Digital Purchase Order
Use alternative colors for revised PO's
If you wish to have revised PO's appear in a different colour on DPO then the admin can enable this option by doing the following: Admin > P.O Settings > Check 'Use alternative Colors for revised PO's' > Save and Next at the bottom of the screen. If ...
Automatic Printing of Final Approved PO's
You can have final approved PO's automatically go to a separate email address by adding this within the Send Additional Custom PDF files under admin > PDF settings. You will need to setup the custom PDF recipient you would like the email to be sent ...
How to generate a PO number without raising a PO?
A PO number only gets generated once a PO has been submitted. You will still need to raise a PO but you can create a placeholder PO with a zero amount and amend it when you have all the information. You can also create a supplier called ‘Placeholder’ ...
Time zone of PSL/ Global Vista Export
The PSL/ Global Vista exports will by default run at midnight - that is midnight based on the timezone of the user enabling the export. The export is enabled by going to admin > Export PSL or Export Global Vista and ticking the checkbox enabled like ...
PSL/GV export file showing the Account Description and not the Account Code
If the XML file is showing the account description instead of the account code then the file will fail during import. When using the export function to import into Global Vista or PSL the 'show in export' must be set to Account Code. To change this, ...
Coding PO's into DPO to upload into Global Vista
If your chart of accounts layout in Global Vista is e.g.: LO G/L DETL ST IN F F2 And you wanted to code this against a PO in DPO as e.g.: LO= 01 G/L=150 DETL=1100 ST= IN= F=A F2=10 You would need to enter this into DPO as: 011501100 A10 The ...
Setting up an ACH Details to be included in PO's - Routing Number and Account Number
Below is an example of where you can add the ACH information to the PO, this would be setup as a component in the admin section of DPO: You can set this to either required / not required when creating a new purchase order. In order to set up the PO ...
Is there a way to lock Purchase Orders after final approval?
Purchase Orders can be locked after final approval which means no amendment possible. In order to have this option enabled the Admin will need to go to Admin > PO Settings. Once in PO settings then tick the option 'Lock Purchase Orders after final ...
Coding PO's into DPO to upload into PSL
If the account mask on PSL is i.e. xx-xx-xx this will need to be what’s entered into the account code box on DPO. If the account number was i.e. 70-02-00 you would need to type this directly into the account code box like shown in the screenshot ...
DPO to PSL
If your DPO project would like the export function to be enabled so you can import from DPO to Global Vista then you will need to email Sargent-Disc (support@sargent-disc.com) with the DPO project name and the currency codes you are using within GV ...
DPO to Global Vista
If your DPO project would like the export function to be enabled so you can import from DPO to Global Vista then you will need to email Sargent-Disc (support@sargent-disc.com) with the DPO project name and the currency codes you are using within GV ...
Setting up an ACH Details to be included in PO IE - Routing Number and Account Number
Below is an example of where you can add the ACH information to the PO, this would be setup as a component in the admin section of DPO: You can set this to either required or not, depending if the clients wants it to be required when creating a new ...
Setting up alternative user roles on DPO
Currently when adding users onto DPO you will have the option to either assign an admin role or a user role. You can also set up additional user roles, for instance if you wanted an individual to be able to access the admin function but just to be ...
Set up a new DPO book or request extension on existing book
If you would like to setup a new DPO book or request additional PO’s, Storage Space or an Extension Date then please email sales@sargent-disc.com If your requesting a new DPO book to be setup then our Sales team will contact you with a DPO setup form ...
Setting a PO Prefix or Start Number
To set a PO Prefix/ Start Number for your PO's go to Admin > PO Settings Enter the Prefix you would like to set, you do not have to set a prefix if you would not like one. Enter the start number in the box: 'Series of P.O. numbers start with:' Enter ...
Rental Date Notification
If you would like DPO to automatically notifies you when a PO rental date is close to its expiration then you will need to do the following: Log into DPO and select the book you would like to enable this for. Go into Admin > Expenditure Types. For ...
Locked out
If you are locked out on Digital Purchase Order then Support cannot unlock the account, you will need to wait 30 minutes until the account is unlocked. If you need to request a password reset you can do so by the following URL: ...
Is there a way to lock account codes after final approval?
Account codes can be locked after final approval on DPO which will not allow users to make any changes to the account code that has been entered on a PO once fully approved. In order to set this up the admin will need to go to Admin > PO Settings ...
