Modules
213 articles
Purchase Requisitions
How to create and track purchase requistions
- How to Delete Multiple Draft Requests?This guide will help you delete draft requests in bulk within your account.
- How to enable "Shipping and Tax" on the Requests?Do you wish to track the Shipping cost and taxes (if applicable) on purchase requests? Here are the steps to enable this setting.
- How do you create a request from a quote?Convert a supplier quote into a request by following these steps.
- How do we know that there is an attached PO to a request?
- How to Enable & Use Requisition Type?Want to manage your requisitions based on requisition types? You can set up approval workflows based on requisition type.
- Can I upload attachments to an approved document?
- How to add items from a catalog to a Purchase Request?
- How to create a request from a Punchout Catalog?Punch-out catalogs allow you to browse supplier websites and add items directly to your purchase request without manually entering the data.
- How to enable users to add a new supplier to requests?Allow users to add new suppliers on requests by enabling this feature.
Purchase Orders and Receipts
Purchase orders and receipt management
- How to Change an Existing Order?
- How to Update Company Logo on Purchase Orders?This guide explains how to update the company logo that appears on purchase orders through the admin console in ProcureDesk.
- How to Send Mass Receipt Reminders?ProcureDesk automatically sends a reminder to the order contact in case a receipt is missing. However, you may want to send reminder again.
- How to track an order's shipping status?This guide explains how to track the shipping status of your orders using the provided tracking details.
- How to create an Advanced Shipping Notice (ASN) / Update tracking information
- How to delete a receiptReceipts can be deleted when they are in Draft status.
- How to Print a Purchase Order?This guide explains how to print a purchase order in ProcureDesk, allowing you to generate a physical copy of the order.
- How to resend a purchase order to the supplier?You might need to do this if the vendor didn't receive the original order or if you've added a new supplier contact.
- How to Close an Order?
- How to attach supporting documents to a purchase order?
- How to copy an existing orderUse the copy feature to quickly reorder items by duplicating an existing order.
- How to Cancel an Order?
- How to set Amazon punch-out catalog to Active?
- How to enable doing a Return Order?By following these steps, you can ensure that the return order option is available and properly configured.
- Setting up Amazon Punchout
- Overview of Order Dashboard
- How to delete a line from a draft Request or a Purchase Order?
- How to create a New Ship-to Location on the Purchase Order?This guide explains how to add a new location in ProcureDesk
- How to order from a Supplier using the Website Plugin?
- How to add ProcureDesk website pluginThe ProcureDesk website plugin captures data from websites, enabling users to order products from approved sites easily.
- How to Create an Order by manually adding details?In case catalogs are not available, you can create an order by manually entering the line item information
- How to Create an Order from a Punch-out Catalog?
- How to create an Order from an Internal Catalog?
- How to View & Download a copy of a Purchase Order?If opted, the approved orders are sent to the supplier, but you can manually view and download the PO if needed.
- Mark a Request or Order as Urgent.Know how to flag a request or an order as urgent in ProcureDesk, alerting approvers to prioritize the approval process.
- How to create a PO from a Quote?Have your supplier sent you a quote from which you want to create a PO?
- How to display Project Codes on the PO email sent to the Supplier.By following these steps, you can ensure that project codes are visible on your PO email.
- How to lock the "Ship To" address on the PO?By following these steps, you can lock the Ship-to address in ProcureDesk, ensuring consistent and accurate shipping information on PO.
- How to import line items on a PO?Have a spreadsheet with multiple line items? Upload them all at once in an Order.
- How to add/update Billing Details for your company?Billing details may vary across different Business Units in ProcureDesk. Follow these steps to add or update them.
- How to acknowledge an order on behalf of the Supplier?Supplier acknowledged the order offline? Here is how you can update the status of the order.
- How to Request Order Acknowledgment?Need the supplier to confirm receiving your order? Request an Order Acknowledgment to stay updated on your supplier orders.
- How to enable and select Line Level Ship-To locations in ProcureDesk?This guide provides step-by-step instructions on how to enable and select a line-level ship-to location.
- How to split the cost of a Line Item?This guide provides a step-by-step process for splitting the cost of a line item in a document - PO or Invoice.
- Unable to access Amazon Punchout in ProcureDesk
- What are recurring POs? How do they work?
- How to use the Multi-Edit feature for Requests and POs?This guide provides instructions to edit multiple line items in a purchase order (PO) simultaneously.
- How to monitor delayed Orders?
- How to delete multiple Draft POs simultaneously?
- How to change the supplier on a draft PO?
- How to enable Custom PO Numbers?
- How to Edit/Delete Approved Receipt?Edit an approved receipt in ProcureDesk.
- How to Drop-Ship a PO?If you are going to ship the items to a location different from yours, you can address them using a different name.
