Field Definitions: PM Purchase Orders Form

The following is a list of field descriptions for the PM Purchase Orders form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Project

Enter a project or press F4 to select a project from a list.

Note:

If you enter a project with a closed status (hard or soft), the status displays in red to the right of the project description. You will only be able to add or modify purchase orders for the project if you allow posting to hard- and/or soft-closed jobs (flags in JC Company Parameters checked).

 

PM Purchase Orders

Material Buyout - Overview

Purchase Order

Create a new purchase order

There are several ways to create a new purchase order using this field:

  • Enter a '+' in this field and then press TAB. The system will automatically create a new purchase order and assign it the next available PO number. This applies if you are using the Project/Sequence PO number format, which is set up using the PO Number Type field on the Material Parameters tab of the PM Company Parameters form.

  • Click the New Record icon () at the top of the form and this field will populate with the next available number. Press TAB to move through this field and the system will create the new PO.

  • Enter a PO number that has not already been used. The PO number can be up to 30 characters long and can be in any format, but we recommend that you use the PO number format set up using the Purchase Order Number section on the Material Parameters tab of the PM Company Parameters form.

  • If you enter a purchase order number that is associated with another project, the system will display a message indicating that the PO already exists for another JC Company and Job.

  • If you do not allow posting to hard- and/or soft-closed jobs (flags in JC Company Parameters unchecked), you can only view existing purchase orders; you cannot not add new purchase orders or modify existing ones (all inputs will be disabled).

    Select an existing purchase order

Enter an existing PO number or press F4 to select it from a list.

PM Purchase Orders

Material Buyout - Overview

Description

Enter a description for this purchase order. The value in this field can be up to 30 characters long.

 

PM Purchase Orders

Material Buyout - Overview

Vendor

Enter the vendor that the materials are being purchased from or press F4 to select a vendor from a list. If the vendor is not on the list, press F5 to open AP Vendors and create a new vendor.

PM Purchase Orders

Material Buyout - Overview

Document Type

Use this field to categorize the purchase order that you are creating. Press F4 to select a document type from a list.

Document types are created and maintained using the PM Document Types form. Click here for more information on document types.

Required when using 'Send with Transmittal'

If you select > Send with transmittal, a document type must be selected in this field.

Click here for an overview of the Create & Send feature.

PM Purchase Orders

Material Buyout - Overview

Date Ordered

Enter the date the material was ordered.

 

PM Purchase Orders

Material Buyout - Overview

Prevent Auto Close of PO

Prevent Auto Close of PO check box on the Info tab of the PM Purchase Orders form.

Select this check box to prevent the purchase order from being auto-closed on final invoice.

Ordered By

Enter the person who ordered this material. The value in this field can be up 10 characters long.

 

PM Purchase Orders

Material Buyout - Overview

Expected Date

Enter the date you expect to receive the material.

Date field shortcuts

T or t Set the date to the current date.

MMDD

Four digit month and day

Enter a four digit month and date (MMDD) and the system will automatically add the current year.
+ The system will automatically set the date to tomorrow.
+5 The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.

-

The system will automatically set the date to the previous day.

-5

The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

 

PM Purchase Orders

Material Buyout - Overview

Pay Terms

Enter the payment terms (from HQ Payment Terms) that will apply when posting invoices to this purchase order. Initially defaults the payment terms specified for the selected vendor in AP Vendors. Accept the default, or enter the payment terms.

 

PM Purchase Orders

Material Buyout - Overview

Hold Code

Enter the hold code that applies to this purchase order. Leave this field blank if no hold code applies.

Hold codes are created and maintained using HQ Hold Codes .

 

PM Purchase Orders

Material Buyout - Overview

Comp Group

If tracking compliance for this purchase order, enter the compliance group that will be used to initialize compliance codes for this purchase order in PO.

If changing the compliance group, you must first delete the current compliance group and save the purchase order. Then add the new compliance group and save. All previously assigned compliance codes are left intact, and compliance codes not already existing for the purchase order are added. To delete unwanted compliance codes, select the PO Compliance option from the File menu. This will bring up the PO Compliance form, allowing you to delete, modify, or add compliance codes as necessary.

