Process MobileTech and Schedule Purchase Orders

A purchase order that is entered in MobileTech or Schedule must be reviewed, committed, and processed in Service Management and Microsoft Dynamics GP Purchasing before costs that are associated with the purchase order can be processed in the system. The user who is processing these purchase orders must be a Microsoft Dynamics GP Full User.

To allow users in MobileTech or Schedule to quickly work and provide information to customers in the field, purchase orders for service invoices and field invoices do not include taxes unless the invoices have been received in the Purchasing module of Microsoft Dynamics GP.

Process Purchase Orders

After a purchase order has been synced with the host system, you can view and process the purchase order in Service Management. Costs that are associated with a purchase order are displayed in Service Management as committed costs on the service invoice. You can use the zoom functionality to display the appropriate setup window. For example, zooming on the service call number will open the Service Call window.

To view and process purchase orders that were sent from MobileTech or Schedule:

1. In Microsoft Dynamics GP, select Inquiry > Service Management > Mobile Purchase Order Inquiry.
2. The Mobile Purchase Order window displays the following information that was entered on the purchase order:
   • Service Call/Job Number
     Displays the service call ID or job number.
   • Appointment
     Displays the appointment ID.
   • Technician
     Displays the technician.
   • PO Number
     Displays the purchase order number.
   • Line Number
     Displays the line number of the item entered on the purchase order. 
   • Date
     Displays the date the purchase order was created in MobileTech or Schedule.
   • eConnect Error
     If an error occurs, the eConnect Error number is displayed in the purchase order row as a hyperlink that you can select to view the error message.
   • Vendor/Vendor Name
     Displays the Vendor entered on the purchase order.
   • U of M
     Displays the item's unit of measure.
   • Item Number/Item Description
     Displays the item number and description.
   • Quantity
     Displays the quantity of the item.
   • Unit Cost
     Displays the unit cost of the item.
   • Cost Code
     Displays the cost code. (service appointments).
   • Job Cost Code
     Displays the Job cost code (job appointments).
   • Site ID
     Displays the Site ID.
   • Product Indicator
     Displays Job Cost or Service, depending on the origin of the purchase order (job or service call).
   • Billing Amount
     Displays the billing amount.
   • Invoiced
     Indicates if the purchase order was invoiced.
3. You can select Print to print the Mobile Purchase Order report, which displays information about the purchase orders that need to be processed.
4. Select the transactions from MobileTech to process and select Process.
5. Select Redisplay to update the list of purchase orders that were submitted by technicians.

Post Purchase Orders in Microsoft Dynamics GP

1. To post purchase order transactions in Microsoft Dynamics GP that originated from MobileTech or Schedule, in Microsoft Dynamics GP, select Transactions > Purchasing > Purchase Order Entry. The Purchase Order Entry window is displayed.
2. In the PO Number field, select a purchase order.

3. View and change other information as needed. For example, you can add freight, tax, and miscellaneous amounts to the purchase order. 

   

   A purchases tax schedule for a company must be set up in the Company Setup window (Microsoft Dynamics GP > Tools > Setup > Company > Company) before you can process taxes for purchase order receipts.

4. Select Commit. Purchase orders that are committed are available in MobileTech so that technicians can enter purchase order receipts for inventory items.