Introduction to Purchasing

Purchase orders are commonly required for all purchases from outside suppliers. This process ensures that supplier costs are identified with a job and provides you with information necessary to stay within the client's budget. Without a purchase order, supplier charges can end up not billed or charged to an incorrect job.

For each job, you may create and store as many purchase orders as required. They are tracked to ensure proper billing of all charges.

Note: The Purchase Order Type drop-down list only shows the type of purchase orders to which the user has been given access in Purchase Order Security. If a user has only been given access to Job Purchase Orders, House Purchase Orders will not display as a selection on the P.O. Type drop-down list. Conversely, if a user has only been given access to House Purchase Orders, Job Purchase Orders will not display as a selection.

Purchase Order entry allows you to set up three different types of Purchase Orders:

Production/Job purchase orders are issued when items are purchased for jobs in the Production System. Upon receipt of the supplier invoice, the expense is identified with a job number and the client can be billed. Items purchased with the understanding that an invoice from the supplier is not required before billing can be processed after converting the purchase order to a cost amount.
House purchase orders are issued when items are purchased for your company or to complete jobs which are non-billable (new business, promotion). Upon receipt of the invoice, the supplier expense may be identified with a client at the time you record the supplier expense to update Cost Accounting.
Blanket purchase orders are issued to order supplies for multiple jobs which may or may not be billable. The one disadvantage to issuing blanket purchase orders is that the system cannot compare the actual amount spent on supplies to any estimated amount for a specific job. If you do not need to track amounts spent on jobs, use blanket purchase orders.

Introduction to Purchasing

For each job, you may create and store as many purchase orders as required. They are tracked to ensure proper billing of all charges.

Purchase Order entry allows you to set up three different types of Purchase Orders:

House purchase orders are issued when items are purchased for your company or to complete jobs which are non-billable (new business, promotion). Upon receipt of the invoice, the supplier expense may be identified with a client at the time you record the supplier expense to update Cost Accounting.