Integrating Purchases with a Work Order

This procedure provides an efficient way to include pricing items on a work order without doing repeat data entry.

Purchasing can order material for the work order once the work order is created. Items on the purchase order automatically transfer to the Materials Entry page in Work Order Entry.

This procedure assumes that the work order has already been created.

  1. On the Site Map, click Purchase Order > Data Entry > Purchase Order Entry.
  2. Enter the purchase order. When the cursor is in the Job field, press Shift + Tab on your keyboard to return to the Reference field.
  3. At the Reference field, select Work order from the drop-down list.
  4. Enter the Work order number.
    Tip: Leaving this field blank will allow you to reference several work orders later on.
  5. Complete the remaining fields on the Purchase Order Entry page.
  6. When the Purchase Order Detail window opens, make sure the G/L code’s Directcost field is set to No direct cost.
    Tip: If you enter a Direct cost = Job cost account by mistake, Spectrum will prompt you for a job number. To correct, simply press Shift + Tab to return to the G/L code field. Select a G/L code that is not set up as a direct cost.
  7. Enter a work order number in the W/O field. TIP: Leaving this field blank allows you to reference several work orders at a later time.
  8. Complete the remaining fields on the Purchase Order Entry page.
  9. When the Purchase Order Detail window displays, make sure the G/L code’s Directcost field is set to No direct cost.
    Tip: If you enter a Direct cost = Job Cost account, Spectrum will prompt you for a job number. To correct this error, press Shift + Tab to return to the G/L code field. Select a General Ledger code that is not set up as a direct cost.
  10. In the W/O field, enter the work order number. The W/O Price window displays.
  11. Enter a new price, if appropriate.
  12. Click OK to save your changes and return to Site Map.

    (Optional) To see your material in Work Order, follow these steps.

  13. On the Site Map, click Work Order > Data Entry > Work Order Entry.
  14. Click the Material button at the bottom of the page.
  15. Enter the work order number. The work order material information defaults from the Purchase Order module.