Step 1: Purchase Order
Please choose the correct tab below for your purchase order type.
Preparing to create a PO
Before starting the process in Seamless, you should have the following ready:
A quote for your purchase. (Note that final invoice must not include tax)
A charge code (or codes) which the purchase will be made under
Part 1: Requesting Approval for a purchase
Before accepting a quote from a vendor, you will first need to complete a PO in Seamless, and obtain the proper signatures for approval.
First, follow the link above to begin a new PO. Be sure to use the correct option based on your purchasing method and the cost of the order. Click next to start.
On the following page, you will enter all relevant information for your PO. This includes:
Field
Required
Description
Your Name
Yes
The person requesting the purchase (You in most cases).
Your Email
Yes
Your MAPC email address.
Vendor
Yes
The vendor through which the purchase will be made.
Amount
Yes
The total cost of the invoice. Cannot include sales tax.
PO Type
No
Defines whether the purchase is One-Time, Recurring, or Draw Down PO (explanation in FAQs). Check that box that is relevant to your purchase.
Description
Yes
A description of the purchase, in terms that all signers should be able to interpret.
Charge Code(s)
Yes
The charge code(s) your purchase will be charged to.
Procurement Type
No
Defines the specific procurement type your purchase fits under. If above $10,000, you will need to seek quotes from a minimum of 3 vendors and attach these, as well as fill in additional info below.
Small Business Category
No
Defines if the vendor fits a number of specific qualifications.
Quotation Summary
No
For purchases of $10,000 and over, you will need to fill out this space with the list of additional vendors you reached out to, the contact and phone number at the vendor, the date the quote was received, and the total dollar amount of the quote submitted.
Notes
No
An optional space to fill in any additional information that might be useful to the signers or in the future.
PO#
Auto
Automatically generated by Seamless on submission. Will appear in the top right corner of the submitted PO in the format of R######O, with the O signifying it's for a purchase Over $1500
Once filled out, you will have a completed PO form which should look similar to this:
Part 2: Submitting the PO for Approval
Once you've filled in all required and optional fields relevant to your purchase, you're now ready to submit it for approval. On the bottom right corner of the page, click the Submit & Sign button.
This will automatically pull up the Upload Attachment(s) prompt, which will allow you to upload your quote PDF as well as any other supporting documentation
If you just have a single quote, click the link next to Documentation: to bring up the upload prompt. Upload your document either by dragging it into the browser window, or browsing to it's location on your system. Once you see the name of the file in this prompt, click the upload button.
Once uploaded, you'll be returned to the Upload Attachment(s) prompt you were at previously. If you have additional attachments, use the prompts next to Document 2: as each line will only allow a single file upload. Click continue when you are done adding attachments
Next, you'll be taken to the signature prompt. Enter your full name, initials, and email address, then choose an option for your signature. You can either have Seamless create a signature from your typed name (see below), use your mouse to draw one in the field below, or upload an image of your written signature. All three forms are acceptable for this process. Once finished, check the box next to "I agree to electronically..." and click the Apply Signature button.
Once this is done, you'll be sent back to your PO, now containing your signature. Click the button labeled Finalize & Submit. You will then be prompted to define the additional signers needed for the document. This should be your Department Director/Manager in most cases. The Chief Procurement Officer field will already be populated, so you don't need to fill out anything for that.
Once finished, hit Continue. This will submit the PO for approval, and display a copy on-screen for your records. This will tell you the PO # which was generated for the order.
Part 3: Receiving approval of the PO
Once all signers have submitted approval for your PO, you will receive an email from noreply@seamless.com detailing next steps. You may now proceed with making the purchase. Once the purchase has been made and you have an invoice requesting payment, you can proceed with submitting a Request to Pay form.
Preparing to create a PO
Before starting the process in Seamless, you should have the following ready:
A quote for your purchase. (Note that final invoice must not include tax)
A charge code (or codes) which the purchase will be made under
Part 1: Requesting Approval for a purchase
Before accepting a quote from a vendor, you will first need to complete a PO in Seamless, and obtain the proper signatures for approval.
First, follow the link above to begin a new PO. Be sure to use the correct option based on your purchasing method and the cost of the order. Click next to start.
On the following page, you will enter all relevant information for your PO. This includes:
Field
Required
Description
Your Name
Yes
The person requesting the purchase (You in most cases).
Your Email
Yes
Your MAPC email address.
Vendor
Yes
The vendor through which the purchase will be made.
Amount
Yes
The total cost of the invoice. Cannot include sales tax.
PO Type
No
Defines whether the purchase is One-Time, Recurring, or Draw Down PO (explanation in FAQs). Check that box that is relevant to your purchase.
Description
Yes
A description of the purchase, in terms that all signers should be able to interpret.
Charge Code(s)
Yes
The charge code(s) your purchase will be charged to.
Procurement Type
No
Defines the specific procurement type your purchase fits under. Since this is for a purchase less than $1500, leave this as the default.
Small Business Category
No
Defines if the vendor fits a number of specific qualifications.
Quotation Summary
No
Not necessary for purchases under $10,000, but can be used to keep track of other quotes from vendors for the same product or service.
Notes
No
An optional space to fill in any additional information that might be useful to the signers or in the future.
PO#
Auto
Automatically generated by Seamless on submission. Will appear in the top right corner of the submitted PO in the format of U######D, with the O signifying it's for a purchase Under $1500
Once filled out, you will have a completed PO form which should look similar to this:
Part 2: Submitting the PO for Approval
Once you've filled in all required and optional fields relevant to your purchase, you're now ready to submit it for approval. On the bottom right corner of the page, click the Submit & Sign button.
