Purchase Orders

Created by Krzysztof Szymanski, Modified on Mon, 11 Sep, 2023 at 11:39 AM by Krzysztof Szymanski

New Purchase Orders

When a new Purchase Order is raised by Tes you will receive an email as well as a notification in the CSP. Clicking on the “View Order” button in the email, or clicking on the notification will take you to view the Purchase Order in the CSP.

Viewing Purchase Orders

As well as clicking on the email or notification, you can view a Purchase Order from the Orders list. To see the Orders list, select “Orders” from the navigation bar.

Once you are in the list, you can see all of your Purchase Orders and view them by clicking on the blue PO number text.

You can filter the Orders table to show only orders of a certain status or stage by selecting a different view option. Next to the views list is a search where you can track down a specific order or orders relating to a particular learner.

Please note: If you are struggling to find a particular order, you may have filtered it out by changing the view. Try changing the filter back to “All” and look again.

Important Information on your Purchase Order

Purchase Order Number - You can use this reference to help Tes to track down a Purchase Order if you need to contact us about it. You can leave out the INST00000000 and just use the end numbers.
Order Date - The date the Order was raised.
Requester - The Programme Director who is responsible for your Purchase Order. If you add a comment to the PO, this is the person who will be notified.
Learner - This is helpful to make sure you are in the correct Purchase Order before invoicing.
Milestone Date - Invoicing for a line before this date may result in the invoice being rejected.
Invoiced Amount - Shows how much has been invoiced against each line, useful for keeping track of what you have invoiced for already, to prevent duplicate invoicing.
Create Invoice Button - This will open up the screen to create an Invoice. More on this in the Invoicing Section
Print View Button - This will open up a new window allowing you to print or save a pdf copy of the PO.

Commenting on a Purchase Order

At the bottom of the Purchase Order there is a comment box that you can use to communicate with Tes. Messages sent on here will go to the Requester on the Purchase Order (point 3 above). Simply type the message in the comment box, and click the “Add Comment” button to submit. You can also add files or web links to the message.

Any replies to your comments will appear at the bottom of the Purchase Order and you will receive a notification of this via email and an in-app notification.