The Purchase and Work Orders Window is the interface to manage and monitor the status of Purchase and Work Orders for Projects.
The Purchase and Work Orders Window allows the user to display Purchase and Work Orders either for a Project or Vendor by choosing the appropriate option on the For selection. If Project is selected, enter or choose the desired Project Code into the Project field. If the Vendor option is chosen, enter or select the proper Vendor Code in the Vendor field. Doing so will display all Purchase and Work Orders for the Project or Vendor on the Purchase and Work Orders Grid.
Show Open Only: By default, the Purchase and Work Orders Grid will display all Purchase and Work Orders for the Project or Vendor, regardless if the Purchase and Work Order is open or closed. Select the Show Open Only option to display only Purchase and Work Orders that are currently designated as open which can often greatly reduce the number of Purchase and Work Orders listed. For more information on how Design Manager designates a Purchase and Work Order as open or closed, see the Company Advanced Options - Purchase Order Tab.
The Purchase and Work Orders Grid has the following columns:
|•||Purchase Order Number (PO No.): The unique reference number of the Project Purchase Order.|
|•||Type: Either PO or WO indicating Purchase Order and Work Order respectively.|
|•||Date: The Ordered Date of the Purchase Order.|
|•||Open: If the Purchase Order is currently open, Yes will appear in this column. If the Purchase Order has been closed, No will be displayed.|
|•||Vendor Code: The Code of the Vendor for the Purchase Order was created. This column will only be displayed when viewing Purchase Orders by Project.|
|•||Vendor Name: The Name of the Vendor for the Purchase Order was created. This column will only be displayed when viewing Purchase Orders by Project.|
|•||Ship To Code: The Ship To Code of the shipping address designated for the Purchase Order.|
|•||Ship To Name: The Name of the shipping address designated for the Purchase Order.|
|•||PO Amount (Est. Cost): The sum of the Extended Cost of all Components included on the Purchase Order.|
|•||Verbal / Reference Number (Verbal / Ref. Number): If a reference number was given by the Vendor for an order placed over the phone, e-mail, or other media, the user can input this number on the Edit Generated PO Window when creating the Purchase Order in Design Manager. Upon accepting the Purchase Order, the reference number will then be displayed in this column.|
|•||Notes: Any information recorded on the Purchase Order Status - Notes Tab will be displayed in this column. To see the entire Notes for the Purchase Order, simply hover the mouse over the column.|
|•||Deposit Sent: The Deposit Sent column will display the total of all Credit Card payments and Checks written for Deposits recorded for the Purchase Order.|
|•||Deposit Check Information (Deposit Check Info.): The Check Number and Check Date of each Check for all Deposits for the Purchase Order will be listed in this column. If the Deposit was paid using a Credit Card, it will be so noted with the date of the payment.|
|•||Acknowledgement Date (Ack. Date): The date the Purchase Order was acknowledged by the Vendor.|
|•||PO Amount Less Deposit: The difference of the PO Amount and Deposit Sent columns.|
|•||Actual Vendor Invoices Paid: This column will display the total of all Credit Card Payments and Checks written for Vendor Invoices recorded for the Purchase Order. |
|•||Paid Check Information (Paid Check Info.): The Check Number and Check Date of each Check for all Vendor Invoices for the Purchase Order will be listed in this column. If the Vendor Invoice was paid using a Credit Card, it will be so noted with the date of the payment.|
Add and Edit: The Add and Edit buttons will display the New Purchase Order or Edit / Change Order Windows to create a new Purchase Order or revise the selected Purchase Order on the Purchase Orders Grid, respectively. More information on is available under the New Purchase Order Window and Editing a Purchase Order below.
Delete: Upon selecting a Purchase Order and clicking the Delete button, one of two actions will occur:
|•||A message stating "Are you sure you want to delete this Purchase Order?" will be displayed. Clicking the Yes button will permanently delete the Purchase Order from Design Manager. Clicking the No button will leave the Purchase Order unaffected. Note: If a Purchase Order is deleted, no record of the document will be available in Design Manager regardless if the Vendor actually possesses a copy of the Purchase Order.|
|•||A message stating "This Purchase Order cannot be deleted because of activity in the General Ledger that refers to this Purchase Order. Try voiding the entries associated with the Purchase Order and see if it can be deleted." |
Re-Print: The Re-Print button will display the Reprint Purchase Order Window whereupon the selected Purchase Order can be reviewed in the Print Preview Window, printed directly to a printer, or emailed to a Vendor. The Reprint Purchase Order Window will discussed in full under Re-printing or E-mailing a Purchase Order later in this chapter.
Multi-Print: An entire selection of Purchase Orders can be reprinted simultaneously using the Re-Print Multiple Purchase Orders Window which is accessed by clicking the Multi-Print button. For more information, see Re-printing Multiple Purchase Orders below.
Receiving/Status (Rec/Status): Clicking the Receiving/Status button will display the Purchase Order Status Window to record and review a wide variety of information regarding the purchasing, shipping and receiving for the Components on the selected Purchase Order. For more information on the Purchase Order Status Window, see Acknowledging Purchase Orders and Receiving Merchandise below.