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hello today we are going to review the standard way to create a standing purchase order or spo for maintenance agreements while there are a wide variety of maintenance agreements for each property that will require spos today we are going to focus on vertical transportation as our example each spo for maintenance should be backed by a signed contract and the po will allow tracking of that contract spend as well as providing the supplier a purchase order to bill against using the koopa portal so let's start as we create our requisition that will turn into our purchase order we need to understand the items that the contract governs so in our example today vertical transportation our agreement not only covers the preventative maintenance side and fees but also misuse and abuse and other maintenance charges that we may see over the life of the contract so because this agreement covers both we're going to need to do two requisitions today first for the preventative maintenance flat fees that are committed spend second the misuse abuse and additional fees we may see in this contract so let's begin where we start is in the what do you need field because the items we're talking about today are not going to be covered in a punch out or a catalog we're going to need to create a free text so we're going to go over here to write a request and we're going to begin with our pm agreement fees so we want to start with our pm agreement for elevators and escalators and in this example our agreement has three more years on our contract two have already gone by so this is actually going to be year three of our agreement if you're starting one from scratch you'll begin with year one but we want to include everything left on the agreement since we're entering into this purchase order partially through our contract so we want to start with this description move to quantity because we know that there's a set amount of billings and a set price through the life of this agreement we want to select our supplier in this case it is this and crump so as i start to type it's actually going to drop down the supplier's name and i'm going to select our commodity is going to be repair and maintenance and our unit price and our quantity is going to be reflected by the preventative maintenance payment agreement that i have for year three so if it's an annual i will type in the annual amount due if it is monthly i will type in monthly amount due and change the quantity to 12. it could be quarterly which i would type in the quarterly amount and then type in four since this is for a year of the agreement i want to make sure that my unit price and quantity reflect the number of payments and the correct price for those payments in this example today we are actually going to do an annual payment and then we know that the payment is usually due in may so i want to take my need by date and say that it's due in may the rest of this information will default based on the contract loaded and the supplier information and it's not necessary for us to fill out so because i have a couple more years to enter i'm actually going to come down to write multiple requests select and add to cart this is actually going to keep the majority of my information and only blank out my description so i want to keep this because it's for year 4 of my agreement type in my description change my need by date to 2022 because that is when your 4 payment is due and add to my cart as you can see i'm going to continue this until i have covered the rest of my agreement and then add to my cart when i'm done adding all the lines to the cart i'm going to exit once i'm in my cart i'm actually going to use the on behalf of feature and i'm going to create this on behalf of another person in my department that way both myself and clint will have the ability to receive against this spo through its lifetime the other details i want to check are my ship to address my department my property information and make sure all that's defaulting correctly if it deposits are required yes or no capital yes or no if this is a contract routing form which it is not typically the answers to these will be no for spos unless your contract dictates differently as we scroll down we're going to go into our items as you can see here's all the information we just entered the only thing i have left to check is my billing stream here i need to make sure that my billing stream is where i want this these charges to hit on my p l so i can actually update all of these at once by selecting all edit selected and then here i'm allowed to do two things i can either select and type in billing stream if i know what it is or i can select this choose an account feature and type in some items if i know the department if i know the account number i can type in what i'm looking for and hit search and then it gives me all the options that kind of fall into those search parameters and from here i can select the item or the correct general ledger code that i find and choose once i hit adjust it will update all of my lines to that correct gl code so as soon as i'm done verifying that everything looks correct i know that i scroll down here i can see all the approvals this is going to go through the first one is always pending by our action it's going to go to the buyers who review to make sure everything's correct in terms of cost annual the agreements loaded etc as soon as i'm done i will just hit submit for approval and that is how you create the first requisition for a maintenance spo now we talked earlier about the need for a missed use and abuse pio now since that is not a set amount that we are contracted to spend we are going to create a second requisition for that using the same methodology of write writer request we are going to cut a purchase order for the misuse and abuse of escalators and elevators and we're gonna spell everything correctly for year three of my agreement now this should only be for a year at a time because we're not quite sure how much we're going to spend it's to the same supplier same commodity and so since we're not quite sure what we're going to spend on year 3 misuse and abuse i'm going to actually change this to an amount and put an estimated value of spend here so i believe i'm going to spend 120 000 for year three of misuse and abuse on escalators and elevators now this could be an estimated dollar it could be what you're budgeted for this amount it could be what you spent last year that is going to be up to you but the vendor will not be able to use this po to charge you more than this dollar value and since we changed it to amount they can charge small amounts over multiple invoices for the year which is what we're looking for since we're not quite sure how many of these fees and what the fees are going to be over this year three of our contract so we do want to make sure when does year three end so year three for this particular agreement ends next october so i want to make sure that i pick the right date because it is from now until this date next year this dollar value is estimated to be spent and i want to add that to my cart now once i review my cart i am going to kind of do the same thing i'm going to create it on behalf of another person in my department so we both have visibility to this po and we can both perform receipts i'm going to verify all this information is correct i don't owe deposits this is not capital this is not a contract routing form i'm going to scroll down to my items now i am going to do the same practice of ensuring the information is correct of ensuring the general ledger code is correct now the last thing i need to remember is because this is an annual purchase order i'm going to need to recreate this every year through the life of my agreement so put a reminder on your calendar put a note on your desk whatever you need to do to remind yourself this time next year i'm going to need to recreate a misuse and abuse escalator and elevator wreck for year four of my agreement so once i've done all that i have a reminder on my calendar for next year i have looked up the right general ledger code to make sure that i am charging it to the right area this is just an example um your property may want it charged to somewhere differently which is fine as soon as i've done all that again it's going to go to pending buyer action i want to make sure that it goes to the right people for approval and this makes sense and then i will submit for approval that is how you create the two requisitions needed for spos for maintenance agreements