Understanding Purchase Order for AMC  

Purchase order for AMC (Annual Maintenance Contract) is a document issued by a company or organization to a Vendor or Supplier to formalize an agreement for the provision of maintenance services over a specified period, usually one year, to their Client.

The purchase order typically outlines the terms and conditions of the contract, including the scope of services to be provided, the duration of the contract, the payment terms, and any other relevant details such as response times for service requests, equipment covered under the contract, and service level agreements (SLAs).

Once the Vendor or Supplier accepts the purchase order, it becomes a legally binding agreement between the two parties, governing the provision of maintenance services for the specified duration.

Purchase Setting – Enable/Disable PO.

Purchase Setting – Purchase Order – Purchase Order For AMC – Check mark – enable and uncheck for disable  – Update Setting.

If the setting for Purchase Order For AMC is disabled, then Purchase Order Create PO + Button will not display the “AMC” Option.

 

Permission for Creating a New Purchase Order for AMC 

To Create, Copy, or edit the Purchase Order for AMC, you must have super admin privileges or the necessary permissions.

To initiate the “Permissions“ 

Navigate to Settings

Click on Users and Roles

Search for a user or group to whom you want to give permission.

Click on Action icon against the user or group and select Edit

Go to permissions and allow permission for below

Manage Po List

Show Only Self Created PO (for Viewing Select Created Purchase Order for AMC)

Create PO

Edit PO

View PO

View PO Stage

Delete PO

And click on Save.

 

Create a New Purchase Order for AMC 

You can create a Purchase Order for AMC in two ways

Through a Qualified Lead

Newly without a Qualified Lead

 

Create a Purchase Order for AMC Through a Qualified Lead

Navigate to the Left Menu > Purchase > Lead for Purchase 

You will land on Lead for Purchase Listing Page

Locate the Lead for Purchase in the Lead for Purchase list and click on the PO option from the Action dropdown menu. Alternatively, you can Right Click on the Lead for Purchase whom you want to Raise the Purchase Order for AMC.

After clicking on the Purchase Order for AMC, select the PO type as New or Existing, 

New : When a Purchase Order for AMC is made completely new without any connection to any Leads.

After clicking on New Purchase Order form will open

 Please enter all mandatory fields along with all your Purchase Order details for AMC. Please note that all fields marked in red are mandatory and must be filled.

After entering all the details, click Save.

Existing: When Lead for Purchase is connected to an already existing Purchase Order for AMC

Add the Purchase Order number and Save. The Purchase Order for AMC will be connected with Lead for purchase 

 

Create a New Purchase Order for AMC without a Qualified Lead

Navigate to the Left Menu > Purchase > Lead for Purchase 

You will land on Purchase Order page

Click the + Icon button on the top right corner of the page.

Select AMC. The Purchase Order for AMC Form will open

Please enter all mandatory fields along with all the details of your Purchase Order for AMC. Please note that all fields marked in red are mandatory and must be filled.

After entering all the details, click Save. 

The Purchase order will be reflected in The Pending Tab.

Productivity Tool: You can add a Purchase Order for AMC from the Quick Add icon on the top directly

 

Settings and Preferences for Purchase Order for AMC

Navigate to the Left Menu > Purchase > Lead for Purchase 

You will land on the Purchase Order Listing Page.

Now go to the Top Right Menu and navigate to Three Dot Icon > Purchase Settings.

Select the Settings you want to Enable below

Purchase Order– To manage the Purchase Order Business type which you require

PO Authorisation setting- To Enable  Purchase Order for AMC Authorisation Setup

Click on Updates.

 

View the Purchase Order for AMC

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page.

Locate the Purchase Order for AMC number in the Purchase Order List and click on the View option from the Action dropdown menu. Alternatively, you can Right Click on the Purchase Order you want to view and select

The Purchase Order will open, you can Edit, Print, Copy, Accept, and Reject this Purchase Order by clicking on the respective icon on the Top Right.

 

Editing Purchase Order for AMC 

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page.

Locate the Purchase Order for AMC number in the Purchase Order and click on the Edit option from the Action dropdown menu. Alternatively, you can Right Click on the Purchase Order for AMC that you want to Edit and select.

Make the necessary changes to the Purchase Order details.

Save the updated information.

 

Deleting Purchase Order for AMC 

Please note : You can’t delete a Purchase Order for AMC only when it is in the Pending and Accepted Stages.You cannot delete the Contracted Purchase Order for AMC.

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page.

Locate the Purchase Order for AMC number in the Purchase Order and click on the Delete option from the Action dropdown menu. Alternatively, you can Right Click on the Purchase Order for AMC that you want to Delete and  select

This will be reflected on the Deleted tab of the Purchase Order.

 

Accept Purchase Order for AMC

When the Vendor or supplier Accepts the pricing and terms of the Purchase Order for AMC, accept the Purchase Order for AMC

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page.

Locate the Purchase Order for AMC number in the Purchase Order list.

Click on the Accept Tab on the Right

This Purchase Order will now show up in the Accepted Tab of Purchase Order.

 

Purchase Order for AMC Convert to Contract

After Accepting, convert the Purchase to contract.

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on the Purchase Order Listing Page.

Locate the Purchase Order for AMC number in the Purchase Order and click on the Convert to contract option from the Action dropdown menu. Alternatively, you can Right Click on the Purchase Order that you want to Convert to a Contract and select.

• Enter the Credit days.
• PO Contract period start and End dates.
• Enter any other fields wherever necessary, and click Save.

Purchase order will be converted into contract and will reflect in contracted tab of Purchase order

 

Reject Purchase Order for AMC

When the Vendor or supplier Rejects the pricing and terms of the Purchase Order for AMC, reject the Purchase Order 

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page.

Locate the Purchase Order for AMC number in the Purchase Order for AMC list.

Click on the RejectTab on the Right

This Purchase Order for AMC will now show in the rejected Tab of the purchase order