Understanding Purchase Order for MPS  

A Managed Print Services (MPS) purchase order is a document issued by a company or organization to a Vendor  or supplier  to formalize an agreement for the provision of printing-related services. Managed print services involve outsourcing various aspects of printing and document management to a third-party provider, typically with the goal of reducing costs, improving efficiency, and streamlining printing operations.

An MPS purchase order typically outlines the scope of services to be provided by the managed print services provider, which may include:

• Supplying and maintaining printing equipment (such as printers, copiers, and multifunction devices).
• Managing consumables, such as ink or toner cartridges and paper supplies.
• Providing technical support and maintenance services for printing equipment.
• Implementing print management software solutions to monitor and control printing activities.
• Offering document management solutions to streamline document workflows and improve efficiency.

The purchase order specifies the terms and conditions of the agreement, including the duration of the contract, pricing structure, service levels, and any other relevant details. Once the MPS provider accepts the purchase order, it becomes a legally binding agreement between the two parties, governing the provision of managed print services.

Purchase Setting – Enable/Disable PO.

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

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

Permission for Creating a New Purchase Order for MPS 

To Create, Copy, or edit the Purchase Order for MPS, 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 MPS)

Create PO

Edit PO

View PO

View PO Stage

Delete PO

And click on Save.

Create a New Purchase Order for MPS 

You can create a Purchase Order for MPS in two ways

Through a Qualified Lead

Newly without a Qualified Lead

Create a Purchase Order for MPS 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

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

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

After clicking on the New Purchase Order form, it will open.

Please enter all mandatory fields along with all your Purchase Order details for MPS. 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 MPS

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

Create a New Purchase Order for MPS without a Qualified Lead

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order page

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

Select MPS. Purchase Order for MPS Form will open

Please enter all mandatory fields along with all the details of your Purchase Order for MPS. 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 Purchase Order for MPS  from the Quick Add icon on the top directly

Settings and Preferences for Purchase Order for MPS

Navigate to the Left Menu > Purchase > Purchase Order

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 MPS Authorisation Setup

Click on Updates.

View the Purchase Order for MPS

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

Locate the Purchase Order for MPS 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

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

Editing Purchase Order for MPS 

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page

Locate the Purchase Order for MPS 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 MPS that you want to Edit and  select

Make the necessary changes to the Purchase Order details.

Save the updated information.

Deleting Purchase Order for MPS 

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

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page

Locate the Purchase Order for MPS 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 MPS that you want to Delete and  select

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

Accept Purchase Order for MPS

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

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page

Locate the Purchase Order for MPS 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 the Purchase Order.

Purchase Order for MPS Convert to Contract

After Accept, convert the Purchase to contract.

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on the Purchase Order Listing Page.Go to Accepted Tab

Locate the Purchase Order for MPS 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 MPS

When the Vendor or supplier Rejects the pricing and terms of the Purchase Order for MPS, 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 MPS number in the Purchase Order for MPS list.

Click on the Reject Tab on the Right

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