 

PM Purchase Orders

Material Buyout - Overview

Approved

Approve the PO

Check this box if the purchase order has been approved. This box must be checked in order for this purchase order to be interfaced with the PO module using PM Interface. Click here for an overview of material buyout process.

Note:

PO items will be interfaced with the accounting modules using PM Interface if they are grouped onto an approved PO and the Send box is checked using the Non-Interfaced tab.

When the Approved box is checked, the By field displays the user name of the user that approved the PO.

Unapprove the PO

When this box is not checked the purchase order has not been approved or should not be interfaced with the accounting modules using PM Interface.

Note:

You cannot unapprove a PO if it is associated with a PO change order (POCO). You will be able to uncheck the Approved box but a message will display when you try to save the PO. A PO is associated with a POCO if there is a record for the PO on the Grid tab in the upper portion of PM PO Change Orders.

Why is this box disabled?

If you have the Workflow module and use the Process Workflow feature, this box is disabled if the purchase order is part of a workflow and hasn't been approved yet, or it has been rejected.

You can click the Workflow button to see the approval process that applies to the purchase order, and the progress of that process.

This box is disabled when the Workflow Status field displays: Approval Required, Partial Approval, or Rejected.

This box is enabled when the Workflow Status field displays: Approved or Approval Not Required .

Click here for an overview of the Process Workflow feature.

PM Purchase Orders

Material Buyout - Overview

Ship To Job

Check this box to ship the materials on this purchase order to the shipping address specified for the project. Uncheck this box if the materials should be shipped to a different location.

Note:

Note: Checking this box will disable the Shipping Location field.

PM Purchase Orders

Material Buyout - Overview

Shipping Location

This field is only accessible if the ‘Ship to Job’ option is unchecked.

Enter the location (from PO Shipping Locations) to which the materials on this purchase order will be shipped.

 

PM Purchase Orders

Material Buyout - Overview

Address/City/State/Zip Code

If the Ship to Job option is checked, these fields default the shipping address, city, state, and zip code specified for the project in PM Projects.

If a Shipping Location is entered, these fields default the address, city, state, and zip code specified for the shipping location in PO Shipping Locations.

If overriding the defaulted address, enter the shipping address, city, state, and zip code to use for this purchase order. This address will print in the Ship To section of the purchase order.

Note:

The system validates the state based on the Default Country specified in HQ Company Setup for the active company. If not valid, an error displays, but entry is allowed. You must then enter a valid country for this state in the Ship Country field.

Note:

If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

 

PM Purchase Orders

Material Buyout - Overview

Ship Country

If the ‘Ship to Job’ option is checked, this field defaults the ship country specified for the project in PM Projects.

If you enter a Shipping Location, this field defaults the ship country specified for the shipping location in PO Shipping Locations.

If overriding the default address, enter the 2-character country code. Initially defaults country code from the import data file if specified; otherwise, defaults as null.

Note:

Entry in this field is required when the address exists outside the Default Country specified in HQ Company Setup for the active company. Country must be valid for the specified state (e.g. state, province, territory, etc.) as defined in HQ States.

Note:

If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

 

PM Purchase Orders

Material Buyout - Overview

Additional Address

If the Ship to Job option is checked, this field defaults the additional shipping address specified for the project in PM Projects.

If a Shipping Location is entered, this field defaults the additional address specified for the shipping location in PO Shipping Locations.

If overriding the defaulted address, enter the additional shipping address to use for this purchase order. This address will print in the Ship To section of the purchase order.

Note:

If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

 

PM Purchase Orders

Material Buyout - Overview

Shipping Instructions

Enter shipping instructions for this purchase order, up to 60 characters. These instructions will print on the purchase order form.

 

PM Purchase Orders

Material Buyout - Overview

Attention

Enter the person or department to whose attention this PO should be addressed. Up to 30 characters allowed. May be used when creating reports or PO's in Crystal Reports.

 

PM Purchase Orders

Material Buyout - Overview

PO Address Seq

This field is used to override the vendor's standard purchasing address using an additional address set up on the vendor using AP Vendors. Press F4 to select an additional address from a list.

Additional addresses are set up on vendor records using the Additional Addresses tab of AP Vendors. Only additional addresses set up as purchase addresses, or both purchase and payment addresses can be assigned using this field.

