Discover the Best Property Crm Systems for Purchasing

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the purpose of this video is to show you how to set up mimble's purchasing system this video includes two sections an overview of the procurement process and a step-by-step tutorial on how to set up and use libel's purchasing system most limbo users are seasoned maintenance pros but we understand that some of you may not be familiar with the purchasing process we'd therefore like to walk you through a typical procurement cycle to help you understand how it works keep in mind that each company is different and some may not require that all these steps are followed in this example let's say you have a plumbing issue in your employee break room the challenge is that it can only be serviced by a licensed plumber fortunately you have a specific vendor you work with so you contact the vendor to get a quote for their service and the vendor responds with a quote a quote is a document that the vendor provides it's a promise that they will provide you with a specified service or materials for the price shown after you get the quote you may need to submit a purchase request to someone else within your company to get approval for the expense this happens most frequently if you don't have permission to create a purchase order if you do have permission to create a purchase order also known as a po you can do that and submit the po for approval if you're not familiar with pos they're a formal agreement between you and your vendor telling them exactly what you need and that you agreed to pay them the amount listed on the po now the po goes through an approval process and once the po is approved it moves into a ready-to-receive stage and you can send it to your vendor your vendor gets the po they send a plumber and they complete the needed repairs after that many vendors will send an invoice for the service they performed or items they sent when you get the invoice it's common practice to create a bill for that invoice also known as a receipt or purchase receipt bills help you keep track of who's been paid and who still needs to be paid at this point you pay the vendor and once the vendor is paid the po is closed and the purchase process has been completed now that you have an understanding of the procurement process let's show you how to set up and use the purchasing system the first step to setting up the purchasing system is to determine who will be allowed to submit purchase requests and who will be allowed to create purchase orders in limbo this is accomplished in the roles tab under advanced settings by default limbo allows the technician and manager roles to create pos as an example let's say that you want technicians to be able to submit purchase requests but not create purchase orders in that case you would uncheck the start apo permission the reason for this distinction is because in limbo purchase requests differ from purchase orders in three primary ways first purchase requests only require basic information such as vendor name part or service needed and the reason for the request whereas purchase orders require much more detail additionally purchase requests have a mandatory approval process and finally once a purchase request is approved it automatically becomes a purchase order now let's move to the next step which is to create budgets and approval stages so you can start making purchase requests in limbo each time you create a purchase order or purchase request it needs to be assigned to a budget and each budget can have its own approval workflow let's create a budget together first navigate to the budgets tab in the left navigation pane select add a budget and give it a name in the budget view we can create the workflow for pos and builds the first thing listed in the budget screen is po setup the po setup stage is where someone adds the line items to a po if you don't require that the po goes through an approval process you can skip this section and focus on the ready to receive section if you do require approvals then you need to select add step in our example let's say that the manager needs to approve every po we'll call this step manager approval and then we'll need to assign the pos from this stage to anna since she is the manager of this department this means that after po is finalized it will be sent to anna for approval anna will receive a notification when this happens if you need to add multiple levels of approval you can add those by selecting add another step once a po has received all of its approvals it will be moved to the ready to receive stage which is normally when the po is sent to a vendor ready to receive means that you are waiting for the parts to be shipped or the service to be performed if you have a person in charge of receiving shipments you may want to assign this stage to them in this example let's say that dan is our receiving manager after an item is received or service has been performed it's time to review the invoice from the vendor and start the payment process limbo will automatically create a bill at this stage the bill should go to the person at your company who's in charge of making payments it may be the person who originally created the po or in our example we'll assign it to the accounts payable person robin now you've set up the entire workflow for your purchasing system also notice that there are some settings at the bottom where you can make this budget the default for certain activities your budget is now set up which means you're ready to start using the purchasing system let's run through an example of using the purchasing system from start to finish in our example we'll start with a purchase request if your company does not use purchase requests you'll be able to start at the purchase order stage limbo's purchasing system uses purchase requests as a simplified way for users to request the purchase of goods or services let's say that the plumbing issue in the employee break room involves a broken faucet you check the parts inventory and you realize you don't have any faucets on hand so you'll need your vendor to supply one you can submit a purchase request directly from the task you're working on by clicking on the request purchase button you're purchasing a part so you select yes under do you need to request parts next you select the part you need and now you select yes under do you need to request a service because you need your vendor to replace the faucet you fill in the information and then you give a reason for creating the purchase request you can even attach a quote from your vendor if you already have that once you're done you can see that the part you requested and the purchase request have been added to the task the next stage in the process is approving the purchase request here we'll show you how to do that similar to tasks designated individuals can receive a notification when a purchase request is created clicking on the notification will take you to this approval screen here you can see a purchase request that a team member submitted with the status of setup requested