Using Purchase Order Processing

Using Purchase Order Processing involves the following:

Step 1: Complete the Purchase Order Entry Window

1. Select Cards > Service Management > Service Manager.
2. Select a customer and select the History indicator.
3. Double-click a call and select Purchase Order.
4. Complete the Purchase Order Entry window. See the Microsoft Dynamics GPPurchase Order Processing Manual for information.

When copying a purchase order, Service and Job Cost information will not copy. Only the Microsoft Dynamics GP information will copy, and the Product Indicator field will be changed to Unbilled for all line items.

Step 2: Complete the Service Management Fields

1. Service appears by default in the Product Indicator field in the scrolling window. Unbilled is for General Ledger transactions.

2. In the Job No/Service Call field, enter a service call ID to assign the purchase order to a call. 

   

   If you marked the setup option to have the service call ID or cost code from the last line item entered as the default entry in the line you're entering, that information will already be entered. See Choosing Service Options.

3. Enter a cost code in the Type field. Use cost codes 1, 2, 4, or 5.
4. Select the expansion button in the Item field to open the Purchasing Item Detail Entry window. Use the lookup in the Text ID field to add standard text to the purchase order. You can also use the expansion button to enter text to the line item. While they function similarly, the Text ID field holds more than the Microsoft Dynamics GP Comment ID field. The description prints on the blank paper purchase order format.
5. Select Commit or File > Print. You are prompted to save the purchase order. For the purchase order to appear on the service invoice, you must commit or print it from the Purchase Order Entry window. The amount of the purchase order appears in the Committed Cost column in the Service Invoice window. Taxes are included with the item's cost in the Committed Cost column. Landed costs are not included in the committed cost amount.

If you are using COGS distributions and service debit accounts, to bill for landed cost or a purchase price variance (PPV), you must receive the purchase order before invoicing the line that includes the landed cost or PPV. Landed costs and PPV amounts will not be billed if the invoice is posted first. These amounts are credited when a purchase order is returned, which results in an imbalance if they were not billed.

If items are canceled in the Edit Purchase Order Status window (Transactions > Purchasing > Edit Purchase Orders), the Service Invoice window will be updated. The committed cost is decreased by the amount of the canceled item. If the service call has already been invoiced and you have Allow Posting Invoices with Actual and Committed Costs and Create COGS Distribution for Invoices marked in Invoice Options, a transaction is created to reverse the costs and billable amount for the canceled quantity, changing the quantity ordered and reducing the accrued costs account. You can open a closed service call to credit the customer.

Step 3: Receive Against the Purchase Order

Purchase order receivings with shipments followed by invoice match when the tax is included with the item price is not supported by Signature.

1. Select the PO Receive button in the Service Invoice window. (You can also open the Receivings Transaction Entry window by choosing Transactions > Purchasing > Receivings Trx Entry.)
2. Complete the Receivings Transaction Entry window as usual, selecting the purchase order created in step 1.

Costs in the Committed Cost column move to the Actual Cost column after the receipt is posted. You can receive a portion of the purchase order. Only the amount of the items received is moved from the Committed Cost column to the Actual Cost column.

Inventory is not increased when items are received on service transactions.

After a shipment/invoice has been received, the item's costs and taxes move from the Committed Cost column to the Actual Cost column. When receiving a shipment only, taxes move from the Committed Cost column to the Actual Cost column upon posting the purchasing invoice through the enter/match invoices process (Transactions > Purchasing > Enter/Match Invoices).

Once a purchasing invoice is created in Microsoft Dynamics GP through the enter/match invoices process, the Costs window will be updated with a $0.00 amount purchasing invoice line item.

During the enter/match invoices process, you can enter a landed cost purchasing invoice amount that is different from the landed cost receipt amount. The service invoice and the item cost will be updated with the difference if you mark the Revalue IV option in the Match Shipments to Invoice window. The receivings invoice will appear as a $0.00 transaction in the Costs window. If the Revalue IV option is not marked, the service invoice will be updated with the cost difference and the item cost will not be changed.

Purchase Order Receipt Lines

After receiving items for a purchase order that is committed to a service call, any receivings transactions, as well as landed cost, PPV, and trailing cost amounts, are stored on individual receipt lines with their posting dates. This allows you to keep an accurate record of when actual costs hit the General Ledger and keep your accounts in balance when items on a single purchase order are received in different months.

Example

A service call has a purchase order for 5 items at $168.00 apiece.

• Committed cost: $840.00
• Actual cost: $0.00

In April, 3 of the 5 items are received. A transaction with an April posting date is created as the cost of those 3 items becomes actual cost.

The cost of the 2 remaining items remains committed cost.

• Committed cost: $336.00
• Actual cost: $504.00

In May, the remaining 2 items are received. A transaction with a May posting date is created as the cost of those 2 items becomes actual cost.

• Committed cost: $0.00
• Actual cost: $840.00

The original purchase order and the two receivings transactions are saved to the service call. Zooming on the appropriate cost category allows you to view the purchase order and the receipt lines that were created for these transactions.

You can zoom on a line to view the transaction.

• There are landed costs on a receivings transaction.

  • Service Management: You will see a landed cost line separate from the receipt line. Zooming on either line allows you to view the receivings transaction. The billable amount on the original purchase order line is updated to include the landed cost amount.  Landed cost on a purchase order line is only billed on a service invoice if the purchase order is received before the service invoice is posted.

  • Job Cost: The landed costs are included in the receipt line. 

• There is a purchase price variance (PPV). For example, if the cost of an item changes from $168.00 to $178.00 after the PO is received, you will see another receipt line with $10 in PPV cost. The billable amount on the original purchase order line is also updated to include the PPV amount.

Accrued Costs Account

If you have the Create COGS Distribution for Invoices option marked in Invoice Options, trailing costs that remain from a purchase order after a service call is closed are tracked in an "Accrued Costs" invoice account for each cost code and Other sub cost code. Using separate accounts for trailing costs allows you to keep your WIP and COGS accounts balanced.

Example

$70 of a $100 purchase order is received, leaving $30 in committed costs. The service call invoice is posted, leaving a trailing cost of $30.

• COGS is debited for $100
• WIP is credited for $70
• Accrued Costs is credited for $30

When the $30 trailing cost is received, Accrued Costs is debited. For a shipment, Accrued Purchases is credited. For a shipment/invoice, Accounts Payable is credited.