Creating a debtor purchase order involves the following steps:
defining the purchase order header details
defining the purchase order budget details
adding the purchase order lines (for multi-line and multi-line master purchase orders only).
To define the purchase order header details, find and open the relevant Debtor record in the Debtor Entry screen and follow the procedure below:
How to Define the Purchase Order Header Details | |||
In the Debtor Details section of Debtor Entry screen, click on the Purchase Orders tab. The Purchase Orders tab is displayed. | |||
2. | Click Add. The Purchase Order Details screen opens and the Purchase Order Details tab is activated. | ||
3. | In the PO Number field, key in the purchase order number under which the purchase order will be tracked. | ||
4. | In the Start Date field select the date on which the purchase order becomes valid. Job orders that have a start date prior to the date you select cannot be assigned to this purchase order. | ||
5. | If the purchase order is to expire on a specific date and that date is known in advance, select the relevant end date of the purchase order in the End Date field.
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6. | In the PO Type field, select the type of purchase order that is to be created. For more information about the purchase order types that are available see Working with Debtor Purchase Orders. | ||
7. | If the purchase order must span the entire duration of any job order that is assigned to it, tick the PO Must Span Job Duration field.
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8. | In the Contact Name field within the Purchase Order Contact grouping, select the name of the person who is the contact point for this purchase order within the debtor's business. This step is not mandatory unless purchase order alerts are to be sent to the debtor contact, in which case the relevant contact must be selected in this field. If you selected a contact name, the contact's telephone numbers and email address are displayed in the Business Hours Phone, Mobile Phone and Email fields within the Purchase Order Contact grouping. | ||
Once you have defining the purchase order header details, you can define the budget details. This is defined in the Budget Details grouping of the Purchase Order Details screen.
How to Define the Purchase Order Budget Details | |
In the $ Budget field, key in the total monetary budget amount for the purchase order. Alternatively, leave the default value of 0.000000 if the purchase order budget is unlimited. Skip this step if the purchase order type is Multi-line Master. If you keyed in a value other than zero, the $ Remaining field updates to show the remaining, unused budget amount. | |
2. | In the Alert % field, key in the purchase order usage percentage that is to trigger the sending of a balance alert to agency staff and/or the purchase order contact to notify of a low remaining balance. For example, setting this to field to 65 will trigger a balance alert when 65% of the purchase order balance has been invoiced. Skip this step if the purchase order balance is unlimited (i.e. set to zero). |
If the purchase order type of this purchase order is Single-line, you can save the new purchase order at this point by clicking the Save button at the bottom of the Purchase Order Details screen.
If the purchase order type of this purchase order is Multi-line or Multi-Line Master, you must add one or more purchase order lines to the purchase order before it can be saved. To do this, follow the procedure below.
How to Add Purchase Order Lines to the Purchase Order | |
In the PO Lines section near the bottom of the Purchase Order Details screen, click Add. A new blank row is added to the PO Lines section of the Purchase Order Details screen. | |
2. | Go to the new blank row in the PO Lines section of the screen and in the Bill Code Group field, select the bill code group that defines the subset of bill elements that apply to this purchase order line. The same bill code group cannot be assigned to multiple purchase order lines on the same purchase order. Therefore, ensure that bill code group you select is not already used by another purchase order line on the same purchase order. |
3. | In the $ Line Budget field, key in the monetary budget amount that applies to this purchase order line. You can key in a value of 0 if the line budget is unlimited. Skip this step if the purchase order type is Multi-line. |
4. | In the Secondary PO Number field, key in the secondary purchase order number under which the line budget for this purchase order line will be tracked. This purchase order number must be unique for across all purchase orders for the debtor. Skip this step if the purchase order type is Multi-line. |
5. | If the purchase order type is Multi-line Master, tick Default if this purchase order line is to be the default order line for this purchase order. Any bill elements that are invoiced to the debtor against this purchase order, but are not included in any bill code group that applies to any purchase order line, will draw against the line budget of the default purchase order line. A purchase order can only have one default purchase order line and therefore the Default option can only be ticked for one purchase order line. Skip this step if the purchase order type is Multi-line. |
6. | Click Save at the bottom of the Purchase Order Details screen. The Purchase Order Line Details screen closes and the new purchase order line is added to the debtor and is listed on the Purchase Orders tab of the Debtor Entry screen. |
7. | Repeat steps 1-6 to add more purchase order lines to the purchase order if necessary. |