Security and Setup
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The Purchase Order Entry application is available to create Purchase Orders for Client Jobs or for your Company. All of the information, including Comments and Instructions, can be printed on Purchase Order forms and reports.
The Client, Division, Product, Job, Component, and Function are required for Client orders. To create Purchase Order detail from an Estimate, there must be an approved Quote in Estimate. If an approved Quote does not exist, Purchase Order detail can be entered manually. An Employee and Vendor are required for all Purchase Orders.
Purchase Orders are used in Accounting for Accounts Payable Production disbursement and Non-Client disbursement.
If a Purchase Order is selected in Accounts Payable, the PO detail may be retrieved to complete invoice distribution detail. Once a PO is attached to an Accounts Payable invoice, the invoice detail may be viewed on the Purchase Order Entry screen.
Select Project Management from the Main Menu. Click on Purchase Orders to open the Purchase Order Search Window.
Click the New button to access the New Purchase Order Window.
Enter the following information in order to create a Purchase Order.
PO Number - When creating a new Purchase Order "(New)" will display in the Purchase Order Number field. The PO Number will be generated upon Save. If the employee has a 'PO Approval Rule' set in Employee Maintenance (Advantage / Maintenance / General Setup / Employee / HR Information tab) then upon Save, the PO Number will display as 'Pending'. Once the Purchase Order is approved, the PO Number will be displayed. Further information on Purchase Order Approval process, click here.
PO Description (Required) - Enter the Purchase Order description (up to 40 characters) to use for queries and reports.
Issued By (Required) - The code of the Employee issuing the PO will display. To change the Employee, double click on the Issued By and select the Employee from the Search List. See Security and Setup below for limiting users.
Issued To (Required) - Enter or select the code of the Vendor to which the PO is being issued. The Vendor name and address information automatically displays, and cannot be modified.
Only Vendors with a Default Category of Production (P) or Non-Client (Z).
Media Vendors are automatically excluded from the selection list. Click the Include Media Vendors checkbox in the Search - Vendor selection popup.
Rev - When a PO is entered, it is assigned the revision number "0". This number will be incremented when the revision option is used.
Order Date (Required) - The date the PO is being issued. The current system date will default, but can be changed manually or by using the Calendar.
Date Due - The date the PO is due. Click the Due Date hyperlink to display the current system date, or enter a different date manually or by using the Calendar.
Work Complete - Check this box if all work on the PO is complete. This information is for reporting purposes only.
Contact Code - Select a vendor contact to be used on reports and purchase order electronic delivery. If a default vendor contact displayed, it may be overridden here. Click on the button to search for a Vendor Contact. Vendor Contacts must have been setup in Maintenance/Vendor Contact for the vendor being used.
Email Address - The email address for the selected vendor contact will be displayed if a default has been set up in Maintenance/Vendor Contact (email address). This field may not be overridden.
The vendor contact email address is used when the Send Purchase Order feature is selected from the Purchase Order Send screen. A PDF of the purchase order can be created and may be emailed directly to the vendor from the send screen.
Employee Limit - The employee will not be able to exceed the dollar limit amount when a default has been setup for the "issued by" employee in Maintenance/Employee - PO & Expense Report tab. The employee will not be allowed to exceed the dollar limit. Employees without dollar limits may create purchase orders for any amount.
If the Employee limit is null and the Employee has a Purchase Order Rule associated in Employee Maintenance, the PO Number will be displayed as Incomplete, until the Employee record is fixed, by either adding a Purchase Order limit or removing the Purchase Order Rule.
PO Total - The cumulative purchase order total is displayed here. Prior to PO lines being entered, this field will display as "0". This is display only.
Message - Displays the current status of the Purchase Order: Examples: PO Complete, Approved/Denied or Void. This is display only.
Click the Save button to generate a Purchase Order.
To customize the display of the Purchase Order, click on the Column Preference icon or right click on a column heading. A Columns popup will display near the column headings of the grid. Hover the mouse over to select the columns to be displayed. All selections (or de-selections) will be automatically saved. When completed, click outside the Columns popup.
