Purchase Order - General - General Information (Overview and Steps)

Updated 1 hour ago by Customer Service

Suggested Prior Reading

New Purchase Order - General Component (Examples & Steps)

OR

Purchase Order - View/Maintain - General Component - Edit (Examples & Steps)

Entering or changing the General Information section of the Purchase Order

The General Information section on the General component of the New Purchase Order form OR the Purchase Order - View/Maintain form is where general details about the Purchase Order such as the Contracted Company, Invoice Contact, Title, Number, Description etc. can be viewed, entered and maintained (if the user has the applicable permissions).

This General Information section always displays.

The Contracted Company will always display in this section as it is a required field. However, all the other Core Fields in the General Information section can be set to be visible or not by a user with permissions to change Settings for Commitments. They can also be set as required or not. (See Permissions - System Features - Settings for more information).

The examples below assume all Core Fields are on, as well a Custom field is setup.

This assumes the New Purchase Order form OR the Purchase Order - View/Maintain form is displayed with the General component selected (see Suggested Prior Reading above).

To enter or change the General Information

1. To change the Contracted Company, see Purchase Order - General - General Information - Contracted Company.
2. To enter, change or remove the Invoice Contact, see Purchase Order - General - General Information - Invoice Contact.
3. To enter, change or remove the Title, see Purchase Order - General - General Information - Title.
4. To change or remove the Purchase Order Number, see Purchase Order - General - General Information - Purchase Order Number.
5. To enter, change or remove the Default Work Retainage, see Purchase Order - General - General Information - Default Work Retainage.
6. To enter, change or remove the Default Material Retainage, see Purchase Order - General - General Information - Default Material Retainage.
7. To enter, change or remove the Terms, see Purchase Order - General - General Information - Terms.
8. To enter, change or remove the Description/Notes, see Purchase Order - General - General Information - Description/Notes.
9. To enter, change or remove the Internal Notes, see Purchase Order - General - General Information - Internal Notes.
10. To enter, change or remove the Payment Terms, see Purchase Order - General - General Information - Payment Terms.

To change other information on the General Component

When adding a new Purchase Order, see New Purchase Order - General Component (Examples & Steps)

OR

When maintaining an existing Purchase Order, see Purchase Order - View/Maintain - General Component - Edit (Examples & Steps)

View/Maintain Other Purchase Order Information or Save, Close or Save & Email 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 re-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

Create or maintain the Purchase Order Schedule of Values, see Commitment - Schedule of Values (Overview).

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

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.

If the User has at least view access to Payable Invoices:

• View the list of Invoices for the Purchase Order and any Change Orders, see List of Invoices for a specific Commitment.
• View the list of Payments for the Purchase Order and any Change Orders, see List of Payments for a specific Commitment.

If the user has Admin permissions:

• Create or maintain Purchase Order Financial Markups, see Commitment - Financial Markups (Overview).
• Email the Purchase Order, see Purchase Order - View/Maintain - Email.
• View History for the Purchase Order, see Purchase Order - View/Maintain - History.
• If the Purchase Order Status enables deleting, see Purchase Order - View/Maintain - Delete.

Next Steps

Commitments List (Overview)

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