View/Add/Edit Purchase Order - General Information
Updated
View/Add/Edit Purchase Order - General Information
Suggested Prior Reading
Things to do before you add a Commitment
Add a Commitment (Subcontract)
View or Edit a Commitment (Subcontract)
Relationship Between Subcontract, Subcontract Change Order and Subcontract Invoice
Overview
The Purchase Order - General form contains all the general details about the Purchase Order such as the vendor, contract dates and billing information.
The Purchase Order General form is split into various sections:
· General Information
· Contract Dates
· Purchase Order Billing Info
· Purchase Order Details
· Attachments
Any items marked with an asterick is a required item.
General Information
The following are the data fields on the General section:
Name | Description |
Contracted Company | The vendor or subcontractor that is doing the work, supplying the materials etc. for the Purchase Order. This is a required field. Any invoices will have this auto-populated into it.
To add a new contracted company or change the existing one: 1) Click on the Pencil button. The list of Project Contacts is displayed. All Project Contacts setup for the project are displayed and can be selected. See Select Project Contact for more information on the navigating the form. 2) Click in the box to the left-hand side of the vendor or subcontractor to select it. The box will fill in to indicate its selected. 3) Click Save.
Only one Contracted Company can be selected. If there was previously an invoice created and the Contracted Company is deleted or changed, any invoices associated with the previous one will be automatically deleted. |
Invoice Contact | The contact for the Purchase Order or Subcontract. Any invoices will have this auto-populated into it.
To add a new Invoice Contact or change the existing one: 1) Click on the Pencil button. The list of Project Contacts is displayed. All Project Contacts that have been added to the Project Contacts are listed. See Select Project Contact for more information on the navigating the form. 2) Click in the box to the left-hand side of the vendor or subcontractor to select it 3) Click Save.
Only one Invoice Contact can be selected. If there was previously an invoice created and the Invoice Contact is deleted or changed, any invoices associated with the previous one will be automatically deleted. |
Purchase Order Number | The Purchase Order Number. This can be manually typed in or the system will auto-populate with a purchase order number (with the format as specified in the Settings section) if left blank.
|
Default Work Retainage | This is the default retainage amount for work type items on the Schedule of Values. This is used as the default work retainage when the Invoice Schedule of Values is added (but can be changed). |
Default Material Retainage | This is the default retainage amount for work type items on the Schedule of Values. This is used as the default work retainage when the Invoice Schedule of Values is added (but can be changed). |
Description/Notes | Internal notes and/or a description about the Purchase Order. |
Contract Dates
Delivery Date | The expected date the work is expected to be done or the materials delivered. This date can be displayed on the Commitment List or viewing and reporting.
To enter or change a date: Type in the date OR Click in the Date field to bring up a calendar. See Entering Dates for more information. |
In this section, any custom fields created for the Subcontract are also displayed.
Purchase Order Billing Info
There are two parts to the Purchase Order billing information, Bill To and Ship To.
Each contains the same fields.
The Bill To and Ship To can each be entered manually
OR
A company and the associated information can be copied from the Address Book
OR
Bill To can be copied to Ship to and Vice Versa.
OR
The address information can be copied from the Project Address and then the Company and Contact entered manually.
To Copy information,
1) Click in the Copy From button for the Bill To or Ship To
2) Choose to Copy from the appropriate place.
The fields will be copied. They can then be changed if required.
Company | The Bill to or Ship To Company. Type it in as required. |
Contact | The Contact for Billing or Shipping. Type in the name as required. |
Address 1 | The Address. Type in as required. |
Address 2 | The 2nd line for Address information. Type as Required. |
City | The City. Type in as required. |
State, Zip, Country | If outside of the US, click in the Country box to first set the Country. Click in the State and from the drop down for the State, Province etc. applicable to that Country. Enter in the Zip Code. |
Phone and Extension | Phone number and extension. Enter in the information and the format will be applied automatically. |
Fax | Fax number. Enter in the information and the format will be applied automatically. |
The email for the Bill To or Ship To. |
Purchase Order Details
Payment Terms | Additional Payment Terms. This is used for reference and tracking purposes. Enter information as required. |
Shipping Info | Additional Shipping Information. This is used for reference and tracking purposes. Enter information as required. This could be information such as shipping/transport method or delivery information. |
Attachments
To add attachments, such as the actual purchase order, or a scanned copy of the bill or receipt:
Drag and drop files to the box
OR
Click on the box to select a file and upload it.
Options after entering the General Information
Click the Save button to save the information. The General form closes and the item list form displays.
Click on Save & Email to send a notification and link to the item.
Click Close to close the form without saving any changes. If changes were made, a prompt appears to:
Cancel - Don’t’ save any changes. Close the General form and display the list of the items.
Save – Save any changes. Close the General form and display the list of the items.
Don’t Save - Don’t’ save any changes. Close the General form and display the list of the items.
Next Steps
Click on Schedule of Values text at top of form to enter, view or maintain those. See Schedule of Values.
Click Sync to ERP button on the bottom right of the form to sync the Purchase Order with the ERP system. Only Approved Purchase Orders can be synched. See Sync to ERP.
Click on Invoices to enter, edit or view an invoice for this Purchase Order (only Approved Invoices can have Invoice entered). See Purchase Order Invoices.
Click the Delete button to remove the entire Purchase Order and all associated Invoices if this is not an Approved Invoice. Approved Invoices can not be deleted. See Delete a Purchase Order.
