How to use Purchase Order

Resolution: 

The Purchase Order sub-module in a job allows you to generate a purchase order to be approved internally and show future cost on the job. 

Generate a purchase order:  If there isn't a purchase order on the job you will be prompted to create one. 

Note: Once you create a new purchase order, this purchase order cannot be eliminated or erased. It can be rejected but it will remain in the job, without any impact. Once Cancelled/rejected, you will no longer be able to use this PO. 

When you press create new it will generate a new purchase order 

Header:  When you have created the purchase order you can fill in this data: 

• Title:  You are able to edit the title here. 
• Supplier:  Select a supplier from a list and the supplier address from the resources book will appear. Remember to fill the in attention of  person. 
• Sent from department:  Choose the sent from department at your company 
• Delivery date:  Set the delivery date. Today’s date is set as default. 
• Recipient address:  The purchase order address setup in the resources book is set as default. Remember to fill the in attention of  person. 
• Status:  Show you the status of the purchase order. This field is not editable. 
• Purchase order responsible:  This is set as the author as default. It is also possible to select a delivery responsible. 
• Activity:  You must select an activity which is used for the profit margin and for the booking of the purchase order. 
• Order date:  This is set as default at today’s date. 
• Agreed price:  Fill in the price of the purchase order. 
• Approval and other options: 
• • In order to approve the purchase order, click on the tick.
  • If you want to reject the purchase order, then click on the tick icon with the red x
  • You can also move the purchase order to another job if it was created on the wrong job.
  • 1. You do this by using this icon that looks like a shopping cart with a red arrow. 
    2. This will open a menu where you can search for the correct job and then move it to that job. 
    3. Use the icon that looks like a paper with a red X on it will cancel the purchase order   
    4. Clicking on the icon with a shopping cart and a scale will settle the purchase order. 
    5. Click on the icon that looks like coins to change the currency the purchase order is in. 
• Status:  You can also see the status that your purchase order is on.
• • You do this in the right corner.  When you click the approval status of the purchase order, you have the possibility to change the status 
• Footer:  In the footer you have the possibility to change currency for the purchase order, payment terms, units and profit. 
• Details:  In this section you will setup a detailed description of the purchase order. 
• • Add a new row:  Click on the icon with the + to add a new row. 
  • Delete a row:  You delete a selected row by clicking on the icon with the trash can. 
  • Insert missing lines:  To help you edit the purchase order you are able to insert missing lines from the current job type set when you created the job. Click on the icon with two + to insert missing lines. 
  • Insert description:  You are able to insert the description of the current job by clicking on the button with an arrow point downwards. 
  • Delete lines with no data:  You can delete all lines with no data with one click by using the icon with a paint brush. 
  • Delete all lines:  If you want to delete all lines of the details, click on the red button with a trash can. 
  • Set order:  The set order button sets the order of the lines to 1, 2, 3, etc. 
  • Enable units:  You can specify how many units of the different lines is costing and how many units you are buying. You do this by ticking Enable units and amount specification on detail level in the top menu. 

Approval:  When you have approved the purchase order, your name and approval date is shown under this tab. Here you will also see if there are any additional approvers (set under Settings-Company approvals-Purchase order approval) and you are able to manually add approvers if someone other than the pre-set people should approve your PO. You are able to see when the approvers have approved the purchase order or if they have rejected it, with date and comments. 

• Add an approver:  Click on the Add approver button if you want to manually add a new approver . You can also add the approver by initials in the box right next to the add new approver button. 
• Delete an approver:  You delete a selected approver by clicking the delete approver button. It is only possible to remove manually added approvers. 

Accrued expense:  In this section you see if there is any accrued expense on this purchase order.  If any accrued expense exists, this tab will show you the type of voucher, the voucher status (if it is for booking or already booked), the voucher number and the journal number if it is booked as well as the posting date. 

How to print:  In the top right corner of your screen you can click on the printer icon and have the option to create a .pdf or excel file of the purchase order.  

Purchase order exceeds price quote:  With System variable 464 you can control if a Purchase order should be approved if it exceeds the Price Quote on the job.