Create a Purchase Order

Depending on your setup, you can add purchase order lines when completing a service and/or job appointment. You may also be able to view and add a purchase order directly from the Home screen. The PO Line shortcut must be added by your company to display on the Home screen.

If your organization uses SOP invoicing in Signature Service Management, you can't create purchase orders. You must use service invoicing. Also, so that you can quickly work and provide information to customers in the field, purchase orders for service invoices and field invoices don't include taxes unless the invoices have been received in the Purchasing module of Microsoft Dynamics GP.

Accessing the PO Line Form from an Appointment

1. Select Appointments. Select an appointment and select Complete.

2. Select the PO Lines tab, and then select the New icon.

3. Continue with Create the Purchase Order below.

Accessing the PO Line Form from the Home Screen

1. From the Home screen, select PO Lines.

2. Select a PO Line and then Add PO Line or you can select the Add icon and select the appointment to add the purchase line to. You will only see appointments and purchase order lines that your user is associated with

3. Continue with Create the Purchase Order below.

Create the Purchase Order

1. In the PO Lines pane, some fields might display information automatically, based on the MobileTech setup.

2. Enter information in these fields, as necessary. (*Required field)

   • *Service Call/Job: Service call or job information is displayed and can't be changed.

   • *PO Number: The purchase order number.  Depending on the setup options for generating purchase order numbers and purchase order prefixes, a purchase order number might be displayed, or you can enter a purchase order number.

   • *Date: The date of the purchase. The default date is the current date, but you can change it.

   • Unknown Vendor: Mark this option if the item for the purchase order is from a vendor who isn't set up in Signature. Enter the name of the vendor in the Vendor Name field.
     This field might not be displayed, depending on the setup.

   • *Vendor ID/Vendor Name: Select the vendor who is associated with the purchase order, if information about the vendor is set up in the host system. If the vendor isn't set up in the host system, mark Unknown Vendor and enter the name of the vendor. The default value is UnknownVendorID. If a vendor has been marked Inactive or On Hold in Signature, they will display in MobileTech.

   • Non-Inventory: Mark this option if this is a new item or an item that is associated with a new vendor that you entered. This field is hidden if you don't have inventory assigned to your site or if you don't have any sites assigned.

   • *Inventory/Item Number: The label that is displayed depends on the inventory setup options. Select an existing inventory item number or enter a new one. If the item is new, the item is created as a non-inventory item for the purchase order when you sync the purchase order. 

   • Item Description: A description is displayed if you selected an existing inventory item. If this is a new item, you can enter a description of the item.

   • Enter Site Name: Mark this option to enter a site that is not listed in the Site field. This field is hidden if you do not have any sites assigned.

   • *Site: Select a site where the item should be assigned. Only sites that the technician is assigned to in Service Management are available.

     • Inventory Items: The site is populated from the inventory item.

     • Non-Inventory Items: The site is populated if you only have one site assigned in Service Management.
       If you have more than one site assigned:

       • You will need to select the site.

       • If you are assigned to the default site set up in Purchase Order settings, that site will default to the PO Line. See Purchase Order Settings.

   • *U of M: Select a unit of measure that best represents the typical item that is being purchased. If a default unit of measure is designated in the setup, the default unit of measure is displayed, but you can change it.

   • *Cost Code: The cost code depends on the type of appointment you are adding the purchase order to:

     • Service appointment: The cost code of the purchased item. A default cost code is displayed, but you can change it.

     • Job appointment: The non-labor cost code of the purchased item. If one non-labor job cost code exists on the job appointment, the job cost code will auto-populate. The field is blank and you can select the job cost code from the drop-down list if more than one non-labor job cost code (or none) exists on the job appointment.

   • *Quantity: The number of items being purchased must be 1 or greater.

   • *Unit Cost: The cost of each item that is purchased. The default amount is displayed, but you can change it.

   • Extended Cost: This amount is calculated automatically, based on the cost and the quantity (Cost x Quantity = Extended Cost)

3. Select the Save icon. The purchase order appears in the list of purchase orders for the appointment.