Purchase Order - View/Maintain (Overall Steps)

Updated 3 hours ago by Customer Service

Suggested Prior Reading

Commitments List - Accessing

Commitment - View

To View/Maintain a Purchase Order

This help explains how to view or maintain an existing Purchase Order.

This help assumes the Commitment View function is already invoked and the Purchase Order - View/Edit form is displayed (see Suggested Prior Reading above).

Whether or not the Purchase Order is view only or can be maintained (edited, deleted) and the other functionality available depends on the:

• Permissions the User has been granted on Commitments
• The Status of the Purchase Order

For more information on the layout of the Purchase Order View/Maintain form, see Purchase Order – View/Maintain - Form Layout.

For more information on navigating the Purchase Order View/Maintain form, see Purchase Order – View/Maintain - Form Navigation.

Status

The Status of the Purchase Order always displays in the top section of the Purchase Order - View/Maintain form (regardless of which component is displayed).

For more information on each Purchase Order Status, the definition and the associated functionality, see Purchase Order – Status.

The Status along with the User Permissions will dictate what information on the Purchase Order is editable and if the Purchase Order can be deleted.

Only users with ADMIN permissions on Commitments, can change the Status.

1. Change the Status if required, see Purchase Order - View/Maintain - Status for more information.

Purchase Order Components

On the Purchase Order - View/Maintain form, different components can be displayed in the middle section of the form.

By default, the General component displays when the Purchase Order is viewed. However, the other Components can be switched to via the Form Navigation Menu Options.

1. View, enter or change the General Purchase Order information:
   For overall information on the General Purchase Order component, see Purchase Order - View/Maintain - General Component (Overview).
   If a User has View Only permissions on Commitments, see Purchase Order - View/Maintain - General Component - View (Examples & Steps).
   OR
   If a User has Edit or Admin permissions on Commitments, see Purchase Order - View/Maintain - General Component - Edit (Examples & Steps).
2. View, create or maintain the Schedule of Values if required. See Commitment - Schedule of Values (Overview).
3. View, create or maintain the Financial Markups if required. See Commitment - Financial Markups (Overview).
4. If the User has at least view access to Commitment Change Orders, view the list of Change Orders for the Purchase Order, see List of Change Orders for a specific Commitment.
5. If the User has at least view access to Payable Invoices:
   1. View the list of Invoices for the Purchase Order and any Change Orders, see List of Invoices for a specific Commitment.
   2. View the list of Payments for the Purchase Order and any Change Orders, see List of Payments for a specific Commitment.
6. If the user has Admin permissions:
   1. Create or maintain Purchase Order Financial Markups, see Commitment - Financial Markups.
   2. Email the Purchase Order, see Purchase Order - View/Maintain - Email.
   3. View History for the Purchase Order, see Purchase Order - View/Maintain - History.

Save the Purchase Order

1. Add, Edit or View other information for the Purchase Order, see More Information below.
   OR
   If available/applicable, click the Save button (at the top or bottom of the form) to save the Purchase Order and close the form.
   Click here for more information on the Save function.

   The Save button is only available if the user has Add, Edit, Edit SOV or Admin permissions on Commitments.
   The Save function saves the Purchase Order including any information on the General, Schedule of Values and Financial Markups Components (if applicable).
   The Purchase Order - View/Maintain form is closed and the list the function was invoked from displays. See Next Steps below.
   OR
   If available/applicable, click the Save & Email button (at the top or bottom of the form) to save the Purchase Order and email it.
   Click here for more information on the Save and Email function.

   The Save & Email button is only available if the user has Admin permissions on Commitments.
   The Save & Email button saves the Purchase Order including any information on the General, Schedule of Values and Financial Markup components (if applicable) and sends an email with a link to the Purchase Order in JobPlanner (and optionally include the Purchase Order as a PDF attachment in the email). The Email can be sent to any Project Contacts. The Email Commitment form displays, see Email Commitment.
   OR
   Click the Close button (at the top or bottom of the form) to close the form.
   Click here for more information on the Close function.

   If no information was changed or entered, the list the function was invoked from displays, see Next Steps below.
   
   If information was changed, then an additional prompt displays indicating there were changes and additional prompts on what to do.
   
   
   
   Click the Cancel button to cancel the Close action and return to the Purchase Order - View/Maintain form (see the steps above)
   OR
   Click the Don't Save button to cancel changes to the Purchase Order. The list the function was invoked from displays, see Next Steps below.
   OR
   Click the Save button to save the Purchase including any information on the General, Schedule of Values or Financial Markups components (if applicable). The list the add or edit function was invoked from displays, see Next Steps below.

More Information

Export the Purchase Order, see Purchase Order - View/Maintain - Export.

Delete the Purchase Order if the user has Admin permissions, see Purchase Order - View/Maintain - Delete.

Next Steps

Commitments List - Overview

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