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A Purchase Order, or PO, is a commercial document and the first official offer issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services.  It is used to control the purchasing of products and services from external suppliers, and is a legally binding document.

It states that the Agency is agreeing to spend the money indicated on the order for the items on the order.  

It includes details such as where the order must be delivered, and when it must arrive.

There are 4 options for creating Purchase Orders with standard amounts.  These are:

  • M - Order amount Manually: Allows you to enter whatever amount you need to order
  • F - Order the Full / Outstanding Value of the Cost Estimate: Enters the full remaining amount to be ordered
  • 5 - Order 50% of the Cost Estimate: Orders only 50% of the Cost Estimate value
  • O - Order Other % of the Cost Estimate: Allows you to enter a percentage of the Cost Estimate to order (e.g. 25%, or 75%)


 Screen layout

Create Purchase Order dialog


Create Purchase Order Form

Notice that the Supplier field is highlighted in red, this shows that the field is mandatory and needs to be completed.


 Field Help

Create Purchase Order dialog

Field Name

Description

Date

Date the PO was created.

Expand All

This will expand or collapse all rows.

Item

Items being ordered.

To be Ordered

The difference between the Ordered to Date and Est Cost.

Ordered to Date

This shows the amount that the item will cost the agency.

Est Cost

Estimated cost of the item.

Take Across Details

This will take all details on the PO to ensure the supplier understands what is required.

Take Across Worktype Notes

If you have notes on this work type they will be visible on the Purchase Order form.

Create as Draft

The document will be created in Draft status so that you are able to edit the PO form once it is created.

Create Purchase Order Form

Field Name

Description

Purchase Order Number

The PO number will automatically populate based on the original sequence set.

Go To

Quick access to the job bag details and Cost Estimate page is available from the Purchase Order form.

Supplier

The name of the Supplier to order from.

Attention

The person at the Supplier that you are dealing with for this order.

Delivery Address

The address that the PO items must be delivered to.  If you don't enter an address this will default to the address on the Product for the job (if one exists) followed by the address on the Client for the job (if one exists).  If these can't be found, it will default to the Agency's physical address. You can see this by viewing the Purchase Order printout.

Payment Terms

Define when the agency is required to pay the Supplier for these goods.

Client

The Client which the agency is doing a job for.

Issuer

The person who added the document.

 Description

The Purchase Order description is automatically populated with the detail from the Job Bag, which is a combination of the Product and Element fields.  It is possible to modify the description of the Purchase Order whilst in Draft status, but once the status has changed from Draft, this is no longer editable.

Details

Provide more information about what the PO is for.

Date

By default, the date the document is created is inserted into the date field which is also the PO issue date.

Status

The Status will indicate at which point the document is at.

Percent Billed

If the PO is paid for, the Percent Billed field will indicate Part-Billed or complete billing here.

Proofs By

The Date on which a Proof will need to be provided by the supplier.

QT No

The QT No is specified from the Request For Quote process i.e the number from which the PO was created.

Deliver By

When the Supplier should deliver the items to you (or your client).

Quote No

The quote number as received from the Supplier.

Category

This field automatically populates from the item selected on the Job Bag and cannot be modified on this form.

CE No

The CE number that the Purchase Order was created from.

Add Line

Adding a new line to the grid can be done using this icon.  The focus of the screen will determine whether the line will be added to the bottom of the list or below the current line selected.  

Work Type

The description of the line item. This will indicate the type of work to be carried out.

Business Unit

Business units are related to the various areas of focus within an agency. This can be defined by area or city, or by the internal business focus such as Activation or Digital and Below the Line (BTL). If you entered a business unit in the related Job Bag, it will be displayed in this column.

%Markup

Enter a markup percentage that will be applied to the cost to determine the price charged by the Supplier.

Units

Enter the quantity of the item to be provided.

Tax Free

Specify a specific line item that should be tax free.

Amount

The ordered amount per line item.

Actual Cost

The Supplier invoice/credit note amounts captured against the related PO items.