There are multiple ways to add new line(s) of detail:
On the first blank row on the Details grid enter the following information. Double click on the fields to display the Search list.
Description - Enter the Purchase Order line description (up to 40 characters) to use for queries and reports.
Detail Description - Description of the detail - up to 9,000 characters.
Detail Instructions - Enter instructions for the line item - up to 9,000 characters.
Client, Division, Product - Enter / Select the Client, Division and Product when the line is related to a Job. If entering a Company Purchase Order, leave this field blank.
Job Number - Enter / Select the number of the job to which the Purchase Order applies. To narrow the search for job numbers, enter the Client, Division, and Product first, then search on the Job Number. After selecting the Job Number, the Client, Division, and Product codes automatically default.
If the Job is marked as Non-Billable, a message will display indicating such.
If entering a Company Purchase Order, leave this field blank.
If
the Approved Estimate Required flag is checked on the job that is entered,
the system will check the Production settings in the Agency Maintenance
table to validate against controls that may have been set up for Purchase
Order creation.
A message may be displayed if the job does not have an approved estimate
or the purchase order amount exceeds the approved estimate, including
any contingency that has been established.
Component - Enter / Select the job component number. If there is only one component, it displays automatically. If there is more than one component, enter or select the component to use.
If entering a Company Purchase Order, leave this field blank.
If the Job/Component entered should be cleared, use the Clear Job button to clear the job just entered.
Function Code - Enter / Select the Function to assign to this line of the Purchase Order. If the Function entered is Non-Billable, a message will be generated indicating such.
GL Account - A GL Account code may be entered for Purchase Orders that does not include a Job or Component number. Setup in Advantage is required in order to use this option.
When the Function Code has an assigned Overhead Account Number, the GL Account Code will default automatically to the line item.
The ability to overwrite the GL Account Code is defaulted from the Function Code, or to add a GL Account Code, may be available depending on the Employee PO GL Settings selection:
Allow PO GL Selection - Select this option to allow users to select a General Ledger Account during Purchase Order Entry.
Limit PO GL Selection to Office - Select this option to limit the General Ledger Account to the Employee's Assigned Office's GL Account during Purchase Order Entry.
Quantity - Enter the quantity for the order up to 1,000,000,000.
Rate - Enter a rate of each unit, up to 4 decimal points. (Maximum amount is $999,999.9999)
Extended Amount - Will automatically be calculated based on the Quantity times the Rate. If Quantity and/or Rate are blank, enter the extended amount here.
If the Purchase Order amount is required, then a message will display if any line on the Purchase order has a zero or null in this field.
Markup Percent - Displays the markup percentage from the job.
Markup Amount - Displays the calculated markup amount based on the extended amount and the markup percent.
Markup is calculated and displayed for information and reporting purposes. The purchase order to the vendor does not include markup.
Line Total - Displays the automatic calculation for the line entry. Display Only.
Click the Add icon to add the line. To not add the new line, click the Cancel icon.
There are two options within the Add button on the toolbar in the Details section.
Manually - The Purchase Order Detail popup will display that includes the ability to create line items using Approved Estimates and use Vendor Pricing. Additional fields available:
Description - Enter the Purchase Order line description (up to 40 characters) to use for queries and reports.
Detail Description* - Description of the detail - up to 9,000 characters.
Detail Instructions* - Enter instructions for the line item - up to 9,000 characters.
* Insert Estimate Comments - To insert Estimate Comments, from an approved Estimate Quote, click the Insert Estimate Comments icon, located to the right of the Comment field.
A Job / Component must be associated to the line.
On the Insert Estimate Comment popup, select the type of estimate comments to be added and click Select. Types of Estimate Comments available are Estimate Log, Estimate Component, Estimate Quote, Estimate Revision, Function Comment and Supplied By Notes.
Multiple comments can be added at the same time.
* Insert Specification - To insert Job Specification details into the Detail Description click the Insert Specifications button, located to the right of the Comment field.
