About the PM Purchase Orders Form

Use this form to edit/modify summary and item detail for purchase orders created in PM Material Detail.

You can access this form either from the PM module Programs folder or by selecting File > PM Purchase Orders in PM Material Detail.

Purchase order information (header and item) is added automatically to this form when purchase order numbers are assigned (manually or by initialization) to material detail in PM Material Detail (recommended method). However, you can add purchase orders manually in this form as necessary.

The PO Status (display only) identifies the status of the purchase order (i.e., 0-Open, 1-Complete, 2-Closed, or 3-Pending). All purchase orders created via PM Material Detail or this form are automatically assigned a status of ‘3-Pending’, and will retain this status until the purchase order is interfaced to PO. Once interfaced, the status is updated to ‘0-Open’ and no further changes to interfaced data (header or item) can be made here; however, you do have the ability to add new items to an interfaced purchase order.

Note: You can restrict the recordset to exclude purchase orders that have been fully interfaced (i.e. the header and all items have been interfaced). This is done by checking the ‘Show Only PO’s with Non-interfaced Detail’ option in the Options menu. When checked, only purchase orders that have not been interfaced or that have been partially interfaced will display. If unchecked, all purchase orders will display regardless of whether they have been interfaced

Shipping

The Shipping tab is used to enter shipping information specific to each purchase order. If the materials on the purchase order are to be shipped to the Job address, select the Ship to Job check box. The shipping address fields will default the shipping address from the Job Master (JCJM).

If the materials are being shipped to a predefined location, use the Shipping Location to identify the address (Ship to Job option must be unchecked). When a valid shipping location is entered, the shipping address defaults from the PO Shipping Locations file. You can override the defaulted address if necessary; however, be aware that changes will affect only the current purchase order. No updates will be made for the shipping location in PO Shipping Locations.

Note: You can edit shipping information for purchase orders with a status of ‘pending’ or ‘open’; however, purchase order cannot be in an open batch. If the purchase order is an open batch, a message displays above the tab.

Address Overrides

Use the Address Overrides tab to override the vendor's standard purchasing and/or payment addresses. In order to use this feature, you must have set up at least one additional address for the vendor in AP Additional Addresses. In addition, the purchase order must have a status of ‘Pending’; otherwise, all fields are disabled.

If you are overriding the purchasing address, the address sequence entered must have an address type of ‘Purchase’ or ‘Both’. The address sequence identifies the address to use when printing the purchase order.

If you are overriding the payment address, the address sequence must have an address type of ‘Payment’ or ‘Both’. This address sequence will be updated to the invoice header (in AP Transaction Entry, AP Recurring Invoices, or AP Unapproved Invoice Entry) when entering PO lines where this purchase order is referenced. However, this address sequence will only be used if there is no override address or address sequence already specified in the AP invoice header and if it is the first PO line on the invoice.

Non-Interfaced/Interfaced Items

The Non-Interfaced Items tab is used to enter/modify items on a purchase order that have not yet been interfaced. All material detail records entered in PM Material Detail (with a Material Type of P-Purchase Order) that have been assigned a purchase order/item number will automatically be set up as items on this tab. You can also enter new purchase order items; items entered directly in the grid will update the PM Material Detail file.

Note: Material detail records entered for approved or pending/potential change orders will include their associated change order information (PCO Type and PCO/PCO Item or ACO/ACO Item). However, the change order fields (end of grid) are display only; therefore, if you are manually entering purchase order items in this grid, you will be unable to associate them with a pending or approved change order. Purchase order items associated with a change order must be entered via PM Material Detail (Record Type A-Approved CO's or P-Pending CO's).

As items are entered, the informational display above the tab pages will provide original estimate information (units, UM, unit cost, and cost) and unit cost information for the standard, purchase, and sales units of measure.

When you are ready to interface a purchase order item, check the Send flag. All items with this flag checked will be included when the purchase order is interfaced via PM Interface. Once an item has been interfaced, it is moved to the Interfaced Items tab and cannot be edited (except via PO Purchase Order Entry).

Field Tickets

Field tickets enable you to link labor, material, and equipment costs related to specific work activity on a project, and facilitate owner billing. When you add items to a PM purchase order, you can assign the items to a field ticket associated with the contract for the specified project. You can assign multiple purchase order items to a single field ticket, as long as the ticket is open (that is, it has a status of Open). Once the status for a field ticket is set to Closed, Approved, Rejected, or Billed, you can no longer post costs to that ticket.
Note: Costs associated with approved field tickets only impact T&M billings; therefore, assigning field tickets to purchase order items for a job is only useful if the project's contract/contract item has a bill type of T&M or Both. For more information about field tickets, see JC Field Ticket.

For more information about field tickets, see JC Field Ticket Form.

PO Compliance

If you are tracking compliance on purchase orders in the PO module, you can assign a compliance group to POs so that compliance codes can be added to them when they are interfaced. If you have defined a 'default' PO compliance group for the project (in PM Projects), that compliance group automatically defaults for each purchase order entered in this program for the project. Otherwise, compliance groups can be assigned manually.

Once you have created and saved a purchase order, you do have the option to delete or change the compliance group assigned to the purchase order if desired. If you delete a compliance group, it does not automatically delete the associated compliance codes. You will need to delete them manually via PO Compliance, which you can access by selecting the PO Compliance option in the File menu. Likewise, changing the compliance group for a purchase order does not automatically remove existing compliance codes—this must also be done manually. If you change the compliance group, but do not want to delete the existing compliance codes, you can ensure that new compliance codes are appended to the existing codes by first deleting the existing compliance group, saving the record, and then adding the new compliance group and saving the record. All previously assigned compliance codes are left intact, and any compliance codes not already set up for the purchase order are added. You can then use PO Compliance to delete or modify compliance codes as necessary.

Note: Although you can add/modify compliance codes in PO Compliance, verification and tracking will not occur until the purchase order is interfaced.

For more in-depth information about compliance codes and compliance tracking, see About the PO Compliance Form.