Customers that use purchase orders numbers to assign and track expenses are able to apply purchase order numbers from SafeKeeperPLUS to pickup, retrieval and supply orders in Iron Mountain Connect Records Management.  After the orders are processed, the purchase order is automatically decremented and the status is adjusted. 

To be applied, a purchase order number must have an active status:

• Purchase order number has reached its start date and has not yet reached its expiration date
• Purchase order number has sufficient funds

Purchase Order Statuses:

• Active: Positive balance; current date range (appear on Lookup Purchase Order Number screen)
• Inactive: Start date in future (do not appear on Lookup Purchase Order Number screen)
• Suspended: Negative balance (do not appear on Lookup Purchase Order Number screen)
• Closed:  Expired; end date is passed (do not appear on Lookup Purchase Order Number screen)

Applying a Purchase Order Number

Apply a purchase order number while entering the billing information during the first step in any of the order wizards (Step 1: Cart Items). The billing fields that you will need to complete vary based on your company’s records management hierarchy and service levels:

1. If applicable, select the Bill to Division and/or Bill to Department that will incur the cost of this order. Any instructions associated with the Billing Department default from SafeKeeperPLUS and display below this field. 
2. Enter the purchase order number manually or use the purchase order number lookup described below to select from available purchase order numbers. 

Looking Up a Purchase Order Number

1. Click the Purchase Order Lookup  located to the right of the PO Number field.  The Lookup Purchase Order Number screen opens.  Active purchase order numbers (purchase orders that have reached their start date, have not yet reached their expiration date and have sufficient funds) display based on the customer’s records management hierarchy and billing requirements.
2. Click on a row to select and apply a purchase order number. The purchase order number is applied to all line items the customer has placed on the order.