Setting Purchase Order Limits

Setting Purchase Order Limits

Overview

Gearbox can restrict Standard Users to individual purchase order expenditure amount. If a users creates a Purchase Order that exceeds their limit, Gearbox users with Admin or Manager permissions in the Parts module will receive an email notification requesting them to approve the Purchase order.

Setting Purchase Order Limits

1. Click on your User Icon (1) then click on Users (2) 
Setting Purchase Order Limits - User Icon


2. Click on Users (3)
Setting Purchase Order Limits - Users


3. Click on the User (4) you wish to set a limit for  
Setting Purchase Order Limits - Active Users


4. Click on Purchase Orders (5) then in the Value (6) for 'This user can approve Purchase Orders up to' enter in a purchase order limit. Once completed click Updated User (7)
Setting Purchase Order Limits - Purchase Order Limit


If a user has a Purchase Order limit of $1000 and creates a Purchase Order that exceeds that amount, the user will not be able to print or view a Purchase Order report. Instead, the user will be advised that the Purchase Order is awaiting approval, and Gearbox will send an approval request email to the Users with Manager permission levels in Inventory.

The Pending purchase order will have the Purchase Order number concealed, and will be listed on the Awaiting Approval page. When a manager views the Purchase Order, they will have the ability to Approve the Purchase Order

Setting Purchase Order Limits - Purchase Order Approval


Once approved, the Purchase Order number is visible to all users and the Purchase Order may be printed

Setting Purchase Order Limits - Approved Purchase Order

 

Sample Purchase Order:

Setting Purchase Order Limits - Purchase Order


 


    • Related Articles

    • Purchase Orders

      Overview Gearbox uses Purchase Orders to order and receive Parts into Stock. If you do not wish to use the Purchase Order component of Gearbox, the only way to add Stock is through Stock adjustments. Purchase Orders require the Parts and Inventory ...

    • Adding Gearbox Users

      Overview Gearbox enables you to create and manage your users, with each user type capable of having various User Permission Levels classified by a license, each associated with different cost rates. For further details on the different user types in ...

    • Exporting Purchase Orders & Tracking Categories in Xero

      Purpose To provide instructions on how to export Purchase Orders from Gearbox to an integrated Xero system. Xero must be integrated prior to exporting Purchase Orders. Xero has a 30 min timer on session tokens which may result in additional login ...

    • Adding a Purchase Order from a Service, Repair and Tyre

      Overview You can create Purchase Orders directly from Service, Repair, or Tyre records. These Purchase Orders will be generated based on the details of the respective Service, Repair, or Tyre, including any Parts added to the associated Workorder. If ...

    • Tyre Settings

      Overview Gearbox allows you to configure the printed Tyre Jobcard/work order to suit your business. Items may be added/removed as well as adjusted. 1. To access Tyre Settings, click on your User Icon (1) then click Settings (2)  If “Settings” is not ...