A Job / Component must be associated to the line.
On the Insert Specification popup, select either by Quote or by Categories/View Specs option (using the radio buttons), select the Specification and click Select.
Use Estimate - Click the Use Estimate button to display the List of Approved Estimate Items.
Each line on the approved estimate that contains a Vendor Function will display and be available to add to the purchase order.
Highlight the Function and click the Select button. Upon clicking the Select button, the Quantity, Rate, and Amount fields will be automatically populated on the purchase order, but can be changed as necessary. Only one function at a time can be selected.
Vendor Prices - Click the Vendor Prices button to display a list of Functions and pre-set pricing.
This option provides an easy way to update commonly used functions for specific vendors. If preset job types and/or units-rates have been configured within the Vendor Pricing maintenance form (Advantage | Maintenance | Project Management - Vendor Pricing), then there can be multiple line items for a single vendor.
Vendor Pricing is available on the Purchase Order Detail popup (Add new line - Manually option).
Click the Vendor Prices button on the toolbar to access the Vendor Pricing window.
Search Vendor Prices by - Use the drop down to search for vendor prices by Pricing for Job Type or Full Price list.
Pricing for Job Type - Use this option to select vendor prices by Job type using the Purchase Order's vendor's pricing. This will show all vendor's prices using the job type assigned to the job.
Full Price List - This will show the full vendor price list regardless of vendor or job type.
When the drop-down button is used, the list will automatically refresh.
Job Type - Displays the Job Type associated with the pricing.
Description / Quantity - If a description / quantity was already entered for the line when Vendor Pricing was activated, that description / quantity will display in this field.
If a quantity has not been entered for the line, this field will be blank. Enter the quantity for the line.
Unit - Rate - When a Vendor Price is added, this field will be automatically populated with the unit-rate.
Vendor - Displays the Vendor's Name.
Note - Displays notes that were entered when Vendor Pricing was activated.
Select the Price to use by clicking the Add button. When the Add button is clicked, the Use Rate will be automatically populated.
Quantity - Enter a quantity.
Total Line - Once a Quantity and Rate have been entered, the total line amount will display.
When done click the Select button to select it and populate the PO line with the information.
To cancel the Vendor Price, click the Cancel to cancel Vendor Pricing and return to the Purchase Order Detail.
Attached to AP - Check this option if the line item has a corresponding Accounts Payable.
Click the Save button to save the Purchase Order. If a PO Number is not generated (Incomplete), then PO Approval is required.
To remove the Job/Component selected, click the Clear Job button.
Job/Campaign Estimate Details
To select functions using Job/Component or Campaign, click the Add button then select Job/Campaign Estimate details. Search by Client, Division, Product, Job, Component and/or Campaign. To limit the functions to the vendor on the Purchase Order check the PO Vendor Only checkbox prior to searching.
The functions available for selection are based on the following criteria:
Estimate Quote must be approved, either Client Approved or approved internally.
Estimate must be associated with a Job/Component.
Estimate must be associated with a Campaign.
Estimate must include Vendor functions.
Once selected, click the Search button. Select the functions and click the New button.
To copy an existing line, highlight the line and click Copy. All fields will be copied to a new line. Multiples lines can be selected.
To copy just one existing line, either highlight the line or right click on the line and click Copy. All fields will be copied to a new line.
To copy lines from a different Purchase Order, click the Copy From button. On the Select Purchase Order popup, highlight a Purchase Order and click the Next button. Only one Purchase Order can be selected.
On the Select Purchase Order Detail(s) popup, select the Line number(s) to be copied and click the Next button. Multiple Line Numbers can be selected.
To not copy the Job/Component information, click the Exclude Job/Component information from copy checkbox.
To return to the Select Purchase Order popup, click the Previous button and re-select the Purchase Order.
On the Update Job Information popup, select the Line Number and click Next.
To update the Job information, use the lookups to select a different Client, Division, Product, Job and/or Component.
