Working with Purchase Orders

You can create purchase orders in Schedule for items that need to be purchased while on a service call. The purchase orders are processed in Service Management and in Purchasing. A purchase order created in Schedule needs to be processed in the Mobile Purchase Order Inquiry before a technician can view the purchase order in MobileTech. You can sync purchase orders with the host system at any time. However, after a purchase order has been synced, you can't change it or delete it. If you are not seeing the option to view or add purchase orders, please contact your system administrator. Permissions for purchase orders are set up in User Roles. See Working with Roles.

The Schedule Purchase Orders feature is available with Signature 2022 (18.05b07) or higher. Purchase orders created in Schedule and MobileTech do not include taxes. Any applicable taxes are added when the purchase order is processed in Service Management.

The purchase order numbering convention is as follows:

SCHYYMMDD####

• Prefix = ‘SCH’
• YY = 2 Digit current year
• MM = 2 Digit current month
• DD = 2 Digit current day
• #### = This number starts fresh every day with "0001".

Viewing Purchase Orders

The columns can be reordered by selecting the column header and dragging it to your desired location. You can sort by selecting any column header.

To view existing purchase orders:

1. From the schedule board, right-click on an appointment and select View Purchase Orders. You can also access this window by right-clicking on a service appointment, selecting View Service Call, and selecting the View Purchase Orders icon from the button bar.
2. In the Purchase Orders window, the service call ID or job number is displayed in the title bar.

3. The following columns show the following information. 

   • Processed: If marked, this indicates that the purchase order has been processed and cannot be edited or deleted in Schedule.
   • Origin: Indicates where the purchase order was created: Schedule, MobileTech, GP.
   • PO Number: The purchase order number.
   • Vendor: The vendor on the purchase order.
   • Item: The item number.
   • Description: The item description.
   • Site: The site where the item is located.
   • U of M: The unit of measure selected for the item.
   • Quantity: The quantity of the item.
   • Unit Cost: The unit cost for the item.
   • Extended Cost: The extended cost of the item (quantity x unit cost).
   • Date: The date the purchase order line was created.
   • User: The user who created the purchase order line.

Creating a New Purchase Order

1. To add a new purchase order line, select the New Purchase Order button in the Purchase Order window.
2. In the Purchase Order Line window, the customer number, name, address ID, location name, and job or service call ID are read-only and cannot be edited.
3. Enter or select the following information (* indicates a required field):
   • *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.
   • Vendor: Select the vendor.
   • *Item: Select an existing inventory item number or enter a new one.
     If the item is new when you tab off the field, the Item Information window displays where you have the option to enter the item description. Select Continue to return to the Purchase Order Line window. The item is created as a non-inventory item for the purchase order when you sync the purchase order.
   • *Site: Select a site where the item should be assigned.
   • *Unit of Measure: Select a unit of measure that best represents the 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 pertaining to the purchased item. A default cost code is displayed, but you can change it.
     • Job appointment: The non-labor cost code pertaining to 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).
4. Select Save.

Add, Edit, or Delete a Purchase Order Line

You can change purchase order lines and create additional purchase order lines after you save a purchase order, but before it is processed in Service Management. 

• To add lines to a purchase order, right-click on the purchase order line and select New Purchase Order Line. Information is displayed based on the original purchase order. Enter information in the Purchase Order Line window, as needed, and then select Save.
• To change a purchase order line, right-click on the purchase order line, select Edit Purchase Order Line, and make changes. Select Save.
• To remove a purchase order line that was created before it is processed in Service Management, right-click on the purchase order line and select Delete Purchase Order Line. Select Yes to verify you want to delete the line.

A purchase order or purchase order lines cannot be edited or deleted after the purchase order has been processed in Service Management.

Processing Purchase Orders in Service Management

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.