor Product is associated with a contract to be entered into with a Vendor, for example, Sit Prep/Mechanical/1st Bedding.
• There are two ways to create a Vendor product:
  • A Spatial Ai prescription can be imported.
  • If one is unavailable, it can be manually created in Office.
  • It is recommended, however, to prescribe the activity in Spatial first and import into Office afterwards.
• Select Import and in the “By Activity Type” box, select the Activity Type associated with Vendor Product.
•  Highlight rows representing the Spatial Ai activity associated with Vendor Product.
  • To deselect just click on the row, and continue until all appropriate rows are selected. Click “Import Selected Activities”.
• Provide a descriptive Product Name for the selected activities.

Step 7: Create/Update detail information needed for the Purchase Order

• After importing/adding the Spatial Activity records to the Vendor Product, the Vendor Products section will be available to input additional information.
• Click on the name of the Vendor Product to open the “Change Product” page.
• Using the “Change Product” page provide Name, Description (optional), Rate, and Account Code.

Note: You can delete a Spatial Activity associated with the Vendor Product but not add one.

• Once a Product order is approved, both the Vendor Product and its associated Spatial Activities can NOT be deleted.
• Treatment units may also be changed during the creation of the Purchase Order Agreement and Vendor Product but not after it is approved.
• Status can be edited at anytime.
• More than one Vendor Product can be added to a Purchase Order request with unique Spatial Activity and Account Codes.
  • This allows the Purchase Order to reflect the details of the contract i.e., one contract for seedlings and planting, one for culverts and grading, etc.
• Currently, once a Vendor Product is assigned to a Spatial Activity, this activity becomes unavailable for other assignments.
• If you need to create another Vendor Product associated with the previously used Spatial Activity, then use the “Add” button instead of Import and manually add the Spatial Activity information, land ID name, acres, etc.
• A pick list is available for the Spatial Name of the associated Org. A Spatial key is not required.

Note: Future enhancement will allow for multiple Vendor Products to one Spatial Activity.

Step 8: Attach relevant documents

• Upload all documents related to this Purchase Order.
• You may click on the document name to download it to your local machine allowing you to print, sign, scan, and upload the document at your own discretion.

Step 9: Request Approval of the Purchase Order

• Once one Vendor Product has been created, the “Request Approval” becomes available.
• Selecting the “Request Approval” button creates an entry in a Purchase Orders Pending Approval table, which is available on the Office Dashboard for review and approval by the Portfolio Manager.

Step 10: Purchase Order is Approved/Refused

• The Portfolio Manager will either approve it or send the Purchase Order request back with comments.
• Once approved, an auto-generated Purchase Order number is created. Note: This number is used for the vendor contract.
• For Amendments to approved Purchase Orders, a new Purchase Order needs to be created.
• It is possible to pay multiple Purchase Orders in Odoo, but each Amendment will need its own approval.

Step 11: Upon the Vendor signing the contract, the Property Manager creates the Purchase Order, and an approved Purchase Order is created in the external financial system, Odoo.

• The internal PO Number is recorded in the Odoo Purchase Order for future referencing against the Vendor invoice.
• Odoo also sends an External PO number back to Office.
• There is a third customized PO number field that can be used to accommodate client-specific requirements.

Step 12: Print Approved Purchase Order

• When a Purchase Order is generated in Odoo, it is then available for printing using the link in the Document section.
• Clicking this link will take you to a shareable URL in Odoo where you are able to view only and print the Purchase Order.
• This is the Document to send to the Vendor.
• The creator of the Purchase Order will also receive an email notifying them that it is available for printing.

Step 13: Receive Invoices and Generate Payments Associated with Purchase Order

• All Vendor invoices should reference the Internal Purchase Order number.
• A bill can be created using the Vendor’s invoice quantity.

Step 14: Approve Vendor Bill Payments

• Currently, accounting will forward copies of the Vendor Invoice and Odoo Vendor Bill to the Property Manger and Portfolio Manager for review and approval.
• They will download and physically sign the Odoo Vendor Bill, upload and send the documents back to accounting and the Odoo Administrator where they will approve the Vendor Bill in Odoo.
• In the future, a shareable link to the Odoo Bill (i.e. Vendor payment) will be available in the document dialogue box of the Purchase Order in Office. An approval process will be facilitated through Office adn writing back to Odoo.

Step 15: Activity Status Update

• Inspector App will be modified to handle this.