- How to enable tax at the line level?
- How to enable User Tax & set Tax Codes?
- How to upload/import Purchase Orders (POs) via CSV?Import your current POs on ProcureDesk via the help of a CSV template.
- Search for Items from the Global Search BarQuickly find specific items or information using the global search bar on ProcureDesk.
- How to customize the PO copy that is sent to the Supplier?
- How to print Custom PO numbers on the PO?This guide will help you enable the setting to print custom Purchase Order (PO) numbers on purchase orders.
- How to enable/disable the PO sync to the ERP system?You can choose to sync the POs to your ERP system given that they support it.
- How to withdraw a PO?
- Mark a PO as paid without having to upload a receipt.
- How to Stop a Recurring Purchase Order (PO)?
- How to avoid Duplicate Orders?
- How to Manage PO Number Ranges?
- Creating a Return against a Purchase Order
Approvals
How to Approve documents in ProcureDesk
- How to set up a Project Approver Workflow for Project Codes?
- Setting up Approval Workflow based on Job Project Budgets.Send your requests, purchase orders, or invoices for approval if they are related to a job project, to the project owner.
- How to Set Up Department-Based Workflows?Setting up department-based workflows ensures that approvals are handled based on each department's structure.
- How to download Workflow Approvals Setup as a PDF?
- How to update the Project Approver on the Project Code?
- How to Add an Individual User as an Approver in the Workflow?
- How to create a credit memo workflow?
- How to Set Up a Department-Based Workflow?
- How to Set Up a Category-Based Workflow?
- How to Create a Supplier Workflow?
- How to Create a Class-Based Workflow?
- How do you approve specific line items in a purchase request?
- Guide for Replacing an Inactive User in Workflows.
- How to re-assign a document approval to a different approver?
- Why didn’t my invoice pass the approval workflow or reach final approval?
Invoices
Manage supplier invoices
- How to send an Invoice for Review?
- How to Void an approved Invoice?If an invoice is generated incorrectly, you can void it instead of deleting it. This way you will still have a record of the invoice.
- How to resolve the "Receipt Required" exception in an Invoice?This guide explains how to resolve a Receipt Required exception.
- How to resolve "Quantity" Exception in an Invoice?
- How to resolve the "Unit Price" Exception in an Invoice?
- How to import invoices using a Spreadsheet
- How to Create a Recurring Invoice?This guide explains how to set up a recurring invoice in ProcureDesk.
- How to Set Up ProcureDesk to Receive Invoices via Email?
- How to update who receives the email notification for sync issues/integration failures?Receive immediate alerts about any integration failures, allowing you to take prompt action and address any issues.
- How to Delete a Rejected Invoice?This guide explains how to delete an invoice in ProcureDesk, helping you manage your invoices efficiently.
- How to send Invoice received confirmation to Suppliers?
- How to remove PO-Invoice association?
- How to resolve the "Couldn't Load Plugin" error?
- Why the system only extracts the first page of the invoice?
- How to send an invoice for integration?Fixed errors on an invoice that failed to sync to your ERP? Follow these steps to export the invoice to your accounting software.
- How to check Invoice Logs for Invoice Email Tracking?Track and manage your invoice emails, and view logs for successfully imported and failed invoices, along with reasons for any failures.
- How to edit multiple lines on an Invoice?Need to make multiple edits to the line items in an invoice? Use this "multi edit" feature.
- How can we apply a Credit Memo to an Invoice?This guide will walk you through the steps of applying a credit memo and ensure the customer's balance is updated correctly.
- How to Mark an Invoice as Disputed?
- Enabling Auto-Update of Pending Invoice Date to the Next Open Month in ProcureDesk
- How to Enable and Use the Month-End Lock Feature in ProcureDesk?
- How to Manage Access for Locking/Unlocking the Accounting Month in ProcureDesk?
- How to Lock and Manage the Accounting Month in ProcureDesk?
- Sync Error "Another Objectstore with '' already exists [Support ID: adOmOWEB031%7EZ1BwYP5h0ML4Lqb-MszDfQAAABE] Could not create objectstore record. Use a unique value instead."This guide explains how to resolve the sync error caused by duplicate attachment names when syncing invoices in ProcureDesk.
- Guide: Duplicate Invoice FeatureThis guide provides instructions for accessing the feature, resolving common issues, and maximizing its use.
- Error: Something went wrong, please reassign the values.This error pops up while trying to submit an invoice.
- Error: Something went wrong, please reassign the values.
- How to create Pre-Payments (advance payments)?
- How to Assign Multiple Purchase Orders to a Single InvoiceProcureDesk allows you to assign multiple Purchase Orders (POs) to a single invoice, provided the required company setting is enabled. This article walks you through the complete process: from enabling…
- How to export the current User List?This guide explains how to export user details in ProcureDesk, including filtering for active users.
