Purchase orders are created in the Matrix using a form fillable field. This form includes valuable information needed by accounting to process payments for vendors and make purchases needed. This article will cover how to create a Purchase Order in the Matrix as well as specific details of what information is required in each field before a Purchase Order is submitted.

 

  1. log in to the matrix at https://calleasyhomes.com/web/login using your login information.
  2. On the top left of the starting page, click on the applications button.
  3. From here, select the Purchase Orders button to enter the Purchase Orders module.
  4. Select "Create" to make a new Purchase Order. You will be directed to a new Purchase Order page where you will find form fields. These fields and what info is needed for each is listed below in order from top to bottom and then left to right.
    1. Info
      1. Originator: This will already be filled in with the username that was user to log in to the Matrix
      2. Date Created: This field will auto-fill once this Purchase Order is saved.
      3. Division Head: In this drop-down menu select the head of your division that will be approving and passing on the Purchase Order to Finance.
      4. Div Head Comments: This field is for the head of Division to pass on any pertinent information to Finance along with the Purchase Order.
      5. Treasury Comment: This area is for Finance to place notes or any other pertinent information to the Purchase Order.
      6. Originator Comment: This area is for you to place notes or any other pertinent information to the Purchase Order.
      7. Qual Approval: This area is for Qual to Approve, place notes or any other pertinent information to the Purchase Order. 
      8. Investor Owns Home?: Check this box if the Investor owns the home.
    2. PO Details
      1. Payment Type: In this drop-down menu select the type of payment that will be supplied to the vendor or business accepting the payment.
      2. PO Type: In this drop-down Menu select the PO type for this Purchase order. E.G: An online purchase for HR from Amazon would be an ONLINE type, while a Grass Cut from a vendor would be Div 4 Contractor.
      3. Set-Aside Account: Purchase Orders will be taken from your divisions set-aside account. Divisions are allotted an amount per period. If you have any question about which set-aside account should be selected, check with your senior, or ask Finance to confirm the account.
      4. Company/Individual: Enter the name of the company or Individual receiving the payment. This name must match exactly the person receiving the payment, otherwise they may have trouble cashing in or depositing their payment.
      5. Investor Name: This is the name of the investor on the property and can be pulled from the Trust in the Matrix.
      6. Address/PayPal Email Address: This is field is for the physical address or the PayPal address of the recipient for this Purchase Order.
      7. Property Address Service Rendered on (If Applicable): When a contractor or vendor provides a service on a property, enter the physical address of that property in this field.
      8. Item Requested: In this field enter the services rendered, or the products ordered that are being paid for with this purchase order.
      9. Total Cost: Enter the total cost of products purchased or services rendered for this purchase order.
      10. Purchase Details: This field can be used to enter details about the purchase order. EG. "Please purchase 3 of these items."
      11. Online Link: If the purchase item is a product being purchased online, enter the link to the products web page.
      12. Is this PO to be used against an EPO: If this Purchase order payment id being used against an EPO, then select "Yes" from this drop-down menu.  Otherwise, select "no".
      13. Receipt/Invoice: You can use the button to attach a file from your computer here. Only one attachment can currently be added to each Purchase Order.
      14. Payment Due Date: This field is for the payments due date. Ask your senior if there is a question as to what the due date is for your payment. 


After carefully filling each field in a Purchase Order, double check each one to make sure that you have not made any mistakes or typos while entering data into fields or selecting items in the drop-down menus. Most flops can be prevented if you check your work! When you are confident that your work, click save at the top left of the page to submit your Purchase Order.