Purchase Orders (PO) for requesting resources or services to support a referred family can now be requested through the Database.
If you are looking to purchase items like stationary, events, training, IT equipment, stamps or office furniture, click here for additional information on how to complete a Purchase Order for this.
Follow this link for additional support on the Purchase Order Process.
To to start a new PO request for family resources, log into the database, go to the family record, click Referrals from the left hand menu followed by View Referral. Scroll down to the Resources section and click the Add Resource Request Form button.
This option will not be available prior to the Initial Family Picture (IFP) being completed, whilst a referral is On Hold or once a referral has been mark as completed.
Enter a brief overview of the reason for the request in the Any comments? box.
Additional details like, Region, Area, Family ID and details of the lead parent/carer, will be populated automatically from the family record.
Select how the resources or services will be delivered to the family; Email, Family Address or Other Address. You will then be able to enter the details of the selected delivery method.
Add details of how the resources or services will be funded.
When funding is being requested through Acts 435, there will be additional options to record whether the family have consented to sharing information with Acts 435 (we cannot process with any purchases without the family's consent) and also the blurb that will be used as part of the Acts 435 request.
Add details for each item you are requesting as part of this PO.
The Add as a Resource? option will add this item to the family record as a resource we are looking to provide.
You will need to press Update after each set of changes. You can add as many items as needed to a claim. You'll start with 2 rows and this will increase in multiples of 2 but there's no overall limit. Once you press Update any extra rows needed will appear.
Once you have updated, any completed rows will be highlighted green and any rows with missing information will be highlighted pink.
Any additional VAT or Delivery charges will need to be added.
Press Update to save.
Below the items there is a space for supporting documents. Here you should upload any receipts/invoices to support the claim. You can upload multiple documents, one at a time, but we recommend using PDF Split and Merge (https://pdfsam.org/pdfsam-basic/) to combine multiple PDF documents into one and then uploading that document.
To upload a document, click the green folder icon, select the file and then press the blue Upload Document button.
Once all appropriate information has been added, the Submit button will appear. Press this to send the PO request for approval.
An email similar to the example below will be sent to the individual listed for approval.