This will automatically pull up the Upload Attachment(s) prompt, which will allow you to upload your quote PDF as well as any other supporting documentation
If you just have a single quote, click the link next to Documentation: to bring up the upload prompt. Upload your document either by dragging it into the browser window, or browsing to it's location on your system. Once you see the name of the file in this prompt, click the upload button.
Once uploaded, you'll be returned to the Upload Attachment(s) prompt you were at previously. If you have additional attachments, use the prompts next to Document 2: as each line will only allow a single file upload. Click continue when you are done adding attachments
Next, you'll be taken to the signature prompt. Enter your full name, initials, and email address, then choose an option for your signature. You can either have Seamless create a signature from your typed name (see below), use your mouse to draw one in the field below, or upload an image of your written signature. All three forms are acceptable for this process. Once finished, check the box next to "I agree to electronically..." and click the Apply Signature button.
Once this is done, you'll be sent back to your PO, now containing your signature. Click the button labeled Finalize & Submit. You will then be prompted to define the additional signers needed for the document. This should be your Department Director/Manager in most cases. The Chief Procurement Officer field will already be populated, so you don't need to fill out anything for that.
Once finished, hit Continue. This will submit the PO for approval, and display a copy on-screen for your records. This will tell you the PO # which was generated for the order.
Part 3: Receiving approval of the PO
Once all signers have submitted approval for your PO, you will receive an email from noreply@seamless.com detailing next steps. You may now proceed with making the purchase. Once the purchase has been made and you have an invoice requesting payment, you can proceed with submitting a Request to Pay form.
Preparing to create a PO
Before starting the process in Seamless, you should have the following ready:
A quote for your purchase. For credit card purchases this can just be a screenshot of your shopping cart.
A charge code (or codes) which the purchase will be made under
Part 1: Requesting Approval for a purchase
If you need to make a purchase using an MAPC credit card, you'll first need to complete a PO in Seamless, and obtain the proper signatures for approval.
First, follow the link above to begin a new PO. Be sure to use the correct option based on your purchasing method and the cost of the order. Click next to start.
On the following page, you will enter all relevant information for your PO. This includes:
Field
Required
Description
Your Name
Yes
The person requesting the purchase (You in most cases).
Your Email
Yes
Your MAPC email address.
Date
Yes
The current date
Vendor
Yes
The vendor through which the purchase will be made.
Amount
Yes
The total cost of the invoice. Cannot include sales tax.
Description
Yes
A description of the purchase, in terms that all signers should be able to interpret.
Recurrence
Yes
Defines whether your PO is for a one-time or recurring(Monthly, Semi-Annually, Annually) purchase.
Charge Code(s)
Yes
The charge code(s) your purchase will be charged to.
Procurement Method
Yes
Defines whether the purchase is over or under $10,000 (The latter requiring quotes from 3 vendors), or fits into another relevant categories. (Over $50,000, Sole Source, 30B Exempt, Massachusetts State Contract)
Notes
No
An optional space to fill in any additional information that might be useful to the signers or in the future.
Once filled out, you will have a completed PO form which should look similar to this:
Part 2: Submitting the PO for Approval
Once you've filled in all required and optional fields relevant to your purchase, you're now ready to submit it for approval. On the bottom right corner of the page, click the Submit & Sign button.
This will automatically pull up the Upload Attachment(s) prompt, which will allow you to upload your quote or shopping cart as well as any other supporting documentation.
If you just have a single quote, click the link next to Documentation: to bring up the upload prompt. Upload your document either by dragging it into the browser window, or browsing to it's location on your system. Once you see the name of the file in this prompt, click the upload button.
Once uploaded, you'll be returned to the Upload Attachment(s) prompt you were at previously. If you have additional attachments, use the prompts next to Document 2: as each line will only allow a single file upload. Click continue when you are done adding attachments
Next, you'll be taken to the signature prompt. Enter your full name, initials, and email address, then choose an option for your signature. You can either have Seamless create a signature from your typed name (see below), use your mouse to draw one in the field below, or upload an image of your written signature. All three forms are acceptable for this process. Once finished, check the box next to "I agree to electronically..." and click the Apply Signature button.
Once this is done, you'll be sent back to your PO, now containing your signature. Click the button labeled Finalize & Submit. You will then be prompted to define the additional signers needed for the document. This should be your Department Director/Manager in most cases. The Chief Procurement Officer field will already be populated, so you don't need to fill out anything for that.
Once finished, hit Continue. This will submit the PO for approval, and display a copy on-screen for your records. This will tell you the PO # which was generated for the order.
Part 3: Receiving approval of the PO
Once all signers have submitted approval for your PO, you will receive an email from noreply@seamless.com detailing next steps. You may now proceed with making the purchase. Once the purchase has been made and you have an invoice requesting payment, you can proceed with submitting a Request to Pay form.
Part 4: Making the Purchase
Once you’ve received the above email, you can proceed with making your purchase.
Please note that as MAPC is a tax-exempt state agency, purchases made must not include sales tax. If you must make a purchase which still includes sales tax, either due to time constraints or a vendor offering to refund the taxed amount in a separate transaction, please send a note detailing this to Peter, and follow up with the vendor if needed to refund the amount.
To get the credit card information needed for your purchase, send an email to Peter Dilsizian (pdilsizian@mapc.org) informing him you'll be calling him for this information and include the number you'll be calling from for security purposes. Once this has been recieved you can call him at 617-407-8963.
Once you've obtained the credit card info you can complete your purchase on the vendor's website, and move on to Step 2: Request to Pay.
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