Type

Select the type of PO item that you would like to create. The data required for the purchase order item will differ slightly depending on the type selected.

Line Type

When to Use

Specific Fields

1-Job

Use this type to order materials for jobs. Multiple jobs may be on the same PO and do not have to match the job specified in the header. Job items interface with the JC module to update committed costs and units to specific job/phase/cost type combinations.

More Info

PO items for job purchases interface directly with the JC module to update committed costs and units on specific job/phase/cost type combinations. Actual costs are updated through the processing of an invoice against the Purchase Order.

There are three committed cost fields updated to the JCCP (Costs by Period) and JCCD (Cost Detail) file in JC for units and cost: Total Committed, Remaining Committed, and Received Not Invoiced.

Both Total and Remaining Committed costs are updated by:

  • the addition of a purchase order or changes to the original amounts of a purchase order in PO Purchase Order Entry,

  • change orders processed in PO Change Order Entry, and

  • changes to the backorder quantities in PO Change Order Entry or PO Receipts Entry.

    These updates include tax and freight charges. The Remaining Committed quantities and cost are changed at the time the AP invoice is entered against the PO in AP Transaction Entry.

    Note: When you add an item to a PO, the system sends the tax rate amount to the committed cost fields. If the tax rate amount changes, the system will not update the committed cost amounts. When relieving committed costs through AP, the system will relieve the original tax rate amount from the committed cost, but will use the current tax rate on the AP invoice.

    The Received Not Invoiced fields are updated if the PO is set up to track receipts, and the receipt has been posted in PO Receipts Entry. These are then reversed when the invoice is entered against the purchase order in AP Transaction Entry and the Remaining Committed is updated. The Received not Invoiced fields are not used if the PO has not been set up to track receipts.

    The actual calculations are as follows:

    Total Committed Costs = [Received Units + Backordered Units] ´ Current Unit Cost/ECM

    Remaining Committed Cost = [Received Units + Backordered Units – Invoiced Units] ´ Current Unit Cost/ECM

    The Received Not Invoiced fields in JC is updated when goods are received using the PO Receipts Entry form, but are not yet invoiced in AP Transaction Entry. This field will not be updated if you are not using PO Receipts Entry to post shipments received. If used, the calculation for Received Not Invoiced Cost is:

    Received Not Invoiced Cost = [Received Units – Invoiced Units] ´ Current Unit Cost/ECM

    Updating Units

    Total Committed, Remaining Committed, and Received Not Invoiced units are also accumulated in JC if the unit of measure is compatible. This means that if the purchase and job units of measure are the same, or a conversion can be made based on the standard unit of measure and the purchase unit of measure in the material file, the units in the file will be updated. (This does not apply to lump sum units, which are not updated.)

    Actual Costs/Units

    Actual costs and units amounts are updated through AP each time a batch is posted.

JC Co, Job, Phase, CT

2-Inventory

If you have the Inventory module, use this type to purchase items that you stock in your inventory. This type of PO interfaces with the IN module to automatically track items on order and those that have been received but not yet posted as payable in AP.

The system will also display On Hand and On Order fields below the Vendor Matl field. These display-only fields show the on-hand and on-order amounts for the specified location/material.

More Info

The Inventory system tracks quantities on order as well as in stock. Specifically, the INLT (IN Locations Total) file in Inventory tracks three quantities updated by purchases in the PO system: On Order, Received not Invoiced, and Invoiced Stock.

On Order

The On Order quantity is updated by

  • the addition of the purchase order in PO Purchase Order Entry,

  • revisions made to either the Original or Remaining quantities in PO Purchase Order Entry, and

  • by changing the Backorder quantity in PO Receipts Entry.

    If the PO is set up to track receipts, then the receipt reduces the On Order quantity. If it is not set up for receipt tracking, then the invoice posting in AP Transaction Entry reduces it.

Received not Invoiced

The Received not Invoiced quantity is updated if the PO was set up to track receipts, and the receipt is entered in PO Receipts Entry. The quantity is reversed when the invoice is entered in AP Transaction Entry. This field is not updated if you are not tracking receipts for the purchase order.

Invoiced Stock

Invoiced Stock is updated when the invoice is entered in AP Transaction Entry. This quantity, plus the Received not Invoiced quantity, updates the On Hand quantity in Inventory.

IN Co, Loc

3-Expense

Use this type of PO for ordering goods to be expensed for your company - for example office supplies and office machines. If you are using the EM module, you should use this type for actual equipment purchases. This type of purchase order only interfaces with AP and GL, and does not generate any committed costs.

4-Equipment

Use this type to purchase items for use with equipment (such as oil, fuel, etc.). Items that fall in this category are typically operating costs such as parts and repair costs. Assigning cost types and cost codes (EM) allows you to track these costs for each piece of equipment. Entries for this type of PO do not directly update EM. This occurs when the invoice is posted in AP.

If you checked the Display last used date for parts in AP/PO/EM box in EM Company Parameters, the screen displays the last used date of the part specified for the PO item (in the informational display above the Item tabs).

EM Co, Equip, Comp Type, Component, Cost Code, CT

5-EM Work Order

This type of PO is used to order items needed to complete work orders set up in the EM module. Entries for this type of PO do not directly update EM. This occurs when the invoice is posted in AP.

If you checked the Display last used date for parts in AP/PO/EM box in EM Company Parameters, the screen displays the last used date of the part specified for the PO item (in the informational display above the Item tabs).

EM Co, WO, WO Item, Cost Code, CT

6-SM Work Order

Use this type of PO to purchase the material needed to complete service work orders (i.e., work orders set up in Service Management). Entries of this type will generate a work completed purchase line (in SM Work Orders, Work Completed tab), and update the Purchase Orders grid (in SM Work Orders).

You can also enter purchase orders for SM work orders in SM Purchase Order Entry. For more information, see SM Purchase Order Entry.

More Info

You cannot edit purchase order information from a work completed purchase line; edits must be made directly to the purchase order item via PO Purchase Order Entry or SM Purchase Order Entry, or to the PO item line in PO Item Distribution. Changes will be updated to the related work completed purchase line.

Note: If the work order is for a job, the system will display additional fields of Phase and JC Cost Type . The Phase field is display only, but entry is required in the JC Cost Type field. The system uses the phase and cost type to post costs to the job when the purchase order is invoiced in AP Transaction Entry.

SM Co, SM Work Order, SM Scope

Job work orders also include Phase (display only) and JC Cost Type

Why is this field disabled?

This field is disabled if there has been activity posted on the PO item - for example if a receipt has already been posted to it.