Creating a Purchase Order in ASBWorks
ASBWorks provides a flexible purchase order system that allows you to issue POs for individuals, clubs, or vendors. Each line item can be associated with a different vendor, offering granular control over your purchases.
*Note: A purchase order represents the intent to pay for an item. While it does not immediately charge the account, it creates an encumbrance on the Account Statement Report. Encumbrances do not appear when using inventory items.
Steps to Create a Purchase Order
- Select “Purchase Order” from the Check Menu.
- Enter the recipient of the purchase order (individual, club, or vendor).
*You may include multiple vendors in a single purchase order. - Enter the requested/authorized person(s) (optional).
- Enter the PO Date or Date Requested.
- PO Number will auto-fill sequentially based on the last PO number used.
- Requisition Number is a free-text field for any internal reference or tracking number.
- Memo Field – Use this to identify the purchase order when writing the check. This is a critical field for future reference.
- Enter the items you plan to purchase:
- You can manually enter items or select from saved items from Item Admin.
- If selected items saved inside Item Admin, the price will auto-fill.
- Select the Expense Account for each item.
*Note: You cannot select an account for inventory items. - Enter Quantity and Cost for each item.
- Click “Add Item” to include the item in the purchase order.
- Repeat steps 8–13 for each additional item.
- You can remove items before saving by selecting the item and clicking the Garbage Bin on the right hand side.
- Click “Save” in the bottom-right corner of the screen.
A popup will appear asking if you'd like to print, confirming will finalize the purchase order.
