Version 1.0

Create A

Purchase Order in

Beanworks

Produced By:

Craig Diotte

Information technology Services

Information Technology Services

Creating a Purchase Order in Beanworks

Overview

Purchase orders are done through an online system called Beanworks. This is a software as a service that can be accessed through any modern browser on an internet connected device.  It is advisable that PO’s be entered on a computer, and not a mobile device such as a phone.

This is not an exhaustive tutorial on how to use BeanWorks, but is an example of how to submit a single PO.

In this example, the Vendor has already been entered by the account dept into the Beanworks database of vendors

You can find a link to BeanWorks in the employee portal under the resources tab.

https://employees.algomau.ca/services/beanworks

Ultimately, that is going to bring you to:

https://www.beanworks.ca/signin

 

Click on “Sign in with Google”

When prompted, sign in with your AlgomaU gmail credentials.

This will bring you to the BeanWork main page.

To create a new Purchase Order, click on “Create” in the upper left hand corner.

This will bring you to the PO creation page in BeanWorks

 

We will start by entering the information in the left pane.

Owner: Enter the name of the person who this PO belongs to.  In this example it is Craig Diotte

Vendor: Use the drop down box to find the vendor name.  In this example it will be Microage Technical Services.

Single Source: For most PO’s you will select NO.  Single source means that the purchase has approval to not get a competitive bid.

Tax Group: Typically, this will be HST.

Description: Add a description for this PO.  This will show up in the beanworks system, but the vendor will not see it.

Click on Save to commit the information entered thus far.

You will now see something like the screen below.  With information entered in the left hand pane, but the fields in the lower right pane are still empty.

Now enter the line items in the lower part of the right hand pane

Org Unit - Enter the dept / org unit the purchase will be billed to.  It this example it is 14 - Information Technology 

Account - Enter the account number the funds for this purchase will be withdrawn from.  In this example it is 64410 14-001 Consulting Services

Budget Holder - Select No in most cases. Essentially you can’t approve your own PO’s. 

Executive Assistant - Select No in most cases.  (unless you are an EA)

Description - Enter the description. This will show up on the PO and will be visible to the vendor

Unit Cost - Enter the unit cost.  In this example it was $130

Quantity - Enter the number of units to be purchased.  In this example it was 10

HSTFull - The HST calculation is manual.  Take the subtotal, and multiply it by 0.13.  Enter the value here.  In this case

$1,300.00 x 0.13 = $169.00

When done, you should see a screen similar to this:

 

Click on Save to commit the information entered thus far.

Click “Submit For Approval” to finish and submit the PO for approval.

 

Please email [email protected] to report any issues or if you have any questions.