As we build out our asset and inventory management offering, HappyCo now provides its first version of procurement! With this initial launch users can:

• Permission users to have access to the Procurement navigation button in Happy Property Maintenance
• Create an Admin account within procurement
• Add users manually underneath the admin account, then send an invitation email to sub-users
• Create an approval hierarchy for each user
• Assign permissions including spending thresholds for each user
• Assign shipping locations to each user
• Assign users to view only specific catalogs
• Browse thousands of items
• Add items to a shopping cart
• Purchase items or request approval to purchase items
• View tracking information and estimated delivery dates
• View past orders
• Pull order reports

Enablement

Watch our interactive video here!

Enable through Admin Center > Feature Releases > “Procurement by HappyCo”. Today this is a business-level feature, which means it is either on for all properties or off for all properties. When enabled, this exposes a new permission called "Access Procurement" in the permission list for Roles within Admin Center:
 

Assign the Procurement permission to any role. We recommend ONLY assigning to Admin roles, then adding sub-users to your procurement account manually (shown later in this arcticle). This permission allows user to see and user the Procurement tab in the Happy Property Maintenance navigation bar:

Registration

Once an admin clicks on the Procurement link, they will be taken to the procurement login page. If this is the user’s first time, click “Register”, then fill out the account information to create the business account.

Upon registering, an activation email will be sent to the email address entered on the registration page. The admin can then click “Activate Your Account” and will be prompted to create a password.

* Notice the contact information for Purchasing Platform. HappyCo has partnered with Purchasing Platform to handle all procurement support, which is outlined at the end of this article.

Create a password, then click "Activate Account".

Once the admin user creates a password, they will be directed to log in, but DO NOT log in here or your credentials will not work. Instead, navigate back to Happy Property Maintenance and click the procurement link again (or type in shop.happyco.com into your browser and log in there). 

Now that the admin has registered they can successfully log in. Use the Procurement tab in Happy Property Maintenance or navigate to shop.happyco.com in your browser, then log in. You will land on the main catalog screen.

Adding Users

To add non-admin users to your company’s procurement account, select your profile icon in the top right, then click “Settings”, then “Members”

As an admin, you will likely be the only Member on the account. You can manually add users one-by-one, assign them a role, and then manage permissions for each user including spend limits. Select “Add Member” to add more users to the account.

Fill out all required fields when adding a member, and make sure to select the box for “Email this user with the activation instructions”. This is how your member will activate their account and create a password. 

After creating a member, you will land on the member’s profile page where you can update their information, manage permissions (and spend limits), assign locations, and build an approval hierarchy by using “Supervisors” and “Direct Reports” settings.

Approvals

Once members are in the system, add supervisors and direct reports to create the approval hierarchy. Anytime the member attempts to spend over their spend limit, the approval will route to their supervisors. Any of your direct reports who attempt to spend over their spend limit, the approvals will route to you. 

Adding Locations

Admins can add locations by navigating to the Settings area, Company Settings, then Locations. From here, select “+ Add Location”. 

These locations are typically property addresses or storage facilities where you would like your items delivered to. After clicking "+ Add Location", fill out the form and click "Create Location"

Once added, you can view the list of all locations

Select any property to view the property profile and add members to the location. You can also add the location to the member through the member profile as well.

Adding Payment Methods

Admins can add payment methods by navigating to the Settings area, Company Settings, then Payment Methods. From here, select “+ Add Card” or “+ Add Bank Account”

Fill out the form then select the button to add the payment method

Once the payment method has been added, you can navigate back to the list of payment methods, expand the item details, select the elipses (three dots ...) then select "Assign Members". This will allow members to use this payment method at checkout. 

Using Procurement as a Non-Admin Member

Once non-admin members are created, direct them to use the Favorites feature in Happy Property Maintenance to save the procurement URL for login. Member users should select the “+” icon, delete out all the text in the Name and URL fields (the user must click the unlock button to edit the URL field), then enter https://shop.happyco.com/ as the URL, enter any name you would like, then click “Save”

Now, any user that has been added as a procurement member can save a quick link to the procurement page. Remember - any spend limits you put in place for each user will trigger an approval to be sent to their supervisor within the procurement workflow.