SoilMate: Create a Purchase Order

What you will need:

• Your samples in stickered barcode bags
• Your Purchase Order
• Your product codes and laboratory (testing) for each sample
• Your trading name, farm and paddock details for each sample
• Depths for each sample
• Evaluation Table for each sample (optional)

1. Log into SoilMate.
2. Select the Orders module.
3. Click Create new PO.
4. Enter information from top to bottom, left to right
5. Enter your Purchase Order Number
6. Select  your Laboratory from the drop down list
7. Type your first barcode into the empty blue row, under column heading Barcode
8. Select your Sample Date
9. Select the appropriate trading name, farm and paddock.
10. Select your Product
11. Enter your Depth From and Depth To 
    1. Note: You cannot enter a sample that starts deeper than 0cm, without it being associated to a "parent barcode" - that is the surface sample. If you are deep testing, for example a 10-60cm without the surface, you should enter the start depth as 0 and ensure you maintain the correct 10cm depth increments. For example, 10-60 has 5 depth increments, and becomes 0-50 in your order
12. Enter your Parent Barcode if the cell is available
    1. This is the surface sample associated with your entered deep sample/s, if this is N/A you have either entered a surface sample, or you have selected a non-Soil product code
13. Enter your Evaluation Table
    1. Entering your ET at this stage triggers our system to send you your status report with your laboratory results notification email. If this is not entered, only raw results will be received. An Evaluation Table must be entered for all samples, surface and sub/deep, that are included in your recommendation processes to be included in any calculations
14. Repeat steps 7-13 for additional samples in your Purchase Order, you can include multiple clients, sample types and product codes in one order.
15. Click Save 
16. Click Print > SOF and SIF > Yes
17. Review all order lines carefully, ensuring that all information has been entered correctly. The laboratory will use this information to test your samples,  it is imperative that it accurately conveys the testing you need for each sample, and your details for the results.
18. Print your paperwork
19. Close Window on your print preview > click Yes
20. Close Window on your Order
21. Close Window on your Orders module
22. Click the red X in the top right of the Main Menu to close SoilMate 
23. Log out using the person icon and Sign Out when ready
24. Retain the Sample Information Form (SIF) for your records
25. Include the Sample Order Form in your postal / courier bag with your samples, for the laboratory, send when ready.
     

Best Practice Tips

• Review all imported or generated data carefully.
• Confirm sample, testing, client and your information before sending samples to the laboratory.
• Ensure your test codes in SoilMate match your test codes in  your Accounts system.
• Ensure you are using the most suitable post / courier option for your samples.
• Average turn-around time for your results changes between laboratories, generally this is 5-10 working days from arrival.