- How to add a Carrier name for ASN?This guide explains how to add a carrier in ProcureDesk for Advance Shipping Notice (ASN) to track orders in transit from the supplier.
- How to Delete/Deactivate a user?Learn how to delete or deactivate a user in ProcureDesk.
- How to Add/Modify Categories?How to add or modify categories in ProcureDesk. Categories are used across all documents, such as PO, Invoices, and Receipts.
- How to enable and use the Shipment Method field on Purchase Orders?This guide explains how to specify the shipment method on a Purchase Order (PO) in ProcureDesk.
- View the User Audit trailThis guide explains how to view the audit trail for user profile changes in PD. Admins can see when and by whom a user profile was changed
- Control which formats to import for Invoices.
- Approval Workflow based on GL Code
- Can we make comments mandatory for an approver while approving documents by clicking on a link from an email?
- How to enable "Add Ship to" location for Requests?Do you want your users to add new "Ship to" locations on their own on the requests? Enable the "Add Ship to" setting for it.
- How to create "Accounts" in ProcureDesk?If your ProcureDesk account is not integrated with an ERP system. This guide covers the steps to add account details manually and in bulk.
- How to Enable and Add Terms & Conditions on a PO in ProcureDesk?Include necessary Terms & Conditions on your Purchase Order before sending it to the supplier.
- How to unlock a user?This guide explains how to unlock a user account in ProcureDesk if a user has been locked out, requiring Admin access.
- How to Manage UOM (Unit of Measurement)?Managing Units of Measure (UOMs) ensures accurate inventory and orders in ProcureDesk. This guide covers how to add or remove UOMs.
- How to set a different default currency for each Entity/Business Unit?You can set different default currency for each business unit/entity of yours on ProcureDesk.
- How to create Custom Fields?Here's a step-by-step guide to enabling and creating custom fields.
- Why does the PO Contact appear as the Receipt Creator without submitting the Receipt?
- How to Enable and Add the Payment Method?Do you want to select the Payment method for your requests or orders to keep a record? Follow the steps in this guide.
- How to Lock the Ship-To Location to the Default Location for a user?Do you want your users to use a single Ship-To Location?
- How to Reset Your Password?If you've forgotten your password, don't worry! Resetting it is easy. Here is the process for resetting your password.
- How to update Password Policies for your ProcureDesk Account?
- Privileges and Roles
- How to make a supplier inactive?
- Tracking Workflow Changes with the Audit Trail in ProcureDeskThe Audit Trail feature allows you to track any changes made to your workflows, providing transparency and control over workflow updates.
- Enabling Central Receiving for 3-Way Match
- How to Share Custom Reports?
- How to manage Expense Categories?
- How to Enable the "Import PO From Integration" Privilege in ProcureDesk?
- Instructions to Add CC Email for Supplier Notifications
- How to send Taxes as a Separate Line Item to your ERP in ProcureDesk?
- How to Send an Order Cancellation Notice to the Supplier?
- Managing User Group Permissions Across Modules
- Guide to Organizing Fields in Documents.
- How to Disable Approval Confirmation Notifications for Users?
- How to use Brex as a payment method in ProcureDesk?
- Required parameter Line.AccountBasedExpenseLineDetail.AccountRef is missing in this request.
- How to configure Session Timeout in ProcureDesk?
- How to manually create Project Codes?
- How to Merge Suppliers?
- How to pay your ProcureDesk invoice from the ProcureDesk account?
- How do purchase authorization limits affect approval workflows in ProcureDesk?
- How to Download an Access Log Report in Procure Desk
- User Audit Trail.
- How to Edit the “Send PO to Supplier” Email Template?This guide explains how to edit or modify the email that is automatically sent to a supplier when a Purchase Order (PO) is issued from ProcureDesk.
- How to Enable Cost Codes Across All Documents?
- How to Manage Transactional Tags?
- How to Manage Supplier Documents?The Documents tab on a supplier profile allows you to store and manage supplier-specific files such as W-9s, COIs, insurance certificates, contracts, ACH forms, statements of work, and other compliance…
Catalogs
How to set up and manage catalogs in ProcureDesk
- How to create an Internal Catalog via CSV?To create internal catalogs in ProcureDesk to streamline your purchasing process.Please follw these steps.
- How to delete a Punchout Catalog?
- How to download an existing catalog to CSVThis guide covers how to download an existing catalog from ProcureDesk as a CSV file for data review, analysis, or offline use.
- How to Deactivate an Internal Catalog?How to manage the activity status of catalogs in ProcureDesk, including deactivating catalogs that are no longer in use.
