Purchase Order - View/Maintain - Status

Updated 5 days ago by Customer Service

Suggested Prior Reading

Commitment - View

Purchase Order - View/Maintain

View and/or change the Purchase Order Status

The Purchase Order Status is used to manage the Purchase Order throughout its Life Cycle.

The Purchase Order Statuses are prebuilt into the system and can not be changed. For more information on each Purchase Order Status, the definition and the associated functionality, see Purchase Order – Status.

To see where the Purchase Order Status is used, see Commitments - Fields - Usage and Configuration.

• The Purchase Order Status can be viewed by any Users with at least view access to Commitments.
• The Purchase Order Status can only be changed by Users with ADMIN permissions on Commitments (see User Types - Company - Permissions - Project Features - Finances - Commitments).

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 (see Purchase Order – View/Maintain - Form Layout for more information). 

To view/change the Status

1. View the Commitment (if the Purchase Order - View/Maintain form is not already displayed), see Commitment - View.
   The Status displays at the top of the Purchase Order - View/Maintain form regardless of the component displayed. See Purchase Order – View/Maintain - Form Layout.

To change the Status

If the user has ADMIN permissions on Commitments, to change the Status:

1. From the Purchase Order - View/Maintain form, regardless of which Component is displayed, click in the Status box.
   The list of available Statuses to be selected displays.
   A Purchase Order can have its Status changed to any other Status only as long as no invoices have been created for the Purchase Order. Once an Invoice is created for a Purchase Order (regardless of the Invoice's Status), the Approved Purchase Order can only be changed to a Closed Status or a Closed Purchase Order can only be changed back to an Approved Status (no other Statuses are available to be selected).
2. Click on a Status to select it.

   

   As soon as the Status is changed, all the information on the General, Schedule of Values and Financial Markups (if available) will be automatically saved and the form may update to reflect the functionality associated with the current status.

View/Maintain Other 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

View, change or or enter other information on the General component, see Purchase Order - View/Maintain - General.

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

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.
• 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

How did we do?