Before using the Limble Purchasing system, you will first need to set up a budget and workflow. This allows users to easily submit Purchase Requests and Purchase Orders, and it allows other members of your team to participate in the approval and payment process if necessary.
For now, Limble treats a budget like a cost center or a way to segment your purchases. Future iterations of the Purchasing budget will allow users to set monthly limits and assign specific users to the Purchasing system.
Creating a Budget
In the left navigation pane, go to Purchasing > Budgets.
Select “Add a Budget” and give it a name.
The next step is to set up a purchasing workflow. The default workflow only contains three steps: “PO Setup” (which includes Purchase Requests), “Ready to Receive” (this is the step after approval), and “PO Closed” (this is where a bill is created and payment is made).
The PO Setup and PO Closed steps are preconfigured and don’t require any additional setup by default.
If your company requires more than one approval before a PO is submitted to a vendor, click “Add Step.”
Give the step a name (e.g., “Manager Approval”), and then select who will be assigned the PO.
Note: You can learn more about roles and teams in Limble in these articles:
Other options you can select are:
“Send email message.”
Whether the PO can be edited.
Whether PO Items can be received during that step.
You can also customize the email message by clicking on the blue “email message” text.
If you choose to customize the email template, you can use placeholders to insert a “variable” into your email (e.g., vendor name, PO date, or items being ordered). Placeholders will automatically populate with the correct information.
Once you’ve finished setting up your workflow, you can set automatic assignments for the budget. Options are:
Default Budget. Make this budget when a user manually starts a PO. Only one Budget can be the default budget.
Default Budget for Purchase Requests. Make this budget the default budget when a Purchase Request is submitted. Only one Budget can be the default budget for Purchase Requests.
Default Budget for Min Part Qty POs. Make this budget the default when a PO is started inside of a Minimum Part Quantity Task. Minimum Part Quantity Tasks are started when a spare parts inventory goes below its minimum part quantity threshold. Only one Budget can be the default for Minimum Part Quantity Tasks.
We recommend learning more about Limble’s Purchasing system in sequential order.
Next Article: Submitting a Purchase Request