On the Copying Detail(s) popup, message will display stating copying detail(s) is completed.
Click the Finish button to exit the Copy From. To return to the Purchase Order Detail(s) popup, click the Previous button.
Click the Save button to save the Purchase Order. If a PO Number is not generated (Incomplete), then PO Approval is required.
Lines can be deleted from the Purchase Order as long as the Purchase Order is still in a pending status. To delete a line from the purchase order:
Highlight the line and click the Delete button or right click on the line and select Delete.
A message displays verifying the line(s) are to be deleted. Click Yes to delete or click No to disregard.
Multiple lines can be deleted at the same time.
If a line item has an AP associated, a green checkmark will display on the line item. There are two ways the AP Info can be viewed:
Highlight the line number and click the AP Info button.
Right click on the line number and select AP Info.
The Purchase Order AP Details popup will display.
The AP Info displays the following account payable Invoice detail information for the line item:
| Invoice Number | Invoice Date | Invoice Amount | Function Code | Function Description |
| Non-Bill | G/L Account | Quantity | Rate | Amount |
The AP Info displays the following estimate information for the line item:
| PO Quantity | Estimate Quantity | Actual Variance |
| PO Rate | Estimate Rate | Estimate Variance |
| PO Amount | Estimate Amount |
Use the P.O. Instructions section to enter general instructions for the Purchase Order. Once completed, click the Save button to save the entry.
Use the Shipping Instructions section to enter delivery instructions for the Purchase Order. Once completed, click the Save button to save the entry.
Use the Footer Comment section to review or modify the Purchase Order's Footer Comment. Select which type of Footer Comment will be included on the print. Once completed, click the Save button to save the entry.
Use Agency Defined Text tab - as defined in Advantage | Maintenance | General | Agency - Production Tab (Purchase Order Default Footer Comments).
Use Standard Comment Text tab - If a standard footer comment has been established for the client, or if a generic footer comment has been created, the footer comment can be defaulted (Maintained in Advantage | Maintenance | General | Standard Comments). Standard Footer Comments can be customized based on the Office and/or Vendor.
Use Customized Text tab - enter a customized footer comment for the selected Purchase Order.
Select Project Management from the Main Menu.
Select Purchase Orders from the menu to open the Purchase Order Search Window. Or, if already viewing a Purchase Order, click on the Search button on the toolbar to search for a new Purchase Order.
A search can be done on any combination of the following fields: PO Number, PO Description, Job Number, Job Component Number, Client, Division, Product, From Date, To Date, Due Date, Vendor, Issued By (Emp Code), Approver, PO Status (Approved, Denied or Pending) and if the Purchase Order has been printed. At least one piece of criteria must be entered.
Results will display View Details icon, Print icon, Copy icon, PO Number, PO Date, Vendor Code, Vendor name, Description, Due Date, Issued by, Match (what criteria it matched), Status (current status of the Purchase order) and Void (will display Red flag if Purchase Order has been voided).
To locate a Purchase Order, input the following search criteria in the search screen. The up/down arrow keys on the keyboard can be used to locate and select specific records after inputting search text.
If searching by PO Date, the date it will look for is the actual date the PO was entered, not the PO Date that was entered. For example, if today's date is 10/29/16 and 10/30/16 was entered as the PO Date, if searching by PO Date, the system will look at the actual date (10/29/16) instead of the date that was manually entered (10/30/16).
PO Number - If a Purchase Order has is pending or has been denied, the Purchase Order number does not display. The Purchase Order will displays as 'Pending' or 'Denied' with the Purchase Order description.
Description - Enter partial or full description to search for the Purchase Order.
Client/Division/Product - Select a Client, Division and Product when the line is related to a Job.
Job Number - Includes option to search for closed or archived jobs.
Job Component Number - Includes option to search for closed or archived jobs.
Vendor - Select a vendor to limit the search results.
From Date - Enter or select a beginning date, using the Calendar widget to start the search from.
To Date - Enter or select an ending date, using the Calendar widget to search through.
