Purchasing

The Purchasing team uses the Maddox App to create and manage the purchase offer document lifecycle. This includes creating offers, sending offers to vendors, and recording vendor responses.

Creating a new offer

Purchase offers are made to vendors to buy a certain quantity of a product at a certain price. The offer is made by the purchasing department and is sent to the vendor. The vendor can then accept or decline the offer.

This vendor response is logged by Maddox and the purchasing department is notified. If the vendor accepts the offer, the purchasing department is notified and a purchase agreement is created. If the vendor declines the offer, the purchasing department is notified and either a new offer is made, or the purchasing department moves on to another vendor.

Adding line items

Authorizing an offer

To authorize an offer, the following field must be filled out: TODO. Then, click "Actions" , then "Authorize".

TODO: image here.

Sending an offer

Once an offer is authorized, it can be sent to the vendor. Offers can be sent one of two ways: manually, by clicking "Documents" >> "Purchase Offer" and downloading a PDF of the offer, or automatically, by clicking "Actions" >> "Send Offer" which automatically attaches the offer to an email and sends it to the vendor listed on the deal.

Recording a vendor response

When a vendor responds to an offer, usually through email, the purchasing rep is responsible for recording that response in the Maddox App. They can do this by hitting the "Mark Accepted" or "Mark Declined" buttons in the Vendor Response section of the offer.

Searching for historical offers

To search for historical offers, you can use either the global search bar or the search bar on the /purchase-offers page.