A purchase order (po) allows for accurate tracking and organization of incoming and pending orders. These can be applied to track services, materials, groups of workers, quantity and time frame for the order. When a purchase order is added to the customer record it can also be displayed on the customer's invoice.
To add a new po, navigate to the customer, invoice setup (1.) po setup (2.) plus icon +.
Within the po setup section users may enter the alphanumeric po number, value and end date. A newly created po by default will already be set to active, indicated by a green light visible within the po list. Selecting the apply to all child departments option will allow the po to populate within the customer departments or sub-departments accordingly.
Select the apply to all active order and assignments option to tie the po to ALL open orders and assignments automatically. Utilizing this tool will override any previous po numbers attached to ANY existing orders and assignments. This option will also update existing transactions within time entry.
*Note- The default warn on date is ten days prior to the po end date and the warn on balance is 75% of the total po amount.
*Note- A po number does not require a value or an end date, therefore if not utilized leave these fields blank.
Utilize the filter options section to search by po number, customer, department, or amount.
Purchase orders that are no longer utilized can be deactivated by removing the purchase order activated box. The green light will now appear grayed out and the purchase order has become inactive.
Once a purchase order has been added at the customer level navigate to the order(s) you wish to place them to. Within the order, select details (1.) po setup (2.) po number (3.). If a customer has more than one po added on their record, within the order form, users may select from the po number drop down to apply the correct po.
Updating Orders and Assignments
When assigning the employees to an order, the assignment will inherit the characteristics of the order including the po information. When making a change to the po on an order after assignments have been created, there is an option to push those changes to the current assignments and pay/bill transactions.
If the the po is updated on the order, the following prompt will appear asking if all active assignments should be updated. Select the necessary yes or no.
If there are any transactions within the pay/bill section which have not been processed, a prompt will ask if timecards should be updated with the changed information.
*Note- When selecting to update assignments and pay/bill transactions this change will affect ALL active assignments and pay/bill transactions (which have not yet been processed) affiliated with that order.
Customers may request to separate invoices by po number to gain a better understanding of all po's currently being utilized. Within the billing setup section of invoice setup, navigate to the create separate invoices for each, click PO. This will allow users to print/email multiple invoices depending upon the number of po created on the customer record.
Additionally, within the billing setup section users will have the option to add the po number as an invoice line item. Selecting this option will allow customers to view multiple po numbers on one invoice.
*Note- The ability to add additional line items will be dependent upon what invoice styles have been selected or created for your company.
Purchase orders on assignments and time entry
Within individual assignments users may add a specific po number. Simply navigate to the employee assignment (1.) details (2.) po number section (3.). From the po number drop down attach the correlating purchase order number.
*Note-If the purchase order number is added on the assignment after the timecard has been created, users may refresh the transaction within time entry.
During the time entry process clients may request a po number be added, this can be added quickly without ever leaving the time entry screen. Double-click the transaction to open the detailed timecard. Under the pay and bill rates tab (1.) navigate to the payroll info section (2.), from the po number drop down select which purchase order number needs to be attached to the timecard (3.).
Purchase order numbers can easily be viewed within time entry spreadsheet by adding an additional purchase order column. Hover over the blue column, right-click the column, and select the PO number option. Notice, the PO number column is now displayed within your time entry screen.