Click here for information on assigning additional addresses to a vendor.

 

PM Purchase Orders

Material Buyout - Overview

Payment Address Sequence

This field is used to override the vendor's standard payment address using an additional address set up on the vendor using AP Vendors. Press F4 to select an additional address from a list.

Additional addresses are set up on vendor records using the Additional Addresses tab of AP Vendors. Only additional addresses set up as payment addresses, or both purchase and payment addresses can be assigned using this field.

Click here for information on assigning additional addresses to a vendor.

Note:

This address sequence will only be used if no override address or address sequence is specified in the invoice header (AP) and it is the first PO line for the invoice.

 

PM Purchase Orders

Material Buyout - Overview

Item

This is the PO item number assigned to the PO item when the PO was created using PM Material Details.

If you are creating a new PO item, enter a purchase order item (1-9999) number or enter N or + to assign the next available sequential number.

 

PM Purchase Orders

Material Buyout - Overview

Project

Display only, the project to which this purchase order item applies. This will typically be the same as the project specified in the PO header; however, it may differ if multiple projects share the same purchase order.

Note:

If adding new items, default will always be the current project and cannot be changed. Items where the project differs from the PO header project can only be added via PM Material Detail.

 

PM Purchase Orders

Material Buyout - Overview

Material

Enter the material for this purchase order item or press F4 to select a material from a list.

Materials are created and maintained using HQ Materials . Press F5 in this field to access this form.

PM Purchase Orders

Material Buyout - Overview

Item Description

Initially defaults the description of the selected material, as defined in HQ Materials. May be overridden, up to 60 characters.

Note:

If the material description is blank and you checked the Default Material Descriptions from Phase Description box in PM Company Parameters, the phase description will be used as the material description. If the Default Material Descriptions from Phase Description box is unchecked, the system will default the material description from the contract item assigned to the phase.

PM Purchase Orders

Material Buyout - Overview

Receiving

Check this box to receive this item using PO Initialize Receipts or PO Receipts Entry. Using either of these programs to receive purchased items updates the Backordered, Received, and Invoiced quantities, allowing you to track Received not Invoiced units and costs.

Leave this box unchecked to receive this item using AP Transaction Entry to receive this item. Received and Backordered quantities are updated as Invoiced.

 

PM Purchase Orders

Material Buyout - Overview

Phase

Enter the phase to which the specified material applies. Initially defaults the material phase specified in HQ Materials or as null if no material phase specified.

 

PM Purchase Orders

Material Buyout - Overview

Cost Type

Enter the cost type for the selected phase or press F4 to select a cost type from a list.

If you did not select a material in the Material field, the cost type will default based on the default material cost type. This is defined using the Material Cost Type 1 field on the Material Parameters tab of PM Company Parameters .

If you selected a material in the Material field, this field will default with the cost type associated with the material using HQ Materials .

PM Purchase Orders

Material Buyout - Overview

Ticket

The Ticket field on the PM Purchase Orders form, Non-Interfaced Items tab.

Enter the field ticket number for this purchase order item or press F4 to select from a list of valid open field tickets for the associated contract.

Note: Costs associated with approved field tickets only impact T&M billings; therefore, assigning field tickets to job lines 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 Form.

Units

Enter the number of units of the specified material being purchased.

 

PM Purchase Orders

Material Buyout - Overview

U/M

Enter the unit of measure by which this material is being purchased (must be a valid unit of measure defined for the material in HQ Materials or HQ Material Units of Measure). Initially defaults the Purchase UM specified for this material in HQ Materials.

 

PM Purchase Orders

Material Buyout - Overview

Unit Cost

Enter the unit cost for this material. Initially defaults the unit cost specified for the purchase UM (in HQ Materials) unless overrides exist in PO Category Discounts or PO Vendor Materials. In which case, the unit cost will default as indicated below:

  • PO Category Discounts - If a discount exists for the vendor/material category or the vendor/material category/job in PO Category Discounts, it will apply the discount to the standard unit price in HQMT to determine the default unit cost.

