Creating a Material Purchase order allows you to account for all materials purchased for a job or service order. This will allow you to send out invoices or certificates before receiving your AP Invoice, which you can then match to your material order.
Begin by following the path Procurement > Material Orders. Select the Add button to start a new Purchase Order.
Figure 1: Create a new Purchase Order
The next screen will create the header record. The PO Number located at the top of the screen can either be generated based on the settings or can be manually entered in by the user. Mandatory fields are highlighted in red.
Service Order Related?: Check this box if the PO is for a Service Order.
Type: For this example choose “N-Normal Order (w/Quantities)”
Head/Site Office: Head Office (for orders generated at the Head Office), or Site (for orders generated at the job site). Depending on the configuration, this can prepend the PO number with a character to denote whether the order was raised in the Head Office or one the job site. For this example choose “Head Office”
Confirmation Order: This can be used to denote the PO was given to the Supplier verbally – this is for informational purposes only and has no effect on processing.
Accrual Type: This field is first given as “–Unknown”. Once the Header is saved, the value is determined by the job setup (GRN, Order, or None) and Purchase Order Type. It is not possible to directly edit this field.
Job Number: Enter either by typing the number or using the Lookup button “…”. As you type, note that a list of applicable job numbers appears in the drop down selection. Choose the Job Number that was previously created here.
Default WBS Code: If the Job uses WBS codes (not shown here), a Default WBS Code field will appear which can be filled with a WBS code from the Job. This code will be pre-filled when adding Line Items and can be overwritten on each line as needed. (This option does not appear for Lump Sum Orders.)
Supplier: Enter either by typing the name or using the Lookup button “…”. As you type, note that a list of applicable Suppliers appear in the drop down selection. Choose the relevant Supplier here.
Office: If there is only one office for the supplier, this field populates automatically. If the company has more than one office, enter the office name or use the Lookup button “…”.
Attention: This field can be used to record the name of contact at the Supplier. If a contact has been set up on the Company record and marked as an Order contact, it will default in here. If the Company Office of the Supplier record has Contacts assigned to it, a lookup can be performed by clicking the Lookup button“…”.
Sales/Use Tax: Sales tax is auto-populated based on the job setup information for Material. This can be overridden if an alternate tax jurisdiction is required.
Direct Pay?: Check this box if sales tax is to be accrued and paid by the company directly to the tax authorities instead of the Supplier.
Order Date: Type in the date (MM/DD/YY format) or select another date, if desired.
Due Date: Type in a date (MM/DD/YY format) or select a date.
Description: Enter a description of the purchase.
Buyer: Select the Buyer. The default is the User ID requesting the Purchase Order.
Special Instructions: This is a Note field for reference purposes only.
Review: If COINS is setup for Supplier review and rating, this box can be checked to later rate the supplier according to company defined criteria.
Special Terms: If this setting in COINS is configured, Special Terms can be specified for this PO which differ from the normal Terms specified on the Supplier record.
Figure 2: Creating the PO
By typing in the first letter of the Supplier (vendor) name it will produce a list of suppliers that starts with that letter.
Figure 3: Entering the PO
Below is the PO header filled out. Select the appropriate Job Number and Supplier (which have been previously created, if not see the prior tutorial)
Figure 4: Main Tab details
On the next tab we have Requisitions (this is not always necessary)
Requisitioned by: If Requisitions are used, you can add the user who requisitioned the materials to be included with this order. This field is not validated unless a specific Requisition number is to be used and free form text can be entered for informational purposes only. If a Requisition Number is to be used, this needs to be a valid user who entered the Requisition.
Requisition Numbers: Enter the requisitions numbers for which this order will fulfill.
Figure 5: Requisition Tab details
The Addresses tab outlines where to ship to (deliver to) from the Job and Order To which is where the PO is going. After reviewing the tabs, Save in the bottom right of the screen.
Figure 6: Address Tab details
That will open up the Order Lines screen. This is where Materials (also text or a predefined clause) can be added line by line to the PO. Select Add
Material: Material can be added to the PO.
Stock: Can add specific items from the Inventory Items file. This will not take items out of Inventory but can be used to quickly add a specific item and description.
Text: Use when adding free form text to be printed on the PO form.
Clause: Attach standard, modifiable, or semi-modifiable content. (Clauses are set up in Setup, Technical Information System, Standard Text and Clauses, Material Clauses.)
Extra: If Commodity Extras are used, they can be added.
Figure 7: Add Material Lines
We can enter in the necessary data on the line, search for the relevant Job Code, Material Code, and should be created previously, items including the quantity and price can be edited, as necessary. Save the line.
Figure 8: Add Material Lines
And add more lines as needed. When done select next in the bottom right.
Note: After saving each line, a new line will open. If you do not wish to add a new line. Click the “Undo” button to get rid of the additional line.
Figure 9: Add Material Lines
That will bring you back to this main screen where you can use the action bar to commit orders. Committing the Purchase Order completes this tutorial.
The action bar also gives you other options:
Print Orders: Allows you to print orders which would also commit them
Draft Print Orders: Allows you to print orders without committing orders
Create Amendment Variation Order: Which is essentially a change order
Un-commit Orders: Allows you to un-commit order if the order hasn’t been invoiced against
Force Complete Orders: Allows orders to be “closed” that may still have a small (usually less than a dollar) left on the PO i.e. from rounding
Figure 10: Commit the Order
In addition, there is a Single Orders Form for PO entry. Here you can enter in multiple order types from one form you must select a type (ie material order) this will be the workbench where you find the PO later on. Follow the same steps as above for this process.