Importing Chart of Accounts or Suppliers
If you would like your chart of accounts or suppliers uploaded into your PO book you will need to download the import file, to do this go to Admin > Import. Once you have been provided with the import document you will need to send this over ...
How to export data from DPO to Excel
The export from DPO will export all of the data from the DPO project, from there you can then filter out what is needed. In order to get the export, the admin will need to go to Admin > Export Once on the export tab there will be a .csv file that the ...
How to delete attachments on DPO
If a PO was created and during creation an attachment was uploaded then the only way to remove this attachment would be to go through the amend process If you were to create this PO with no attachments and decided at a later point that you would like ...
Supplier List Export from DPO
Export your data and open it in Excel as usual, to export the data the admin will need to go to Admin > Export and download the .csv file. Delete all of Columns A to Y (Project ID to Creator Position) After that delete from Column O onwards ...
Delivery Feature on DPO
In order to enable the delivery feature option on DPO you will need to email Sargent-Disc (support@sargent-disc.com) with the project name and request for this function to be turned on. Once turned navigate to Admin > Users. Once on the user’s tab ...
Editing an account code on DPO
If you would like to edit an account code once a PO has been created then you can do this by clicking into the PO in question > selecting the Account Code field and updating the field to the new code, once done select the green tick. If you are ...
Custom PDF Notification
DPO enables a custom PDF report to be emailed out when a PO reaches final approval. There is already an existing feature where an email address could be cc'ed or bcc'ed in on the supplier notifications. These POs would contain the latest version of ...
Flagging feature on DPO
You can set up a customized flag on DPO i.e. if you want to mark what PO's have been entered into your accounting system. Go to Admin > Flags *Note If you are unable to see the flags option within admin then please email support@sargent-disc.com with ...
Creating PO's with existing suppliers only
PO's can be created with existing suppliers only that have been setup under the Suppliers section in administration. If you would like to have this option enabled so users cannot add new suppliers into the system and only create PO's with existing ...
Account Name/ Account Code not showing on PDF
If the Account Name or Account Number is not showing on the PO PDF then have the administrator of the DPO project do the following: Go to Administration > Chart of Accounts > On the drop-down menu for 'Show in PDF' there will be 3 options: Show ...
T&C's to be uploaded
If you would like to upload T&C’s to a DPO book or replace any existing T&C’s you currently have then please email Sargent-Disc support (support@sargent-disc.com) with the attached T&C’s. Please state in the email the name of the DPO project and ...
Extra Fields on DPO
If you would like additional text fields when creating a Purchase Order then then the admin can set this up by following the steps below. Go into Admin > Extra Fields DPO will allow you to have 3 extra fields, in order to set up an extra field click ...
Incorrect date format on Purchase Order PDF
If the date format/ time is incorrect when viewing a Purchase Order as a PDF then have the admin go to Admin > PDF Settings Once in PDF settings the admin can change the language and the time zone that is displayed on the PDF like shown below: ...
Including VAT on Purchase Orders
There is no feature on DPO to add in a VAT calculation as this is not a cost. You can add in an extra line item for VAT when creating P.Os
Bypass feature
This feature is useful if you are a high level approver and you are creating own Purchase Orders, in this case you might not want to wait until an approver on lower levels have signed your Purchase Order. By using the Bypass feature the P.O should ...
How to mark a Purchase Order as Invoiced
Within DPO you can highlight a Purchase Order as invoiced, in order to do this you will have to have this option enabled for your user. If you do not have the option to highlight a Purchase Order as invoiced then you will need to contact the project ...
How to void a Purchase Order
In order to be able to void a purchase order you have to be given access to do this, if you do not already have access to amend a PO then please contact your project admin on your DPO project and they can adjust your user permissions for you (Admin > ...
How to amend a Purchase Order
The most important feature of an amendment is the requirement to remain with your original assigned PO ID although you are changing existing and possibly already approved information. In order to be able to amend a purchase order you have to be given ...
How to view a Purchase Order
The View P.O's section is a powerful tool that provides you with the complete overview of all Purchase Orders. You can either look at your own Purchase Orders, review all Purchase Orders or do your search by department or suppliers. You are able to ...
How to approve a Purchase Order
In order to approve Purchase Orders you will firstly have to be setup with an approval level. The project admin of your DPO project can add you into the approval chain or adjust your approval level. Once logged into the DPO project select on the ...
How to create a Purchase Order
In order to create a Purchase Order on DPO you will have to be setup on the DPO project as a user. If you are not already a user then please contact the project admin on the DPO project so they can set you up. Once you have access to the DPO project ...