Create Purchase Order Using Copy Utility

System Location: Data Entry > Purchasing > Purchase Orders

This topic provides details on how to create a single purchase order (P.O.) by using the Copy Utility. This option would typically be used to create P.O.s for items that are frequently purchased but are not defined as inventory items (commonly referred to as "freeform parts.")

The term "free-form part" refers to values entered as Part Numbers in various areas of JobBOSS2 without having a defined part table record associated with it. For example, on a quote this means entering a value by typing it directly into the Part Number field and then providing the desired quantity breaks and sales prices since the system has no underlying record to pull from.

Other areas of JobBOSS2 where this is likely to be done include:

  • Estimates (BOM items)
  • Purchase Orders
  • Jobs (Job Requirements)
  • Orders / Jobs (Part Number being ordered)

The type and amount of information that will have to be provided by the user will vary depending on where the freeform part is entered.

The ability to use freeform parts provides great flexibility; however, it is important to note that they will not be included in the Inventory Summary and cannot have on hand quantities available for use.

For more information see Purchase Orders.

  1. Go to the blue Data Entry tab, open the Purchasing dropdown menu, and select Purchase Orders.
  2. Select the P.O. to be copied (the Source P.O.) in the Purchase Order Navigator Grid.
    • Use the search options provided if the Source P.O. is not displayed by default.
  3. Click 'Copy' (located at the top of the page.)
    • The utility automatically opens a new P.O. (Destination P.O.) form (with the designation of "copy") that contains all the information present in the Source P.O.

Verify Values

Verify information in the Destination P.O. to make sure it contains the correct dates, parts, and quantities.

An asterisk [*] indicates a required field.

General Section
  1. Verify / provide information for the following fields:
    • *P.O. Number
    • P.O. Date: Represents the date the items were ordered
    • Default Line Item Due Date: Used as the default due date for each item added to the Destination P.O.
      • Defaults to the 'P.O. Date' provided on the Source P.O. but can be changed
      • Changing the value here does not automatically update the Due Dates for parts listed in the Line Items Grid
        • Use the Update All button to flush a new date through already existing line items.
      • The date present will be used for any new Line Items added to the grid
    • Ignore Minimum Charge On This P.O.: Determines the dollar amount displayed on the P.O. if the total is below the vendor's stated minimum charge
Line Items Section
  1. Delete any items that are not needed on the Destination P.O.
    • If the utility is used to re-create P.O.s for expendable supplies, it may be common to copy a "template" P.O. and simply delete the items that are not being purchased on the Destination P.O.
  2. Verify the following information for each remaining row in the grid:
    • Part Number - Determine whether the item should be included on the Destination P.O.
    • Qty Ordered - Verify / edit whether the same quantity is being purchased
    • Unit Cost - Pulls dollar amount from Source P.O.
      • May be different from the Inventory Item cost if looking at a defined part that has been updated since the creation of the Source P.O.
  3. Edit 'Due Date' if needed.
    • Each line present "inherits" its Due Date from the Source P.O, but can be changed.
      • Use the Update All button to flush a new date through already existing line items.
  4. Verify / edit the destination for the item being ordered.
    • By default, each item "inherits" the destination assigned on the Source P.O.
    • Destination information can be edited in the Line Item Details.
  5. Edit any additional information for each part in the Line Item Details as needed.

To edit the details of a P.O. Line Item:

  1. Select the desired item.
  2. Click 'Details.'

The following information is available for review and / or editing for each Line Item.

General Section - Details

Reference Only - Cannot be Edited

  • P.O. Number
  • Part Number
  • Purchasing Factor
    • Only displays if Purchasing and Stocking units are different
  • Step Number

Available for Editing

Purchase Orders must be unprocessed in order to be edited.

  • GL Code - Indicates whether the line item will be treated as an expense or an asset purchase
    • Used to populated AP invoice(s) created from receiver(s) associated with the P.O.
  • Product Code
  • Miscellaneous Tooling Charge and Description - Appears on P.O. as a separate charge next to the selected part
  • Markup Percentage
  • Revision
  • FOB
  • Certification Required (Yes / No)
  • Taxable (Yes / No)
Comments - Details

Comments entered here do not print on the P.O.