Due Date - Enter or select, using the Calendar widget, the Purchase Order Due Date.
Issued By - Select an employee to limit the search results.
Approver - Select an approver to limit the search results.
PO Status - Select a Purchase Order Status, using the dropdown, to limit the search results. Options are Approved, Denied or Pending.
Advanced Filters - - Click on the dropdown to show addition filter option:
Printed - Check this option to only include Purchase Orders that have been printed in the search results.
Omit Voided PO's - To not include Purchase Orders that been voided in the search results, check the Omit Voided PO's checkbox.
Omit Closed PO's - To not include Purchase Orders that have been closed in the search results, check the Omit Closed PO's checkbox.
When done, click the Search button. A list of all Purchase Orders matching the Search Criteria will display. The search results will include voided and closed Purchase Orders if indicated in the search.
To view a Purchase Order, click on the View Details icon. Click the Clear button to clear the search results from the window so new criteria may be entered.
To print the Purchase Order, click on the Print icon on the corresponding Purchase Order.
To create a copy of an existing Purchase Order, click on the Copy icon on the corresponding Purchase Order.
Use the Change page navigation to view all results.
The Purchase Order General Information will be displayed. The following fields are editable with the remaining fields as display only: Purchase Order Description, Order Date, Due Date, Work Complete and Vendor Contact.
If the Purchase Order is in an Approved status, Pending status, VOID status:
Able to modify - P.O. Instructions, Shipping Instructions and Footer Comments
Cannot - Unable to Revise or Void the Purchase Order.
If the Purchase Order is Denied, modify as needed and resubmit for approval.
If the Purchase Order has been sent for approval, hover over the status (in red Pending, Approved or Denied) to display the Approver and their current status on the approval.
If a Purchase Order has been marked as completed, modification or voiding of the Purchase Order is not allowed.
When modifications are complete, click the Save button.
The option to Bookmark an individual Purchase Order is available by clicking on the Bookmark icon on the toolbar.
Down Arrow - Webvantage Link - Click to copy of the screen's URL to include (paste) in various types of correspondence such as emails, Alerts/Assignments, and outside systems.
To customize the display of the Purchase Order Line Item Detail, either click on the Column Preferences icon (in first columns header) or right click on any column heading. A Columns popup will display near the column headings of the grid. Hover the mouse over to select the columns to be displayed. All selections will automatically be saved. When completed, click on the Column icon or outside the Columns popup.
To view the details of a specific Purchase Order, click the View Details icon to the left of the corresponding order from the Search results. All Line Items for the Purchase Order are listed and display additional information:
Line Nbr - Displays the line number for the entry.
Description - Enter the Purchase Order line description (up to 40 characters) to use for queries and reports.
Detail Description - Description of the detail - up to 9,000 characters.
Detail Instructions - Enter instructions for the line item - up to 9,000 characters.
Client/Division/Product - Displays the Client, Division and Product for the line item, if applicable.
Job/Component - Displays the Job and Component Number for the line item, if applicable.
Function - Displays the Function Code for the line item.
Function Description - Displays the description for the Function Code.
GL Account - Displays the GL Account number that was associated to the Function.
Quantity - Displays the quantity for the Function.
Rate - Displays the rate for the Function.
Extended Amount - Displays the total of Quantity times Rate for the Function.
Markup Percent - Displays the Markup Percentage for the Function.
Markup Amount - Displayed the Markup Amount for the Function.
Line Total - Displays the total amount for the Function (Extended Amount plus Markup Amount)
Estimate/Budget (Net) - The estimate net amount for the job/component and function.
PO Used (Net) - All purchase order net amounts posted to this job/component and function.
Balance (Net) - The balance between the Estimate/Budget (Net) amount and the PO Used (Net) amount.
CPM - Checkmark indicates if the line item is Cost Per Thousand.
AP - Checkmark indicates if the line item has an Accounts Payable record. Click on the checkmark to view the Purchase Order AP Details.
Completed - Checkmark indicates if the line item has been completed.
