Whenever you identify the need to purchase goods or services and know the supplier that you wish to work with, you can log in to Moss and easily request approval before proceeding with their purchase.
In Moss you can submit 2 types of requests:
Request a Purchase of Goods
Whenever employees identify the need to purchase physical goods and know the supplier that they wish to work with, they can log in to Moss and easily request approval before proceeding with their purchase.
Login to Moss.
Click on the “+ New request” button in the top left corner, no matter the page you are currently on. Alternatively, go to “Purchases” in the feature overview and click on the “+ Request a purchase” button.
Select ‘Purchase of Goods’ to request physical goods (alternatively request a Purchase of Services)
Select the supplier for the purchase from the list. If the supplier is not yet saved in your company’s records, you can enter the supplier’s name and click ‘Select…’ in the dropdown list.
Enter the reason for the purchase and any supporting documents.
Select the type of delivery and the expected delivery date(s):
One delivery - For orders where all items will be delivered once
Recurring delivery - Multiple deliveries at regular intervals, for example a coffee subscription for your office.
Delivery per item - When different items need to be delivered in batches on specific dates.
Enter a delivery address and instructions or select from saved addresses.
Select the delivery verifiers which will be responsible for updating the delivery status of the order.
Enter the details for the items that you are requesting.
Finally enter any accounting details that might be required by your company.
Submit the purchase request to be reviewed by the relevant approver.
Once your purchase request has been approved it becomes a purchase order with an unique PO number. A PDF version of the PO is also generated automatically and can be sent to the supplier directly from Moss.
Request a Purchase of Services
Whenever employees identify the need to purchase services and know the supplier that they wish to work with, they can log in to Moss and easily request approval before proceeding with their purchase.
Login to Moss.
You can click on the “+ New request” button in the top left corner, no matter the page you are currently on. Alternatively, go to “Purchases” in the feature overview and click on the “+ Request a purchase” button.
Select ‘Purchase of Services’ to request software subscriptions, consultancy services or similar (alternatively request a Purchase of Goods).
Select the supplier from the list. If the supplier is not yet saved in your company’s records, you can enter the supplier’s name and click ‘Select…’ in the dropdown list.
Enter the reason for the purchase and any supporting documents.
Select the type of delivery:
Ongoing contract - For continuous services such as subscriptions, retainers, or monthly recurring engagements.
Provide the contract start and end dates.
In the Items table, enter the description of the services being contracted and the total cost for each service.
Multiple milestones - For projects with staged or milestone-based work.
Enter the description of each deliverable and the expected delivery date.
Enter the cost for each deliverable.
Finally enter any accounting details that might be required by your company.
Submit the purchase request to be reviewed by the relevant approver.
Once your purchase request has been approved it becomes a purchase order with an unique PO number. A PDF version of the PO is also generated automatically and can be sent to the supplier directly from Moss.
Import purchase orders into Moss
Purchase orders created outside of Moss can be imported by emailing a PDF to your Purchases inbox or uploading it directly in the Document Inbox page. This lets your organisation keep its existing procurement process while matching those purchase orders with invoices in Moss.
Importing purchase orders into Moss
To import a purchase order into Moss, simply CC the Purchases inbox email address when emailing your purchase orders to suppliers. The inbox email address can be found under Document Inbox>Purchases below the page header.
Alternatively you can upload the PDF PO directly in the same page by dragging and dropping the files into the ‘Upload purchases’ widget on the top right corner of the page.
Once a PO PDF is submitted, Moss will extract the relevant information and create a purchase order. Imported purchase orders skip the approval workflow in Moss and are set to ‘Open’ status automatically.
Viewing and editing imported purchase orders
Imported purchase orders are similar to purchase orders created in Moss except for the fact that the PO number can be edited by an Admin user. To view and edit an imported purchase order:
Login into Moss.
Navigate to ‘Purchases' > 'Open’.
Click on the desired purchase order.
Review the purchase order details to confirm the information has been correctly extracted.
To edit the details, click the More [...] button on the footer and select ‘Edit PO’.
Adjust any details and click ‘Save’.