Purchase Order entry form

Create Purchase Order Form

To create a purchase order, click Purchase in the shortcut menu, then click Create Purchase Orders.

The Purchase Order entry form allows you to create purchase orders from items in the job estimate.

To appear on a purchase order, job items must have a cost assigned (materials, labor, equipment, subcontract, or other) in the Job Edit Job Estimate form.

You can purchase order items that do not have a vendor assigned. When you add items to a purchase order that do not have a vendor assigned, the vendor selected in the prompt on the form will be assigned.

To create a purchase order, follow these steps:

To Create Purchase Order:

1. Click Add PO.

2. Complete the prompts described below.

To Edit Purchase Order:

1. Select purchase order from the prompt for Purchase Order.

2. Complete the prompts described below.

To Save Changes:

Click OK.

To Print Purchase Order:

Click View. This will display a pop-up menu with options to view either the pre-formatted version of the purchase order, or any purchase order merge documents that have been created.

To cancel changes:

Click Cancel.

To Exit the form:

Click Cancel to close the purchase order. Click Exit to close the form.

Other than standard prompts, the Purchase Order entry form has the these prompts:

PO Date:

Enter the date of the purchase order. This is just to identify purchase order, and has no other significance.

PO Number:

Enter the purchase order number. This will be displayed in the drop-down list of purchase orders at the top of the form, and in the printed purchase order.

Order Date From:

Enter the Order Date From (see note under Vendor below).

Order Date To:

Enter the Order Date To (see note under Vendor below).

Vendor:

Select Vendor for whom to create the purchase order.

Note: When you create a purchase order, you can select items to be purchased based on their order date, or based on their vendor. The order date is the item's Scheduled Start date minus the Lead Time Days. (This is the date on which the item must be ordered to be delivered by the scheduled work date.) You enter the item Product, Vendor, and Lead Time Days in the Edit Job Estimate form.

Purchase Items:

The purchase item grid displays the list of items to be purchased.

If multiple vendors appear in the list, then multiple purchase orders will be created, one purchase order for each vendor.

The purchase item grid has the following columns:

The left most column contains a check box. Check the box to select the item to be included in the purchase order. Click Select All to select all items, or Unselect All to clear all check boxes.
Vendor - Select the vendor to purchase the item from. You can create multiple purchase orders at one time if you select more than one vendor in the grid at a time.
Item Description - Same as the prompt for Item Name in the Edit Job Estimate form.
Category - Select a cost category.
Job Phase - Same as the promt for Job Phase in the Edit Job Estimate form.
Sub-Item Of - When you add an item to a purchase order, it will be added to the job estimate. When you do, you can place the new item into an item group by selecting the group item here.
Product - Same as the prompt for Product in the Edit Job Estimate form.
Count - Same as the prompt for Item Count in the Edit Job Estimate form.
Unit - Same as the prompt for Unit in the Edit Job Estimate form.
Price - Same as the prompts for Materials, Subcontract, Equipment, or Other in the Edit Job Estimate form.
Total - Displays the item total (count x price)
Deliver By - If the item has been scheduled, this will display the date on which the item is scheduled to be used at the job site.
Lead Days - Enter the order lead time in days.
Order By - If the item has been scheduled, this will display the date on which the item must be ordered to be delivered to the job site by the Deliver By date.
Item Notes - Same as the prompt for Item Notes in the Edit Job Estimate form.

If you want to add more items to an existing purchase order, click More Items. If there are any estimate items for the same vendor which do not appear on another purchase order, these will be added to the list with the Selected box not checked. Click Select All, or check the individual Selected boxes to add the items to the purchase order.

When you create a purchase order from items in the estimate, the counts and prices default to the count and prices entered in the estimate. You can change the purchase order counts and prices, and this will not change the estimated count and price. The counts and prices that you enter in the purchase order will be used as defaults for purchase transactions that you enter in the Enter Purchases form.

If you want to add items to a purchase order that are not in the estimate, you can enter them in the blank lines in the purchase order item grid. If you add items to a purchase order, this will add the items to the estimate, but the estimated count and cost will be zero. The counts and prices that you enter in the purchase order will be used as defaults for purchase transactions that you enter in the Enter Purchases form.

Payment Method:

Select the Payment Method: "On Account", or "COD".

Deliver To:

Select the Deliver To location: "Job Site", or "Will Call".

Deliver By:

Enter the date by which the materials being purchased must be delivered.

The Deliver By date is automatically set to the earliest date in the "Deliver By" column of (selected) purchase order items.

Tax Exempt:

Check if the purchase items listed are tax exempt.

With Installation:

Check if the purchase items listed include installation.

Print Prices On PO:

Check if you want to print item and total prices on the Purchase Order.

Notes:

Enter any notes to appear on the purchase order, in the heading with the Vendor name.

Status:

The Status prompt allows you to set the status of the purchase order.

"Active" is for purchase orders that have been issued, but not recieved.
"Completed" is for purchase orders that have been received.
Select "Deleted" to delete the purchase order.

OK Button

Click OK to save the purchase order.

Print Button

Click Print to display a popup menu with the following options:

Print Pre-Formatted PO. Select this option to print the purchase order in the pre-formatted that comes with Smart Contractor.
Print PO Merge Document. Select this option to print the purchase order in the purchase order merge document.
Edit PO Merge Document. Select this option to edit the purchase order merge document.

Cancel Button

Click Cancel to cancel changes.

Note: You can customize the appearance of your printed purchase orders with your company logo or letterhead image. For information, please see the Printed Forms Setup form topic.