Add a PO manually

Enter the PO header information

1. Go to Projects and select the appropriate project in the Quick Select section.
2. On the Project Home page, select POs in the Procurement section.
3. Select Actions > Add Manually.
4. Optionally, update the Project number.
5. Optionally, select the Prime Contract number.
6. Optionally, select the CO # or WO # reference.
7. Add the following general PO information:
   • Update the Issue Date as needed.

     Today's date is used as the default value. This field is required.

   • Update the PO #, if needed.

     This field is required.

   • Optionally, select the PO Type.
   • Enter the PO Subject.

     This field is required.

   • Update the PO Status as needed.

     If the workflow is enabled and a PO workflow rule exists, then the status field will be disabled; otherwise, it is enabled.

   • Status Date
8. Add the vendor information as follows:
   • Select the Company.

     The dropdown is the project directory. If a vendor is not listed, select Add New Company to Project Directory to add the company information while creating the PO. The newly added company will be automatically selected when you return to the PO form.

     This field is required.

   • Optionally, select a Contact.
   • Select the company Address.

     This field is required.

9. Optionally, add the following issued and authorized by information:
   • Select the person adding the PO using the Issued By dropdown.
   • Select the person that authorizes the PO, such as the PM or financial admin, using the Authorized By dropdown.
   • Select the company Address.
10. Optionally, select the Terms, and enter the FOB and Ship Via.
11. Optionally, update the Ship To Address information as needed.

    It's recommended to fill in this information.

Set default values for PO items (Optional)

The values specified in the Default Line Item Values section will be used when the corresponding entries for line items are left blank.

1. Enter the Delivery Date.

2. Select the Job Cost Code.

3. Select the Tax Code.

4. Select the Resource.

Add PO items (Optional)

1. For each item, do the following:
   1. Optionally, update the Item #, if needed.
   2. Enter the item Description, Quantity, Units, and Unit Price.
   3. Select the job Cost Code.

      If the field is left blank, the default job cost code specified in the Default Line Item Values section will be used.

   4. Optionally, select the Tax code.

      If the field is left blank, the default job cost code specified in the Default Line Item Values section will be used.

   5. Select the Resource.

      If the field is left blank, the default job cost code specified in the Default Line Item Values section will be used. If no resource is specified in the Default Line Item Values section, then Materials (M) will be used.

      This field is used to categorize expenses by material, labor, equipment, sub, and other.

   6. Optionally, enter the estimated Delivery Date.

      If the field is left blank, the default job cost code specified in the Default Line Item Values section will be used.

2. Select Save or Save & New.

Import PO items (Optional)

• Import labor items from the cost database.
• Import equipment items from the cost database.
• Import work items from the cost database.
• Import estimate items.
• Import estimate items grouped and summed by code, description, and unit of measure.
• Import anticipated costs.
• Import job cost codes as line items.