Purchase Order

Overview

Purchase orders (PO) in eSUB are used to authorize purchase transactions between a buyer and vendor. Purchase order expenses can be tracked by cost code and phase of the project.

Create Purchase Order

1. Select a project from the Select Project screen
2. Go to Job Cost Docs > Purchase Order. This will take you to the Purchase Order Log.
3. Select the Create PO tab.
4. Select either Purchase Order or Request for Pricing in the Type field
5. Enter the purchase order date in the PO Date field (Automatically populates with today’s date)
6. Select the desired vendor or supplier contact in the Vendor field
7. (Optional) Complete the other fields as desired
8. Select Save Data
   

The next page will allow the user to add line items to the purchase order. Continue to the “Create line item” section, Step 4, for instructions.

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Edit purchase order

Select the project, then:

1. Go to Job Cost Docs > Purchase Order
2. Select the Edit (pencil) icon on the purchase order
3. Make the desired changes
4. Select Save Data

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Create line item

1. Select a project from the Select Project screen
2. Go to Job Cost Docs > Purchase Order. This will take you to the Purchase Order Log.
3. Select the Edit (pencil) icon on the purchase order
4. Select Create PO Line
   
5. Use the Cost Code drop-down menu to select the cost code under the desired cost bucket for the line item
6. Choose a cost code related to: Equipment, Materials, Overhead, or Other.
7. Enter the description of the item in the Item Description field (Items in the material database will begin to populate when text is entered.
8. Select the desired item from the material database, or manually enter item description.
9. Enter the price of the item in the List Price field (This information may have automatically populated from the material database)
10. Enter the desired quantity in the Quantity Ordered field
11. (Optional) If the project has multiple phases, select the target system/phase in the System/Phase drop-down menu
12. (Optional) Select Add New Item to add additional line items to the purchase order
13. Select Save Data when finished

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Edit purchase order line item

1. Select a project from the Select Project screen
2. Go to Job Cost Docs > Purchase Order. This will take you to the Purchase Order Log.
3. Select the Batch Edit (double pencil) icon on the purchase order
4. Make edits as needed
5. Select Save Data when finished
6. (Optional) Select the Edit (pencil) icon on the line item

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Delete purchase order line item

1. Select a project from the Select Project screen
2. Go to Job Cost Docs > Purchase Order. This will take you to the Purchase Order Log.
3. Select the Batch Edit (double pencil) icon on the purchase order
4. Select the Delete (X) icon on the line item
5. Select OK on the pop-up message

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Record purchase order shipment(s)

To record a single shipment

1. Select a project from the Select Project screen
2. Go to Job Cost Docs > Purchase Order. This will take you to the Purchase Order Log.
3. Select the Batch Edit (double pencil) icon on the purchase order
4. Enter the quantity received of the item in the Quantity Received field for the associated line item
5. (Optional) Enter the invoice number in the Invoice Number field
6. (Optional) Enter the invoice date in the Invoice Date field
7. Select Save Data when finished

To record multiple shipments

1. Select a project from the Select Project screen
2. Go to Job Cost Docs > Purchase Order. This will take you to the Purchase Order Log.
3. Select the Batch Edit (double pencil) icon on the purchase order
4. Select the Enter Shipment (truck) icon on the line item
5. Enter the shipment number in the Shipment Number field
6. Enter the quantity of the item that has been received in the Quantity Received field
7. (Optional) Enter the invoice number in the Invoice Number field
8. (Optional) Enter the invoice date in the Invoice Date field
9. Select Save Data when finished

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Change purchase order status

From the Purchase Order Log page

1. Select a project from the Select Project screen
2. Go to Job Cost Docs > Purchase Order. This will take you to the Purchase Order Log.
3. Use the drop-down menu in the Status column to select the desired status for the associated purchase order

The status change is saved automatically.

From the Edit Purchase Order page

1. Select a project from the Select Project screen
2. Go to Job Cost Docs > Purchase Order. This will take you to the Purchase Order Log.
3. Select the Edit (pencil) icon on the purchase order
4. Select the desired status in the Status drop-down menu
5. Select Save Data
   

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Create custom purchase order status

NOTE: User must be an Executive Administrator user level to access Company Setup.

Custom PO Status labels are for cosmetic purposes only and do not add any additional functionality to the purchase order. For example, “Void” is a common custom PO Status label, yet eSUB does not recognize this purchase order as void and thus caution should be used when creating new custom PO Status labels. Custom PO Status labels cannot be deleted.

1. Go to Start > Administration > Company Setup > PO Status
   
2. Enter the desired custom purchase order status label in the Status Name field
3. Select Save Data
   

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Edit custom purchase order status

Note: User must be an Executive Administrator user level to access Company Setup.

1. Go to Start > Administration > Company Setup > PO Status
   
2. Select the Edit (pencil) icon on the status
3. Enter the desired custom purchase order status label in the Status Name field
4. Select Save Data
   

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