Best Practices | Purchase Plus Help Documents

Best Practices Updated over a week agoThe Customer Success Team

Links:

• General

• Purchasing

• Invoicing

• Set Up

• Inventory

General

Purchasing

Invoicing

Set Up

Inventory

General

• Have a PurchasePlus Champion:

  • Be the go to for any questions relating to PurchasePlus.

  • Teach new users, as part of their onboarding.

Have a PurchasePlus Champion:

Be the go to for any questions relating to PurchasePlus.

Be the go to for any questions relating to PurchasePlus.

Teach new users, as part of their onboarding.

Teach new users, as part of their onboarding.

Purchasing

• Create requisitions from Buy Lists.

  • Ensures the correct products are purchased consistently.

• Receive goods.

  • Helps 3-way matching for invoices.

  • Ensures accurate accruals.

  • Signals delivery status.

Create requisitions from Buy Lists.

Ensures the correct products are purchased consistently.

Ensures the correct products are purchased consistently.

Receive goods.

Helps 3-way matching for invoices.

Helps 3-way matching for invoices.

Ensures accurate accruals.

Ensures accurate accruals.

Signals delivery status.

Signals delivery status.

Invoicing

• Email ePDF invoices to your PurchasePlus invoice email address.

  • Benefits: less paper, more accurate data, better 3 way match.

  • Inform your suppliers to send invoices directly to your PurchasePlus invoice email address.

• Send 1 invoice per PDF file.

• Send good quality scanned invoices, if you don't have the electronic version. Do not write on scanned invoices, this will impact the invoice reading ability.

• Ensure that the invoicing email address is in the 'To' or 'CC' fields and not 'BCC'.

• Do not send through other documents, such as statements, picking slips, order confirmations.

• Check line items on invoice before approving, and link invoice line items to Purchase Order line items if needed.

• When sending bulk invoices, avoid duplicates, by checking if invoices already exist in PurchasePlus via the 'Invoices and Credit Notes' Snapshot.

Email ePDF invoices to your PurchasePlus invoice email address.

Benefits: less paper, more accurate data, better 3 way match.

Benefits: less paper, more accurate data, better 3 way match.

Inform your suppliers to send invoices directly to your PurchasePlus invoice email address.

Inform your suppliers to send invoices directly to your PurchasePlus invoice email address.

Send 1 invoice per PDF file.

Send good quality scanned invoices, if you don't have the electronic version. Do not write on scanned invoices, this will impact the invoice reading ability.

Ensure that the invoicing email address is in the 'To' or 'CC' fields and not 'BCC'.

Do not send through other documents, such as statements, picking slips, order confirmations.

Check line items on invoice before approving, and link invoice line items to Purchase Order line items if needed.

When sending bulk invoices, avoid duplicates, by checking if invoices already exist in PurchasePlus via the 'Invoices and Credit Notes' Snapshot.

Set Up

• Create Buy Lists with products from formal Supplier catalogues to ensure correct pricing.

  • Ensures only products, which the supplier offers, are ordered.

  • Correct pricing on products.

• Create 1 combined Buy List per Department.

  • e.g. 1x Kitchen, 1x Beverage, 1x Housekeeping.

• Use consistent naming for Buy Lists.

  • e.g. Kitchen - Food, Kitchen - General Supplies.

  • e.g. Housekeeping - Guest Supplies, Housekeeping - Mini Bar.

  • This will help to identify the correct Buy List to use quickly.

• Keep Self-managed pricing catalogue to a minimum.

  • To ensure correct pricing, self-managed pricing catalogues need to be strictly maintained.

• Use consistent naming for Self-managed Catalogues.

  • e.g. Self-managed BOC Gas.

  • This will make exporting for price updates easier.

• Add Terms and Conditions to be printed on every Purchase Order.

  • e.g. Please send all invoices to [HOTEL Email Address], with all other documents (statements, credit notes, adjustments, etc.) to [Hotel accounts email address].

• Check that Approval Workflows, incl. limits, are up-to-date.

  • Update Approval Limit of a Requisition Approver.

  • Replace a User in a Requisition Approval Workflow.

• Set default department, account and categories for utilities & services suppliers.

• Before adding a new Supplier, check to see if a Supplier already exists, or if a Formal version exists.

• Keep ABNs for informal Suppliers up to date, as this will help the invoice matching process.

• Add default account codes for departments and restrict account codes per department.

• Restrict users to departments to control who can see what, and who can order for which departments. Note: This requires additional work for the Finance Team, such as assigning invoices to departments, if they are not automatically assigned to the correct department.

• If you can't find products in your Formal Suppliers catalogue, talk to suppliers about products you would like to purchase.

Create Buy Lists with products from formal Supplier catalogues to ensure correct pricing.

Ensures only products, which the supplier offers, are ordered.

Ensures only products, which the supplier offers, are ordered.

Correct pricing on products.

Correct pricing on products.

Create 1 combined Buy List per Department.

e.g. 1x Kitchen, 1x Beverage, 1x Housekeeping.

e.g. 1x Kitchen, 1x Beverage, 1x Housekeeping.

Use consistent naming for Buy Lists.

e.g. Kitchen - Food, Kitchen - General Supplies.

e.g. Kitchen - Food, Kitchen - General Supplies.

e.g. Housekeeping - Guest Supplies, Housekeeping - Mini Bar.

e.g. Housekeeping - Guest Supplies, Housekeeping - Mini Bar.

This will help to identify the correct Buy List to use quickly.

This will help to identify the correct Buy List to use quickly.

Keep Self-managed pricing catalogue to a minimum.

To ensure correct pricing, self-managed pricing catalogues need to be strictly maintained.

To ensure correct pricing, self-managed pricing catalogues need to be strictly maintained.

Use consistent naming for Self-managed Catalogues.

e.g. Self-managed BOC Gas.

e.g. Self-managed BOC Gas.

This will make exporting for price updates easier.

This will make exporting for price updates easier.

Add Terms and Conditions to be printed on every Purchase Order.

e.g. Please send all invoices to [HOTEL Email Address], with all other documents (statements, credit notes, adjustments, etc.) to [Hotel accounts email address].

e.g. Please send all invoices to [HOTEL Email Address], with all other documents (statements, credit notes, adjustments, etc.) to [Hotel accounts email address].

Check that Approval Workflows, incl. limits, are up-to-date.

Update Approval Limit of a Requisition Approver.

Update Approval Limit of a Requisition Approver.

Replace a User in a Requisition Approval Workflow.

Replace a User in a Requisition Approval Workflow.

Set default department, account and categories for utilities & services suppliers.

Before adding a new Supplier, check to see if a Supplier already exists, or if a Formal version exists.

Keep ABNs for informal Suppliers up to date, as this will help the invoice matching process.

Add default account codes for departments and restrict account codes per department.

Restrict users to departments to control who can see what, and who can order for which departments. Note: This requires additional work for the Finance Team, such as assigning invoices to departments, if they are not automatically assigned to the correct department.

If you can't find products in your Formal Suppliers catalogue, talk to suppliers about products you would like to purchase.

Inventory

• Complete pre-month end checks:

  • Run Accrual Report.

  • Complete all stock transfers.

• Send internal communications about end of month process.

  • e.g. order cut off, stock takes, completing internal requisitions, transfers.

Complete pre-month end checks:

Run Accrual Report.

Run Accrual Report.

Complete all stock transfers.

Complete all stock transfers.

Send internal communications about end of month process.

e.g. order cut off, stock takes, completing internal requisitions, transfers.

e.g. order cut off, stock takes, completing internal requisitions, transfers.

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