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. The error information is included on the Mobile Purchase Order report that is available from the Print button.
   • 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. Select the transactions from MobileTech to process and select Process.

Buttons on this window

• Mark All: Select mark all checkboxes in the Process column.
• Unmark All: Select to unmark all checkboxes in the Process column.
• Process: Select to process the marked transactions.
• Redisplay: Select to update the list of purchase orders that were submitted by technicians.
• Save: Select to save any changes made to the purchase orders. This option does not process the purchase orders.
• Delete: Select to delete a record. After selecting Delete, you will be prompted to Delete or Cancel.
• Cancel: Select to close the window. You will be prompted to save any changes.
• Print: Select to print the Mobile Purchase Order report, which displays information about the purchase orders that need to be processed. This report also includes error code information.

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.