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Purchase Orders

Purchase orders
Working with suppliers often involves purchase orders.

This very practical tool allows you to order services or products from your supplier and agree on a price.

Collabox does more than enter and send your purchase orders. It can automatically turn them into disbursements once you receive the invoice from your supplier.

Simple and efficient!

Subcontractor certificate in Collabox

By Accounting, Purchase Orders, Subcontractor certificate, Suppliers

In Quebec, general construction contractors doing business with subcontractors need to obtain from the subcontractor a certificate from Revenu Québec stipulating that it is in order, when the contract reaches a certain sum. They can keep the reference number of this certificate in Collabox and monitor the expiry date to ensure that they obtain a new certificate when necessary.

If you are in this situation, here is how to proceed in Collabox:

You must first enter the certificate number and the due date in the supplier form (the supplier being your subcontractor). If the provider has already been created, you can simply update it by adding this information. Otherwise, complete a new form. 

Create a supplier

Click on the icon  Configuration.


Collabox horizontal menu

Go to the section  Suppliers

Collabox vertical menu, section  Configuration

Click on  Add a supplier. 

Page  List of suppliers

Fill out the form and click on  Record .

Page  Adding a supplier

Update a supplier

Click on the icon  Configuration.

Collabox horizontal menu

Go to the section  Suppliers .

Collabox vertical menu, section  Configuration

Click on the name of the provider you want to update. Add the missing information and save the changes.

Page  Update a supplier

The certificate expiration date will then appear in the list of suppliers. 

Page  List of suppliers

Then, when you will make a purchase order, you only have to indicate the supplier in the form, and the number and the date of certification will be automatically attached to it. The expiration date will therefore also be found in a column of the list of purchase orders.

Page  List of purchase orders

Finally, the yellow dots to the right of the expiration dates tell you that the supplier exceeds $ 25,000 and that a certificate is required.

Certificate of conformity and receipt

By Management, Purchase Orders

In order to closely monitor the compliance of your subcontractors, there is already a field in Collabox reserved for certificate from Revenu Québec in the supplier form. We wanted to allow you to ensure even closer monitoring of the people with whom you deal by adding two new sections, this time in the order forms since they are closely linked to them: the receipt and the certificate of compliance (CCQ -CNESST).

Let’s take a closer look.

New sections

Go to the module Management .

Collabox horizontal menu

Open the page Purchase order .

Collabox vertical menu

Click on the order form to which you wish to add a certificate or receipt. Under the tab Info , you will find the new sections that interest you.

Page Updating a purchase order

As you can see, in sections 1 and 2 there is space to write down the date the documents were requested and the date they were received. As for the boxes to be checked, they indicate whether the discharge is denounced and whether the certificate or discharge is required. Section 3 makes it possible to note that the subcontractor’s file is in order with the authorities concerned.

New pictograms

By checking the options corresponding to the required documents (sections 1 and 2), small pictograms will appear on the order form list page. Just like the certificate from Revenu Québec, each document has its pictogram visible in the list of purchase orders (module Management ). Its presence indicates that the document is needed. The yellow dot corresponds to the certificate from Revenu Québec; blue, to the certificate of conformity (CCQ-CNESST); the green, on receipt.

Page List of purchase orders

Would you like to refresh your memory on the dynamics between purchase orders and disbursements? Read this article !

Purchase orders

By Accounting, Purchase Orders, Suppliers

Working with suppliers often involves purchase orders. This very practical tool allows you to order services or products from your supplier and agree on a price. Collabox does more than enter and send your purchase orders. It can automatically transform them into disbursements once you have received the invoice from your supplier! Gone are the days of duplicating information. This solution now saves you time, but also it avoids you mistakes!
Don’t know how to create a purchase order? We explain how to do it, it’s simple you will see.

How to create an order form?


Start by accessing the “Accounting” module by clicking on its icon in the top menu bar.

To have access to your complete list of suppliers, then click on “Suppliers” in the left navigation bar.

Find the vendor you want to add the new purchase order to. Click on its name.

Once in its file, click on the “Purchase orders” tab.

Here you can view all purchase orders from this supplier. To create a new one, click on “Add a purchase order”.
Enter the necessary information. 
Once completed, you can send it directly by email. Finally, don’t forget to save your work!

Now that you have mastered the art of the purchase order, here’s how to turn it into a cash out. It’s so easy you will be amazed. The first step is to find it among all the supplier’s purchase orders. Click on the one that interests you and at the bottom of the page that has just opened, click on “Create a disbursement”. 
Collabox automatically takes over the information from the order form. However, you must add the number of the invoice, its date and the budget item you want. No more complicated than that! You were told it was magic.

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