Streamlining procurement is a critical part of managing IT operations efficiently. If you’re leveraging ConnectWise PSA for your purchasing workflow, understanding the intricacies can save time and minimize errors. Below is a clear, step-by-step guide to handling procurement in ConnectWise PSA.
Step 1: Generating Purchasing Demand
Every time you add a Non-Inventory Class or Inventory Class product to a Sales Order, Ticket, Project, or Invoice, it creates Purchasing Demand in your Purchasing Screen.
Tip: Adjust your purchasing screen columns to keep the “Charge To” and “Charge to Status” fields visible for easy reference.
Step 2: Creating Purchase Orders
Find the relevant ticket, project, or task and group all items you need to order from the same vendor. Then:
- Select the items.
- Click Actions > Create PO.
Step 3: Vendor and Warehouse Selection
When creating the Purchase Order (PO):
- Select the appropriate Vendor.
- Choose the Warehouse, or mark it as Drop Shipped if applicable (in most cases, you’ll use the Default Warehouse).
Step 4: PO Reference Management
Once the PO is created:
- Email PO to your vendor contact directly out of PSA or
- Use the PO number as your reference when placing the order online or
- Alternatively, update the PO number to match the reference used during online ordering for consistency.
Step 5: Updating PO with Vendor Details
As vendor updates (e.g., tracking numbers) come in, you can:
- Update the PO directly, or
- Edit individual item details, especially for split shipments.
Step 6: Receiving Products
When items arrive or are delivered as drop-shipped:
- Go to Procurement > Receiving.
- Select the products.
- Click Actions > Receive to mark them as received.
Step 7: Closing Out Items
Once items are marked as received:
- Each line item “closes out” and becomes ready for export to your accounting package as a bill.
- This is when the procurement record will show up in your Accounting Interface in PSA to transfer to your accounting package.**
- The PO automatically closes once all items are received.
- This is when the procurement record will show up in your Accounting Interface in PSA to transfer to your accounting package.**
Step 8: Automating Status Updates
Workflows can be set up to:
- Email notifications or
- Change ticket/project statuses once all items on a PO are received.
Step 9: Shipping from Warehouse
For items shipped to your warehouse:
- Deliver them to the client.
- Mark them as “shipped” by navigating to Procurement > Pick/Ship Screen.
- Select the products and click Actions > Ship Products.
Conclusion
By following these steps, you can ensure a smooth procurement workflow in ConnectWise PSA. Whether you’re managing multiple vendors, warehouses, or projects, these steps help you stay organized and efficient.
If you’d like assistance optimizing your procurement process or configuring workflows in ConnectWise PSA, reach out to Pivotal Crew. Let’s work together to make your PSA operations seamless and efficient.