Creating purchase orders can be done when we copy an estimate to a job, or we can manually enter them in the Purchase Orders module. We create a purchase order when we want to make a purchase for a job. In this manner we can track all of the costs of a job, no matter how small.
1. Open the Purchase Orders Module. Click on Job PO
2. Choose the Job
3. Click on Orders Tab
4. Click on New
5. Choose the Supplier that you will order materials from.
6. Choose a Location. You may leave the Location as defaulted.
7. Review the other header information that can be stored for a Purchase order, and verify this information
8. Click on the Details tab
9. Choose New Line Type of Inventory
10. Click on Add Ln
11. Right click on the Product field and choose an Item from the list.
12. Enter an Item Description, for example [labour].
13. Enter a Qty
14. Enter a Price
15. If the users uncheck the Print Order checkbox located at the top near the OK button the purchase order will not print. If you do not turn this check off, the order will automatically print every time we save changes to this order. The user is given the option to print the order from the Job Purchase order menu when required. When the user prints the order from the menu they are given the option to commit at this time if required.
16. Users may attach a file to a purchase order while creating a PO. To do so, once you have entered the enter the new Purchase Order details, you must click "SAVE" which will then enable the 'attach' button to allow you to make the required PO attachments.
17. Click on OK to save the Order.
Keep in mind when entering purchase orders the budget that we have assigned to this cost centre in the Job Costing module. If we are out of budget, we may need to allocate additional budget to this cost centre. You will not be able to save this purchase order if it is not in the selected period