  • PO Vendor Materials - If an override exists for the material and vendor in PO Vendor Materials, it will default a unit cost based on the cost option (std unit cost, vendor unit cost, std book price less discount, or vendor book price less discount) or the job override (if one exists).

     

PM Purchase Orders

Material Buyout - Overview

ECM

Indicate which quantity the unit cost represents.

  • E = Unit cost is per each.

  • C = Unit cost is per 100.

  • M = Unit cost is per 1000.

     

PM Purchase Orders

Material Buyout - Overview

Amount

This field defaults a calculated amount based on the Units andUnit Cost fields.

If you change the value in this field the value in the Unit Cost field will be recalculated.

PM Purchase Orders

Material Buyout - Overview

POCO Number

You can use this field to create a new PO change order(POCO) or associate the PO item with an existing POCO. If the PO item is already associated with a POCO, it will display in this field.

Create a new POCO

Enter a new PO change order(POCO) number to create a new POCO and associate the PO with it. You can press F4 to see the POCOs that have already been created for the selected purchase order.

Once the record is saved, you can view the new POCO using PM PO Change Orders . Click here for an overview on PO change orders.

Select an existing POCO

Press F4 to select an existing PO change order and associate it with the PO item.

Click here for an overview on PO change orders.

PM Purchase Orders

Material Buyout - Overview

Required Date

Enter the date the material is required.

Date field shortcuts

T or t

Set the date to the current date.

MMDD

Four digit month and day

Enter a four digit month and date (MMDD) and the system will automatically add the current year.

+

The system will automatically set the date to tomorrow.

+5

The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.

-

The system will automatically set the date to the previous day.

-5

The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

 

PM Purchase Orders

Material Buyout - Overview

Send

Check this box if this purchase order item should be interfaced with the accounting modules using PM Interface. Only PO items on an approved purchase order and with this box checked will be included in the interface.

Leave this box unchecked if this purchase order item is not ready to be interfaced and the PO item will be skipped when the purchase order is interfaced.

 

PM Purchase Orders

Material Buyout - Overview

Tax Code

If the specified material is flagged as taxable, the default for this field is determined by the setting of the Base Tax On drop-down field in PM Projects. If the field is set to J-Job, the tax code defaults from PM Projects (Tax Code field). If the field is set to V-Vendor, the tax code defaults from AP Vendor Master (Tax Code field). If the field is set to O-Vendor Override, the tax cod defaults from AP Vendors. If a tax code is not specified there, the tax code will default from PM Projects. You can override the default as necessary.

If this material is not flagged as taxable, default is null. Tax code may still be entered.

PM Purchase Orders

Material Buyout - Overview

Tax Type

Specify the tax type for this purchase order item.

  • 1-Sales – Select this option for tax amounts that are payable to the vendor.

  • 2-Use – Select this option for tax amounts that are accrued and paid later to the appropriate State or Local taxing authority.

  • 3-VAT (Value Added Tax) – Select this option for taxes paid on goods and services.

Tax Type will default as follows:

  • If the ‘Default Country’ defined for this company (in HQ Company Setup) is ‘US’, tax type defaults as ‘Sales’.

  • If ‘Default Country’ is other than US(e.g. Canada, Australia, etc.), tax type defaults as ‘VAT’.

     

PM Purchase Orders

Material Buyout - Overview

Requisition #

This is an optional field.

Enter the requisition number of this purchase order item. The value in this field can be up to 20 characters long.

 

PM Purchase Orders

Material Buyout - Overview

ACO

This field displays the approved change order that applies to the purchase order item.

This field only applies to items that have not been interfaced.

 

PM Purchase Orders

Material Buyout - Overview

ACO Item

This field displays the approved change order item that applies to the purchase order item.

This field only applies to items that have not been interfaced.

 

PM Purchase Orders

Material Buyout - Overview

Supplier

Enter the supplier for this purchase order, if applicable.

Note:

You will typically only enter a value in this field if a second party other than the vendor is involved.

If a supplier is specified here, a two-party check will be printed when paying this purchase order in AP Payment Posting.

 

PM Purchase Orders

Material Buyout - Overview

Notes

Use this tab to enter any miscellaneous notes about this item. The space allowance is virtually unlimited.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

PM Purchase Orders

Material Buyout - Overview