Quantity / Job Number Splits Section - Details

The grid located here displays how the selected item is being distributed and when each quantity is expected to arrive.

Edit Expected Quantity - Existing Item

  1. Click on either 'Qty' field.
    • Displays two fields only if Purchasing and Stocking units are different; otherwise only one 'Qty' field is present.
    • If two are listed, note whether the Stocking or Purchasing Unit value is being edited.
    • If there is a difference in Purchasing and Stocking units, the stocking quantity field will not calculate the purchasing factor until you Process or OK out of the P.O.
  2. Enter the new value (in terms of the Unit selected.)
    • Quantities can be increased or decreased.
    • If the item is going to a job, the new quantity and related cost will be reflected in the job costs once it is received.
      • If the quantity is decreased on material going to a job as a result of job requirements, the unordered quantity will remain as an open requirement.
    • If the item is going to inventory, the on hand quantity and valuation will be updated once it is received.

Add New Split / Destination

  1. Click 'Add Row.'
  2. Enter the destination of the new split in 'Job Number' field.
    • Manually type the job number the extra material should be posted to when received.
      • Material purchased for a job outside of 'Job Requirements' will still satisfy any open requirements that exist for the selected part / job combination.
    • If the material is going to inventory, type 'STOCK' as the 'Job Number.'
      • Material purchased to inventory outside the use of the 'Reorder Level' option on the Auto PO Utility will still satisfy the need to replenish inventory levels for the selected part.
  3. Enter the amount of material being ordered in either 'Qty' field.
    • Displays two fields only if Purchasing and Stocking units are different; otherwise only one 'Qty' field is present.
    • If two are listed, note whether the Stocking or Purchasing Unit value is being edited.
  4. Edit the Due Date (Date Required) if needed.
    • The Due Date of any line item can be edited.

When adding new splits or editing existing ones, keep the following in mind:

  • When material is going to a job, quantity does not matter on a specific line item so long as the Total Quantity Ordered of the selected item is a whole value in terms of the Purchasing unit.
  • When material is going to inventory (i.e. assigned to 'STOCK'), the quantity must be a whole value in terms of the Stocking Unit.
Receiving Section - Details

Provided for reference purposes only to display details about when the selected line item was received.

Header Section
  1. Verify / edit values in this section as needed:
    • Purchased By: Indicates who authorized the purchase of the listed material / services
    • Contact: Represents the vendor's contact regarding the P.O.
    • *Currency Code: Defaults to currency associated with the selected vendor.
    • Exchange Rate: Populates from 'Currency Code' by default.
      • Will always be "1" unless dealing with a foreign currency.
    • Terms Code and Tax Code - Required on AP invoices
Available Addresses Section
  1. Verify / edit information regarding the expected delivery of the ordered items as needed:
    • Shipping Address Type (radio button): Select the option that indicates where the ordered items should be delivered.
    • Location / Customer Code / Vendor Code: Dropdown option varies based on the Shipping Address Type selected.
Comments Section
  1. Verify / edit 'Notes To Vendor.'
    • As indicated in the Comments Section, information entered in this field will print on documents seen by the vendor.
Complete P.O. Creation
  1. Click 'Process' once all the values have been entered / verified on the P.O.
    • If the Destination P.O. contains defined parts, it is likely the utility will display prompts regarding differences between the quantities / costs on the Destination P.O. and the Inventory Items defined in the system.
    • It is strongly suggested to answer 'No' to these prompts to avoid overwriting existing quantity breaks and related estimated costs on the part files referenced. If the user answers 'Yes', the utility will replace existing breaks with a single break and the cost located on the purchase order being created.
    • Once processed, you can go back and create additional line items. This unprocesses the P.O., and it must be processed again before you can receive anything in. Outside of that, most of a P.O. cannot be edited. The ability to unprocess a P.O. depends on whether it has been received or not.

 

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