New Purchase Order – Form Layout
Updated
Suggested Prior Reading
Click here for more information on invoking the add of a new Purchase Order
The process to create a new Purchase Order differs depending on whether or not both Subcontracts and Purchase Orders can be created in the system (or just one or the other). See Adding New Commitments for more information.
If both Subcontracts or Purchase Orders can be created, see New Commitment.
OR
If only Purchase Orders can be created, see New Purchase Order (Initiate)
Creating a new Purchase Order
When creating a new Purchase Order, the New Purchase Order form displays (see Suggested Prior Reading above).
This is help on the layout of the New Purchase Order form.
The layout and whether information can be viewed or edited on the Purchase Order - View/Maintain form depends on:
- The Permissions the User has been granted on Commitments (i.e. Add or Admin permissions)
For help on navigating the New Purchase Order form, see New Purchase Order – Form Navigation.
Overview of the New Purchase Order Form Layout
The New Purchase Order Form is divided into three sections:
- Top section
- Middle section
- Bottom section
The middle section changes depending on what Purchase Order Component is selected to display.
The top section and the bottom section don't change for the User.
Click here for an example of the sections of the form with the General Component displayed for a User with Add permissions for Commitments and View permissions to Commitment Changes Orders or Payable Invoices
Note* Even if a user has at least View permissions to Commitment Change Orders or Payables Invoices, those components don't display nor can be selected during the Add.
Click here for an example of the sections of the form with the General Component displayed for a User with Admin permissions for Commitments and Admin permissions to Commitment Changes Orders or Payable Invoices
Note* Even if a user has at least View permissions to Commitment Change Orders or Payables Invoices, those components don't display nor can be selected during the Add.
Top Section
The top section of the form always displays:
- The Status
- Function Buttons
- Form Navigation Menu Options
The Purchase Order number always displays the same, however the other parts on the top section will differ depending on permissions and the Purchase Order Status:
Part | Display and Functionality |
Status | If a User does not have Admin permission on Commitments - the Status is set automatically to Draft and is display only and can not be changed. If a User does have Admin permission on Commitments - the Status is a display and drop down. It displays the current Status but it can be clicked on to change the Status. See Purchase Order - View/Maintain - Status for more information. Note* The Contracted Company and any other required fields must be entered before the Status can be changed as they are required fields and changing the Status triggers an automatic save. |
Function Buttons | Used to Close the Purchase Order form, Save the Purchase Order or Save and Email the Purchase Order Add Users can:
Admin Users have all the above functionality plus:
|
Form Navigation Menu Options | Are used to display which component is currently selected and to switch between components of the Purchase Order that are displayed in the middle section. Add Users can:
Admin Users have all the above functionality plus:
|
the form
the Purchase Order
- save the Purchase Order and then send an email with a link to the Purchase Order informationMiddle Section
The middle section changes depending on what Purchase Order component is selected to display.
There are two Components that always display for a Purchase Order:
- General (such as the Contracted Company, Title, Description, Dates etc.).
- For overall information on the General Purchase Order component, see New Purchase Order - General Component (Overview).
- To enter the Purchase Order information, see New Purchase Order - General Component (Examples & Steps).
- Schedule of Values (the details about the Contract). See Commitment - Schedule of Values (Overview).
Other Components may also be available to display depending on permissions;
- Financial Markups (for the initial Contract). See Commitment - Financial Markups (Overview).
The Component that is currently displayed is highlighted in the Form Navigation Menu Options. The Form Navigation Menu Options are also used to toggle between components displayed. See New Purchase Order - Form Navigation for more information.
Bottom Section
The bottom section of the Purchase Order View/Maintain has the same Functions Buttons as the top of the form, (i.e. to Close the Purchase Order form, Save the Purchase Order or Save and Email the Purchase Order) for easy access as the form may be lengthy.
