Purchase Orders

Purchase order numbers are automatically generated from Business Central when the purchase order is saved in WennSoft Service. Purchase orders for service calls can be created in MobileTech Service and in WennSoft Service.

• In Business Central, purchase order auto-numbering must be turned on.

• Purchase orders must be received in Business Central before an invoice is created in WennSoft Service.

Your ability to view cost fields and tabs depends on the security role assigned to your user ID. To view invoices and purchase orders (from the document hyperlink) in Business Central, you must have access to the platform.

View the Purchase Order Dashboard

1. In WennSoft Service, go to Service Operations.

2. Under Purchase, select Purchase Orders.

3. The Purchase Order dashboard displays the following information:

   • PO Number

   • Vendor

   • Purchase Order Date

   • Purchase Order Status

   • Total Amount

   • Created On Date

4. To view more details, select the purchase order and then select Edit.

5. In the purchase order record, select the PO number hyperlink to zoom to Business Central to view the purchase order. Note that the purchase order in Business Central must have an Open or Released status. Once the purchase order is posted, the hyperlink is disconnected.

Create a Purchase Order

1. In WennSoft Service, go to Service Operations.

2. Under Purchase, select Purchase Orders, and then select New.

3. Complete the following information:

   • PO Number (required): The purchase order number will auto-populate after you save the purchase order. This number is generated in Business Central.

   • Vendor (required): Select the vendor the item is being purchased from.

   • Purchase Order Date (required): Select the date the purchase order was submitted to the vendor.

   • Status (required): Select the current status of the purchase order. The status defaults to Draft.

     • Draft: The purchase order is editable.

     • Submitted: The purchase order can not be edited.

     • Canceled: The purchase order and its lines are canceled. The purchase order is deleted in Business Central, and a numbering gap occurs.

     • Received: This option is not used in WennSoft Service.

   • Owner (required): Select the name of the person creating the purchase order. This defaults to your user name.

   • Requested By Resource: Select the technician who initiated the purchase order request.

   • Total Amount: This read-only field shows the total of the purchase order lines.

4. Select Save.
   After saving, the purchase order number is created in Business Central and the number is displayed as a hyperlink. Click the hyperlink to open the purchase order in Business Central.

Add a Purchase Order Line

1. To add a line to the purchase order, select New Purchase Order Line.

2. On the New Purchase Order Line window, complete the following fields:

   • Product (required): Enter or select the product to add to the purchase order.

   • Warehouse (required): Select the associated warehouse for the product. This field is enabled and required if you are adding an inventory item. This field is disabled if you are adding a non-inventory item.

   • Line Order (required): This will be automatically created when you save the purchase order line.

   • Owner (required): This defaults to your name.

   • Purchase Order (required): This read-only field displays the purchase order number.

   • Service Call (required): Select the associated service call.

   • Appointment: Select the appointment for the service call. This drop-down only displays the appointments related to the service call.

   • Description: Enter a description.

   • Quantity (required): Select the quantity to add to the purchase order.
     Note: You may enter values with multiple decimal places in this field; however, all entries will be automatically rounded to two decimal places, regardless of the item's unit of measure.

   • Unit Cost (required): Enter the unit cost of the item.

   • Total Cost (required): This read-only field displays the total of the unit cost multiplied by the quantity.

3. Select Save & Close to add the purchase order line to the purchase order.

4. Continue adding purchase order lines or select Save & Close.

Submit a Purchase Order

You can submit a purchase order by changing the Draft status to Submitted. The purchase order can no longer be edited or deleted. If the purchase order is associated with a service call, the products are added to the service call and can be viewed on the Products and Services tab. The costs can be viewed on the Costs tab.

After submitting and saving the purchase order, when you click the purchase order number hyperlink to open the purchase order in Business Central, the line(s) you’ve added are now on the purchase order.

To submit a purchase order:

1. In WennSoft Service, go to Service Operations.

2. Under Purchase, select Purchase Orders, and then select the purchase order.

3. Click the Status drop-down and select Submitted.

4. Select Save & Close.

Cancel a Purchase Order

You can cancel a purchase order by changing the Draft status to Canceled. When this occurs, the purchase order is deleted in Business Central. Note that there will be a gap in the numbering.