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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.

Purchase order documents contain the following action icons:

BoxPencil.gif Edit

BoxPaperclip.gif Attach/View Attachments

BoxLetter.gif Email/View Emails

BoxMagnifier.gif View

BoxPdf.gif Download as PDF

BoxCalendar.gif Add to Microsoft Outlook Calendar

BoxStamp.gif Approve or Void

BoxPencilB.gif Batch Edit

BoxShip.gif Enter Shipment

BoxX.gif Delete (Line item)

Table of Contents

Create Purchase Order

Select the project, then:

  1. Go to Create > Purchase Orders
  2. Select either Purchase Order or Request for Pricing in the Type field
  3. (Optional) Enter the purchase order date in the PO Date field (Automatically populates with today’s date)
  4. Select the desired vendor or supplier contact in the Vendor field
  5. (Optional) Complete the other fields as desired
  6. 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.

Back to TOC

Edit purchase order

Select the project, then:

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

Back to TOC

Create line item

Select the project, then:

  1. Go to Logs > Purchase Orders
  2. Select the Edit (pencil) icon on the purchase order
  3. Select Create PO Line
  4. Use the Cost Code drop-down menu to select the cost code under the desired cost bucket for the line item

Choose a cost code related to: Equipment, materials, overhead, or other.

  1. Enter the description of the item in the Item Description field

Items in the material database will begin to populate when text is entered. Select the desired item from the material database, or manually enter item description.

  1. Enter the price of the item in the List Price field (This information may have automatically populated from the material database)
  2. Enter the desired quantity in the Quantity Ordered field
  3. (Optional) If the project has multiple phases, select the target system/phase in the System/Phase drop-down menu
  4. (Optional) Select Add New Item to add additional line items to the purchase order
  5. Select Save Data when finished

Back to TOC

Edit purchase order line item

Select the project, then:

  1. Go to Logs > Purchase Orders
  2. Select the Batch Edit (double pencil) icon on the purchase order
  3. (Optional) Select the Edit (pencil) icon on the line item
  4. Make edits as needed
  5. Select Save Data when finished

Back to TOC

Delete purchase order line item

Select the project, then:

  1. Go to Logs > Purchase Orders
  2. Select the Batch Edit (double pencil) icon on the purchase order
  3. Select the Delete (X) icon on the line item
  4. Select OK on the pop-up message

Back to TOC

Record purchase order shipment(s)

To record a single shipment

Select the project, then:

  1. Go to Logs > Purchase Orders
  2. Select the Batch Edit (double pencil) icon on the purchase order
  3. Enter the quantity received of the item in the Quantity Received field for the associated line item
  4. (Optional) Enter the invoice number in the Invoice Number field
  5. (Optional) Enter the invoice date in the Invoice Date field
  6. Select Save Data when finished

To record multiple shipments

Select the project, then:

  1. Go to Logs > Purchase Orders
  2. Select the Batch Edit (double pencil) icon on the purchase order
  3. Select the Enter Shipment (truck) icon on the line item
  4. Enter the shipment number in the Shipment Number field
  5. Enter the quantity of the item that has been received in the Quantity Received field
  6. (Optional) Enter the invoice number in the Invoice Number field
  7. (Optional) Enter the invoice date in the Invoice Date field
  8. Select Save Data when finished

Back to TOC

Change purchase order status

From the PO Log screen

Select the project, then:

  1. Go to Logs > Purchase Orders
  2. 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 PO screen

Select the project, then:

  1. Go to Logs > Purchase Orders
  2. Select the Edit (pencil) icon on the purchase order
  3. Select the desired status in the Status drop-down menu
  4. Select Save Data

Back to TOC

Create custom purchase order status

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

Back to TOC

Edit custom purchase order status

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

  1. Go to Navigate > 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

Back to TOC

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