when you open the purchase request you can see important information at the top like who submitted it the reason for the request and the associated task you have the option to approve or disapprove the request for example you may have to disapprove the request because you don't have room in this month's budget but let's say that in this case you can approve the request before doing so you make edits to the request such as adding the correct vendor and completing any blank fields [Music] when you're done making updates you're ready to approve the request to do that click on start next step manager approval this will move the purchase request to the approval stage and created when setting up the budget once all the approvals are made the purchase request automatically becomes a po and it gets sent to the vendor if you'd like to skip the purchase request stage and just create a purchase order you can do that from within the task or from the pos tab in limbo let's show you how to do that in the task you can click on start po or you can click on add a purchase order from the pos tab notice how the po looks identical to the purchase request that's because purchase requests and pos are the same document as mentioned earlier in this video the approval process only applies to purchase requests so you won't see approval buttons appearing on your po after you create your po you select your vendor since your po is the official purchasing contract between you and your vendor this step is required once you pick your vendor you then verify which budget you're going to use by default limbo assigns the po to whoever is creating it but you can change the assignment by clicking on your name and selecting someone else after completing the first section of the po you can now start adding details initially the pos detail section only displays the purchase order date and the expected delivery date however you can add custom fields to your po in this example you know you have a special payment term with your vendor and you want that information to display on your po you can add a custom field to your po by clicking on new field giving it a title and then linking it to the payment terms field associated with your vendor if you have other information you'd like to display just add more custom fields once you're finished updating the po details section you're ready to start adding items the first step is to click on the add item button in the pop-up card you'll be prompted to select part service or other since you're replacing a faucet select part and then select the faucet from your parts list once you've added your first item to the po you can add more items [Music] or you can jump to the next section which is adding notes to the vendor and adding a bill to and ship to address if you want to add a default bill to or ship to address that will appear on this and all future pos you can do that by hovering over the field and clicking on the gear icon that appears [Music] you can even add comments to a po just like you can with a task now that you're done creating your po you can now move it through the approval stages you created once the po reaches the ready to receive stage limbo generates a pdf file of the po and gives you the option to email it directly to your vendor the next stage of the purchasing process is receiving items from your vendor keep in mind that receiving items is a broad phrase and it can include receiving parts receiving a service or receiving a non-inventory item when you receive items open the associated po in limbo and then click on the green receive items button in the pop-up card limbo will automatically list every item on your po by default limbo assumes that you've received every item you ordered if you have received every item you ordered you can just click on submit and the po moves into a fully received payment pending status at the same time limbo automatically creates a bill for the received items now if you've received some of the items on your po but not all of the items you can manually change the quantity of the items you received and then click on submit this leaves the po open and it changes the po status to partially received when you finally do receive all the items on your po the po status will automatically change from partially received to fully received pending payment which means you're ready to move on to the next phase of the purchasing process which is managing your bills and invoices limbo creates bills each time you receive items on a po here we'll show you how to manage your bills and invoices so you can quickly see which of your vendors have been paid and who still needs to be paid to manage your bills in limbo go to the bills tab in the left navigation column in this screen you'll see helpful information related to the bill here you can see that one of the pos has multiple bills associated with it this happens when you have a partially fulfilled po limbo creates a bill each time you receive items that's why you can have multiple bills associated with one po now let's say that you've paid your vendors and you need to change the status from received pending payment to paid to do that open the bill scroll to the bottom and select mark as paid at the bottom of the bill this changes the status of the bill to paid and the corresponding po is automatically closed [Music] now you've learned how to manage the entire purchasing cycle in limbo however one question we haven't addressed is how do you update your parts inventory once you've received items through limbo's purchasing system the answer is you don't have to do anything since the purchasing system is fully integrated into limbo each time you order parts your inventory is automatically updated whenever you receive items on your po let's say you've ordered three faucets and you're waiting for them to be delivered once they arrive you can open the po and receive the items this will automatically update the part quantity in your inventory additionally limbo automatically keeps track of which vendors have supplied the part and the prices you've paid over time if you click on this arrow next to the price of your part you'll see that you've paid different prices at different times for the same part the history of price changes will be reflected here and this price at the top is an average of all the different prices you've paid for that part another thing level does automatically is track who you purchased your parts from and it associates your parts with the correct vendors another question we'd like to address is if it's possible to order from multiple vendors on a single po the short answer is no not only would that go against accounting best practices but the po is also a formal contract between you and your vendor because this is a purchasing contract between you and your vendor you can only have one vendor per po this concludes the tutorial on limbo's purchasing system thank you for watching if you'd like more information about limbo's purchasing system feel free to reach out to us we're here to help you reach your purchasing and maintenance goals [Music] you