To view the Line Item details, right click on the row and select View Details.
After any modifications are complete, click the Save button to save the Purchase Order. If a PO Number is not generated (Incomplete), then PO Approval is required.
Right clicking on a Line Number offers additional options: View Details, Copy, Delete and AP Info.
View Details - Select the line number, right click and select View Details. The Purchase Order Detail popup displays, with the same options as when Manually adding a line item. When completed, click the Save button to save changes made.
Copy - Select the line number, right click and select Copy. The select line will automatically be copied. Only one line number can be copied at a time.
Delete - Select the line number(s), right click and select Delete. The selected line(s) will automatically be deleted. Multiple line numbers can be deleted at a time.
When all lines are deleted, the Purchase Order Number will be displayed as Incomplete.
AP Info - If a line item has an AP associated, green checkmark on the line item, select the line number, right click and select AP Info. The Purchase Order AP Details popup will display.
Save - To save any changes made to the Purchase Order, click the Save button.
Search - To view a different a Purchase Order, click on the Search button to search for a new Purchase Order. Another option to return to the Search screen is to click on the PO Number link within the Purchase Order.
New PO - To enter a new Purchase Order, click on the New PO button.
Copy - To copy a Purchase Order, click on the click the Copy button.
Add Line - To Add a Line to the Purchase Order, click the Add Line button. Refer to the topic for detailed instructions. This function is not available when the Purchase Order is in an Approved status.
Revise - To track the changes made to the Purchase Order by using Revision numbers, click the Revise button. The revision number can be manually overridden. This is an OPTIONAL function and is for informational purposes only. This function is not available when the Purchase Order is in an Approved, Pending or VOID status.
Void - To void a Purchase Order, click on the Void button. Purchase Orders that have been completed are not available to be voided.
Print/Send - To print the Purchase Order, click on the Print/Send button. Print will also trigger the Purchase Order Approval request.
Cancel Approval - If the Purchase Order was sent for approval, the Cancel Approval button will display. Select this option to rescind the Approval request.
Mark Complete - When the employee has security rights to Finance & Accounting/Housekeeping/PO Maintenance, this option is used to mark the purchase order complete. Once completed, the PO cannot be edited and all lines are marked as complete. The button will now display Mark Not Complete to allow a reversal of the process.
Refresh - To refresh the Purchase Order, click on the Refresh button.
Bookmark - The option to Bookmark an individual purchase order is available by clicking on the Bookmark icon on the toolbar.
When a Purchase Order is entered and the dollar amount exceeds the user's PO Limit and is assigned to a PO Approval rule (in Employee Maintenance), the Purchase Order must be sent for Approval. See Security and Setup below for Purchase Order Approval Rules and Approval setup.
To send the Purchase Order for approval, click on the Print/Send button and select Print. A pop-up panel will display stating that the Purchase Order cannot be printed until approved.
To send the Purchase Order Approval request, select a priority for the request, either Low, Medium (default) or High and click on the Get Approval button. This will send the Purchase Order Request, via Alert and Alert Email, to the designated Approver(s). Click on the Cancel to not send the Purchase Order for approval. To cancel the PO Approval request, click the Cancel Approval button in the toolbar.
The alert recipient(s) is dependent on which approver(s) is available, based on the PO Approval Rule set up in Advantage Maintenance and the In/Out Board Dashboards in Webvantage. If the primary approver is 'Out', then the Alternate Approver 1 is sent the Purchase Order Request alert. If Alternate Approver 1 is also 'Out', then the Alternate Approver 2 is sent the Purchase Order Request alert and so on.
An Alert will be sent to the requester indicating that the Purchase Order has been Approved or Denied by each approver. If multiple approvers, the Alert will include a message indicating other approvers are needed to respond.
If a PO Approval request has been cancelled and the approver clicks on the original Alert generated, a message will be received that the approval was cancelled and/or resubmitted.
