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:
|
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
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.