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All Change Request Lists - Bulk Actions - New Purchase Order

Updated 1 month ago by Customer Service

Bulk Actions - Commitment - New Purchase Order

Change Requests that are in any Status except Void or Rejected, can have Schedule of Values Line Item(s) created on a new Purchase Order. See All Change Requests Lists - Bulk Actions - Commitments.

To create a new Purchase Order and add the selected Change Request Schedule of Values Line Item(s) to that new Purchase Order:

If not already selected, access one of the Change Request Lists and select one or more Line Items, see All Change Request Lists - Bulk Actions - Select Line Items.
Note 1* Do not select any Line Items that have already been created on a Commitment or Commitment Change Order i.e. the Commitment column has a green check mark and a Commitment or Commitment Change Order displayed.
Note 2* Do not select any Line Items that belong to Void or Rejected Change Requests.
Click the Bulk Actions button.
Click the Commitment menu option.

Click here for more information on why the Commitments menu on the Bulk Actions Option may not be available

If the Commitments menu option is grayed out and not available:

One or more Line Items may have already been created on a Commitment or Commitment Change Order (i.e. the Commitment column has a

green check mark and a Commitment or Commitment Change Order displayed).
OR
One or more Line Items selected belong to a Void or Rejected Change Request.

Unselect those Lines Items already created on a Commitment or Commitment Change Order or that belong to a Void or Rejected Change Request then invoke the Commitments menu option again.

If a Commitment is displayed but there is no green check mark, it is a reference only and the Line Item can still be selected and created on a Commitment or Commitment Change Order. The current Commitment will be replaced by the Commitment or Commitment Change Order the Line Item is created on.

Click the New Purchase Order option.
Click here for steps on the Change Requests List

Click here for steps on the Contract - List of All Change Requests

The New Purchase Order form displays. (See Purchase Order – Add - Form Layout and Navigation for more information on the layout).
The General component displays by default during the add but other Components can be switched to via the Form Navigation Menu Options.
On the General component, the Contracted Company is a required field and must be entered before the Purchase Order can be saved.
If a Company was entered on any of the selected Change Request Schedule of Values Line Items, the first one will be used to automatically populate the Contracted Company (along with the associated Contact) but can be changed.
There may be other required fields as well, depending on what has been set as required by the System Administrator. This can be done before or after viewing and maintaining the Schedule of Values.
View the Purchase Order Schedule of Values by clicking on the Schedule of Values on the Form Navigation Menu Options on the New Purchase Order form.
The Schedule of Values component for the Purchase Order displays. (See Commitment - Schedule of Values – Maintain when created from Change Request - Layout and Navigation).
Financial Markups are not copied from the Change Request to the New Purchase Order. There will be no Financial Markups on the new Purchase Order but they can be setup.
The Accounting Method for this new Purchase Order is automatically set to to the Accounting Method for the Change Request (and can't be changed as Line Items are added). See Schedule of Values - Accounting Method for more information.
The Schedule of Values is automatically populated with the Line Items that were selected on the Change Request Schedule of Values. They display with a * blue asterisk before the Line Item # to indicate they were created from a Change Request.
Click here for more details on the information copied from Change Request Schedule of Values Line Items and what can be changed

The Sub Job (if used), the Cost Code and Cost Type are copied from the Change Request Schedule of Values Line Item and can not be changed. Note* The above example does not show Sub Jobs (if they were used they would display as the first column after the Line Number, see Sub Jobs - Overview).

The Description is copied but can be changed.

If the Accounting Method is Amount Based, the Revenue is copied to the Amount for the new Line Item. The Amount can be changed.

If the Accounting Method is Qty-Unit Based, the Quantity, Unit of Measure and Unit Price are copied to the new Line Item. The Quantity, Unit of Measure and Unit Price can be changed.

The Tax Code is copied but can be changed. (The Tax Amount is calculated by multiplying the Tax Code percent on the Amount or the Qty multiplied by the Unit Price).
NOTE 1* Once a Line Item from a Change Request has been added to a Purchase Order (and the Purchase Order and its Schedule of Values saved) the Change Request Schedule of Values Line Item will be linked with the Purchase Order and it can not be added to another Commitment or Commitment Change Order. The Line item can be deleted from the Purchase Order and it will be automatically removed from the Line Item on the Change Request (i.e. it will no longer display in the Commitment column for the Line Item, but the rest of the Line Item is not impacted. It can then be added to a different Commitment or Commitment Change Order (see Commitment - Schedule of Values - Delete Line Item).
Note 2* Even though the Line Items from the Change Request are displayed on the Purchase Order, this is a working session and the Purchase Order and its Schedule of Values must still be saved to save those Line Items.
To maintain Line Items, see Commitment - Schedule of Values - Maintain when Line Items added from Change Requests.
To set the Contracted Company and maintain other information on the General Component, see Purchase Order - View/Edit - General.
Add or modify other Purchase Order information (see More Information below).
OR
Click the Save button (at the top or bottom of the form) to save the new Purchase Order.
Click here for more information on the Save function
This saves the Purchase Order including any information on the General, Schedule of Values and Financial Markups Components.
This list the function was invoked from displays. See Next Steps below
OR
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

This saves the Purchase Order including any information on the General, Schedule of Values and Financial Markup components 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 without saving the Change Request.
Click here for more information on the Close function
If no information was changed or entered, the list the add 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 New Purchase Order form (see the steps above)
OR
Click the Don't Save button to cancel changes to the Purchase Order. The list the add or edit function was invoked from displays, see Next Steps below.
OR
Click the Save button to save the Purchase Order including any information on the General, Schedule of Values or Financial Markups components. The list the add or edit function was invoked from displays, see Next Steps below.