The PO Number is not assigned at this time, it will display as Pending in both the Purchase Order Number field and on the Purchase Order itself. To view the status of the request, hover the mouse over the Pending, Approved or Denied, displayed in Red font to view who the approver(s) are and their current status on the approval.
If a Purchase Order has met the PO Approval requirement but has not yet been sent for approval, the PO Number will display as (Incomplete).
Purchase Orders cannot be modified once the approval request has been submitted. Purchase Orders in a Pending or Approved status can be cancelled and re-submitted for approval if changes need to be made to the Purchase Order. Click on the Cancel Approval button to remove the Pending or Approved status. After changes have been made, click the Print/Send button and select Print to re-submit the Purchase Order for approval.
Approved - After all approvers have approved the Purchase Order, the Purchase Order can be printed. In the Purchase Order Search screen, select Purchase Order Number from the PO Number lookup and click Search. The Purchase Order indicates that it has been Approved (top right-hand corner) and it is locked and does not allow modification. If the Approved Purchase Order needs to modified, the requester can cancel the approval and resubmit
The approver is able to change the Purchase Order approval request to Deny.
Denied - If the Purchase Order has been denied, select the Denied Purchase Order from the PO Number lookup and click Search. The Purchase Order will not have a PO Number assigned and will state Denied. The Alert may contain comments from the Approver, indicating what changes need to be done in order for the Purchase Order to be approved. To re-submit the Purchase Order for approval, click the Print/Send button and select Print.
The approver is able to change the Purchase Order approval request to Approved.
In order to save data entry time, existing Purchase Orders can be copied. Open the Purchase Order to be copied and click the Copy button. The new Purchase Order will be created and displayed.
Copy a Purchase Order is also available from the Purchase Order Search screen. Click the Copy button on the corresponding Purchase Order.
All fields can be modified. The Order Date and Due Date will default to the current system date but can be over-ridden by entering a new date or using the Calendar widget.
The new Purchase Order is not created until it is saved. Click the Save button to create the new Purchase Order. To not create a new Purchase Order, close the Purchase Order window.
IMPORTANT: Only Jobs with the following Job Processing Controls will be copied:
1 - All Processing |
3 - AP & Billing |
4 - AP, Time and Billing |
8 - AP, Time, IO and Billing |
9 - AP, IO and Billing |
|
If a Purchase Order is no longer valid, it can be voided unless any lines within the Purchase Orders has been marked as completed. Once a Purchase Order has been marked as Void, no further actions may be taken on that Purchase Order.
To void the Purchase Order, click the Void button. The confirmation message will display: Are you sure you want to Void this Purchase Order? If yes, it will be marked as voided and will no longer be available for use. Click Yes to delete the Purchase Order, or click No to escape without voiding the Purchase Order.
To view all alerts and assignments for the Purchase Order, click the Alerts button. Standard Alert options are available, add New Alert, add New Assignment, Group/Filter, Show, Include Completed and Bookmark.
There are many options available for generating the Purchase Order Print.
The ability to print and send the application report is available by using the Print/Send options on the toolbar. There are 5 options available in the Print/Send section of the toolbar:
Print - Creates the report by using the established default settings by user / saved options from the Print Options. Once selected, the report will be downloaded.
The Print option also triggers the Purchase Order Approval request when required. The Purchase Order report will not generate until it has gone through the approval process.
Send Alert - Displays the New Alert popup for completion. Select the Recipients using the Select Recipients button or by selecting the Notify Alert Group option. Select the Category and Priority and enter a Due Date and Time Due, if applicable. Modify the subject and/or enter a message. The alert will include the attachment. Additional documents may be attached by using the Attachment/Link option.
The Assigned Employee Alert Group consists of the following employees that are related to the Job/Component: Account Executive, all Employees listed as a member of Project Schedule team (in the Assignment section of the Project Schedule) and all Employees assigned to a task within the Project Schedule.
Send Assignment - Displays the New Assignment popup for completion. The assignment will include the attachment.