- How to create an item in an existing catalog?This guide explains how to add items to an existing catalog in ProcureDesk, either through spreadsheet import or directly via the UI.
- How to Import Catalog from ERP?This guide explains importing a catalog/item master from your ERP system into ProcureDesk.
- How to set up ASN for Amazon Orders?Already set up the Amazon Punchout to place orders? You can also set up ASN so Amazon can post the shipping updates directly to ProcureDesk.
- How do I update an existing item while creating an Order?
- How to add an item to the existing catalog while creating an Order?Need help keeping the internal catalog updated? Grant user access to add items while creating orders.
- How to Enable and Create Kits?
- Why can’t quantities be edited for catalog items at line-level?Editing the quantity of items added through catalogues is controlled by a role-based privilege. If this privilege is not enabled, users will not be able to modify quantities on catalogue…
- How can I distribute the cost of a PO over different budgets?
- How to enable/disable Budgets?This guide explains how to deactivate budgets in ProcureDesk to ensure they are not applied to transactions.
- Enable Ordering when the Budget Year is over, but the Budgets are not set up yet.
- Part 2: Creating Budget Values
- Part 1: Setting up Budget Hierarchy
- How to Update the Budget Owner on a Budget?
- How to Set Up a Budget Owner Approval for Budgets?
Job Project (Project based Budget)
Learn how to enable/manage and setup Job Project.
- Setting up a Job Project and its Budget LinesThere may be multiple budget codes for a single project to track the expenditure. Here is how you can streamline this process.
- How to enable Job Project?Enabling Job Project allows you to efficiently manage and track expenses and allocate budgets within the procurement process.
- How to edit the Job Projects?
- How to Enable Job Projects in Requisitions?
Expenses
How to create and manage expenses in ProcureDesk
- How to enable "Shipping and Tax" on Requests in ProcureDesk?This guide provides step-by-step instructions on how to enable "Shipping and Tax" setting for requests in ProcureDesk.
- When do expenses not trigger approval workflow?
- Integration Failed. Please check individual line itemStep-by-step guide to solve the following sync error.
- How to Adjust Mileage Reimbursement Rate for Expenses?
- How to map cardholder numbers to user profiles?
- How to upload transactions into ProcureDesk?
- How to Create an Expense Report?Expense reports allow employees to submit charges for common expenses like meals, travel, and conferences easily.
- How to update the default Credit Card Account for Users?
- How to enable and use job projects in Expenses?
- How do you use Brex for auto-syncing transactions?
Inventory
Inventory Management
- Getting Started with the Inventory ModuleThe Inventory Module in ProcureDesk enables your organization to efficiently manage material inventory across locations, track item usage, and maintain optimal stock levels—all within your procurement workflow.
- Overview of Inventory Management
- Ability to see critical itemsThis guide explains how to view a list of critical items that are low on inventory in ProcureDesk, helping you address shortages promptly.
- How to Transfer Inventory from One Location to Another?
- Setting up Warehouse LocationsThis guide explains how to set up warehouse locations in ProcureDesk, a necessary step for accurate inventory tracking and management.
- How to Setup an Inventory Item?
- How to Create an Inventory Order?
- How to Release an Inventory Order?
- How to Release Inventory Without a Purchase Order?
- How to Export Inventory Valuation?
- How to create an Inventory Order Workflow?
- Set up barcode label printing for Inventory ItemsThis guide explains how to set up barcode label printing in ProcureDesk using a Zebra-compatible label printer and QZ Tray. ProcureDesk uses QZ Tray to send barcode labels from your…
- How to Schedule Exporting of Custom Reports?Following the steps outlined below, you can automate the generation and delivery of reports based on your specified schedule.
- How to Generate and Download a Custom Report?
- How to enable custom reports?Custom reports provide tailored insights and data summaries of the total spends made.
- Managing Scheduled Custom Reports
Supplier Quotes
How to create and manage supplier quotes.
- Requesting a quote from a SupplierThis guide explains how to request a quote from a supplier in ProcureDesk, helping you efficiently create and send quote requests.
- How to Withdraw a Supplier Quote?You can withdraw and modify a sent quote, ensuring accurate and updated communication with the supplier.
- Send quote email to multiple supplier contactsThis guide explains how to add multiple contacts to a supplier profile, ensuring that all relevant contacts receive communications.
- Export vendor response from quote or request
Supplier portal
Articles to help suppliers review purchase orders and submit invoices.
- How to update a Supplier's default Currency or Account?This guide will assist you in updating the default currency for a supplier in ProcureDesk.
- Getting started with ProcureDesk Supplier portalSuppliers can use the ProcureDesk portal to view POs and submit invoices electronically,ensuring invoices are received and not lost.