Adding POs Manually

PO Header Data Entry Steps

  1. Click the 'Projects' icon on the left menu.
  2. Select the Project.
  3. On the Projects menu under Procurement, select POs.
  4. Click the 'Actions' button on the far right.
  5. Click 'Add Manually' option from the drop-down menu.
  6. In the data entry form, the Project # should be selected already but can be changed.
  7. Select the Prime Contract #. This may cause a refresh in order to calculate the next available PO #.
  8. Optional: Select the CO # or WO # Reference.
  9. General PO Informaton Section:
    Required Fields:
    • Issue Date
    • PO #
    • PO Subject
    Optional Fields:
    • PO Type
    • PO Status (If Workflow is turned on and a PO Workflow Rule exists then Status will be disabled otherwise it is enabled.)
    • Status Date
  10. Vendor Informaton Section:
    Required Fields:
    • Company
    • Company Address
    Optional Fields:
    • Contact
    Note: The company drop-down will be the Project Directory. If the vendor is not listed, just click Actions shown at the top right then Project Directory to add the firm on the "fly".
  11. Issued and Authorized By Section (All Optional):
    • Issued By (eg. Person entering PO)
    • Authorized By (eg. Person entering PO, PM or Financial Admin)
  12. Terms, FOB and Ship Via (All Optional)
  13. Ship To (All optional but recommended)
  14. Other Dates
    • Reminder Date (eg. Alert will appear on Procurement Calendar.)
    • Delivery Date (eg. Will be the default delivery date for PO Items unless specified in the grid.)

Setting Default Values for PO Items (Optional)

Default selections for job cost code, tax code, resource and estimated delivery date can be specified above the grid and will be used when the corresponding grid entries are left blank.

Adding PO Items (Optional)

  1. Navigate to the 'PO Items' section.
  2. Enter the Item # (sort order), Item Description, Quantity, Unit of Measure, Unit Price.
  3. Job Cost Code: Use Default Selection in header section or select a specific cost code in the grid row.
  4. Optional Tax Code: Use Default Selection in header section or select a specific tax code in the grid row.
  5. Resource: Use Default Selection in header section or select a specific resource code in the grid row. This field is used to categorize expenses by Material, Labor, Equipment, Sub, and Other. If no resource is specified in the header section or grid row then Materials (M) will be used.
  6. Optional Est. Delivery Date: Use Default Selection in header section or select a specific delivery date in the grid row.
  7. Repeat the steps above for any additional items.
  8. Click the 'Save' or 'Save and New' button at the bottom.

Importing PO Items (Optional)