Send Email - Displays the Send email popup for completion. Select Email Recipients by using the To, Cc and Bcc links to access the Recipients selection or by manually entering the email address. If multiple recipients, separate each email address by a comma. Select the Priority, modify the subject and enter a message/description. The email will include the attachment (based on agency settings). Additional documents may be attached by using the Attachment/Link option.
Recipients - If a Vendor Contact was attached to the PO, the Vendor Contact name and email address will display and will automatically selected to receive the email.
Print Options - Displays the Print/Send options where various formats, location, print options can be selected and saved. User can print the report or opt to send an alert or email. To save the options selected, click the Save Settings button. The next time the Print is accessed, the selected print options will be the same.
The Unity Menu (right clicking on the application) is available when viewing the list of Purchase Orders associated to the Job / Component through the PMD (Project Management Dashboard).:
See below for various options available for printing from Print Options:
The Purchase Order
can include a signature and will be dated based on the type of date selected on the Print Order form.
The Employee Signature on the actual print will be of the Employee who
issued the Purchase Order.
The Purchase Order Number & Description, Issued By, Issued To, Date Issued, Due Date, and PO Total will display at the top of the page.
Report Format - Select the Purchase Order report to be printed.
001 - Standard - The Purchase Order will print on the Standard Report.
002 - Standard - W Footer Above Signature - The Purchase Order will print the Standard Report with the Footer displaying above the signature line.
300 - Purchase Order with Client Name - The Purchase Order will include the Client Name and Agent information, along with verbiage 'Please see "Other Information" above the Purchase Order description.
301 - Purchase order with Client Name v2 - The Purchase Order will include the Client Name (Principle), Purchaser and is designed to be sent to the Seller. It also includes additional verbiage of 'Please see "Important Terms" above the Purchase Order description.
Location ID - The Locations defined for the company will display, Use the drop-down menu to select a Location ID to print on the Purchase Order. IF a Location should not print, select the "none" option.
Use Printed Date - Check this option if the Purchase Order Date should be printed on the Purchase Order. Uncheck this box if an alternate date should print on the report. If this box is unchecked, enter the PO Date, or select from the Calendar widget, the date that should print on the Purchase Order.
PO Instructions - Check this option if the PO Instructions should print on the Purchase Order.
Shipping Instructions - Check this option if the Shipping Instructions should print on the Purchase Order.
Detail Description - Check this option if the Detail Description should print on the Purchase Order.
Detail Instruction - Check this option if the Detail Instruction should print on the Purchase Order.
Footer Comment - Check this option if the Footer Comment should print on the Purchase Order. Which Footer Comment to be used is determined from the Footer Comments section.
Vendor Code - Check this option to include the vendor code on the Purchase Order print.
Vendor Contact - Check this option if the Vendor Contact should print on the Purchase Order.
Client Name - Check this option if the Client Name should print on the Purchase Order.
Product Name - Check this option if the Product Name should print on the Purchase Order.
Job / Component - Check this option if the Job/Component should print on the Purchase Order.
Job Description - Check this option if the Job Description should print on the Purchase Order.
Job Component Description - Check this option if the Job Component Description should print on the Purchase Order.
Function Description - Check this option if the Function Description should print on the Purchase Order.
Exclude Employee Signature - Check this option to not include the Employee Signature on the Purchase Order print.
Use Logged in User Signature - Check this option to use signature of the Employee generating the Purchase Order print. This option is not available when the Exclude Employee Signature option is checked.
Use Location Name in Signature - Check this option to display the Location as part of the Authorization preceding the signature line.
Use Client Name in Signature - Check this option to include the Client Name as part of the Authorization preceding the signature line.
To save the Print settings selected, click the Save button.
The Vendor Address used is dependent on the setting in Advantage | Maintenance | General | Agency - Accounting Options - Display Pay To information in A/P and PO rather than vendor address. When this option is selected the Pay To address will be displayed versus the Vendor's Name and Address.
After making the printing selections, click the Print button. The Purchase Order will be generated in a pdf format immediately. Choose to Print or Save the pdf. Once the file is opened, choose Print to print the Purchase Order.
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