An important part of keeping up with any business’s finances is being able to track the Purchase Order. Equipment Manager is able to track the purchase of any products made from anyone in the company though any registered Vendor. This is done by creating a Purchase Order on the web or mobile that is established though a connected Vendor and Vendor Location. Equipment Manager is able to track the quantity and cost of all items in a PO from the sale though the billing of the items to the Client. Purchase Orders are created, Invoices from the Vendor tracked, Bills to the Vendor paid, Invoices to the Client created, Client payments tracked.
The Purchase Order section on Equipment Manager is responsible for tracking all newly created PO’s from there creation, all the way though there being paid back to the Vendor. The system also passes the items quantity and cost to the Service Request so that the items can be billed to the Customer correctly once eligible markup is applied.
Purchase Orders can be rather complex with all the information that needs to be tracked, Item info, Tax Exempt forms, tax, payments, Vendor information, Vendor Location information. The list goes on and one, but Equipment Manager allows the Contractor to track all this information with ease once the all the parts are set up correctly.
Before PO’s can be tracked, Technicians, Vendors, and Vendor Locations must be set up.
Manage Purchase Order Listing page
The listing page is exactly that, a listing of all PO’s in the system that belong to the Contractor. The PO can be created from the mobile or from the web, they are all listed here. This page shows a large amount of information about the PO’s.
Job #: What job the PO was created under.
Taxed: One of two icons will be displayed in this column. The E stands for Exempt; the T stands for Taxed.
Client Name: Who is the Client that the job is being billed too.
Job Site: What is the Job Site name that the job resides at.
Technician: Who is the Technician responsible for the creation of the PO.
PO#: The number of the PO in the system.
Vendor Name: Who is the Vendor that the part was purchased from.
Location Name: What is the name of the location belonging to the Vendor that the part was purchased from.
Location Address: The Address for the location that the part was purchased from.
Ref #: The Reference Number that is entered into the system from the Vendor Invoice by the Accounts Payable web user. This is a required part of entering the PO into the system to pass the PO to QuickBooks Online.
Invoice #: The Invoice Number that is entered into the system from the Vendor Invoice by the Accounts Payable web user. This is a required part of entering the PO into the system to pass the PO to QuickBooks Online.
Invoice Date: The date of on the Invoice as to when it was created. This is entered into the system from the Vendor Invoice by the Accounts Payable web user. This is a required part of entering the PO into the system to pass the PO to QuickBooks Online.
Sub Total: The Sub Total of the Purchase Order before tax. This is compiled by the system based on the Cost and Quantity of the items attached to the PO.
Tax: The total amount of tax that is charged based on the Sub Total of the PO.
Total: The combined total amount of Sub Total plus the Tax is combined to make the Total Amount.
Status: The status of the PO. This can be Open, Closed, Billed and Paid. Vendor Credits can have a status of Open, Closed, Applied and Un-Applied.
Receipts: This will be a link to either upload a Counter Ticket or Receipt of sale from the Vendor location that is generated at the time of sale. It can also be a link to view the document that was already uploaded.
Invoices: This will be a link to either upload a Invoice from the Vendor for all items bought or it can be a link to view the document that was already uploaded.
Purchase Order Update page
The update page is where you will be taken to view or create a PO. When you click on a PO number from the listing page or click the Create New PO button at the top of the listing page you are taken to the PO Update page. At the very top of the page you will see the PO Number. This number is numerical based on the starting number and all previously used numbers that have been assigned to the Contractor. The starting number for the PO system can be defined in the Contractor Profile.
There are three parts to gathering information about a Purchase Order.
Part 1: Location
Where, Who and for What are you buying the items from. This includes providing information about the Technician, The Job, Vendor, Vendor Location, and defining if the PO is for sale or Credit.
Part 2: What
What are you buying, you then need to add all the items to the PO that are being purchased. Mobile users may only enter a placeholder item due to time restraints at the store location to collect the PO number, the actual items can then be entered by office web users once the invoice is received to complete this task. Information about items including the Equipment you’re getting the part for, Part No, Description, Quantity, Unit Cost and a copy of the Packing Slip or Counter Ticket.
Part 3: Payment
This section is related to the Invoice you will receive from the Vendor for the credit extended from the PO. When the Invoice is received, information about the Invoice is collected to pass onto QBO so that the invoice can be paid. This information includes the Web User Verifying, Invoice Date, Invoice Number, Reference Number if needed, Due Date and a copy of the Invoice.
It is important during the Reconciling of the Invoice by the web user to verify that all the items on the invoice match those that were entered on the PO in the system. This is the only way the PO balances are going to match the invoice balances. If needed, item costs and tax percentages used can be edited. Once this has been completed, the PO information can be transferred to QBO using the Save to QB Bill green button.
Update PO – Buttons
Change Vendor: This allows you to change the Vendor and Vendor Location if for some reason the PO was created under the wrong Vendor.
PO Notes: This is where the Web User would enter any notes that might pertain to the PO, this button is for internal use only be the Contractor. The mobile user has the option at the time of PO creation to enter notes here too.
Private Job Notes: This is notes that pertain to the job that are for internal office use only. Technicians from the field can also add to these notes about the job from their Service Records.
Tech Job Notes: These are public notes that can be viewed based on public notes entered into the system from Service Records submitted by the Technicians. These notes are visible only.
Add Item: This allows the web user to add new items to the PO from the web.
Edit Item: This allows web users to edit an existing item from the web.
Delete Item: This allows web users to removed items from a PO as needed. Items that are “Deleted” are disabled and become greyed out.
Restore Item: This allows the web user to restore an item that has been “Deleted” previously.
Return Item: This will take the item selected and copy the item to a new Vendor Credit to be issued to based on the item being returned to the Vendor. A Vendor Credit is a new PO number in the system and will be treated as a new document. Credits and Purchase CAN NOT share the same number.
Buying items in the field constitutes as a purchase and not a purchase request as is a true PO. There are instances where you need to generate a true Request to Purchase document to send to a Vendor. Most large items such as bulk equipment might be an example. Although you will have a PO number included, there may not be any established items yet to assign for purchase. This document can be set up from any new or existing PO and generated in this section. In this case, if the job is Tax Exempt you will need to know that when sending information to the Vendor to purchase an item under the established Tax Exemption. If the tax exemption is already set up under the job then the document will be visible here, if it has not, you can attach the tax exempt document to the job from this location.
Setup Text: This button will open a popup window that will allow you to enter information needed to create a Purchase Order document. Instructions will contain information about what it is that you wish to purchase including any specifications for the items. Special Instructions will contain any warning and delivery instructions that may need to be relayed to the Vendor. If needed a Ship TO address can be provided that will be displayed on the document for the Vendor to use. Once this is saved, the document can be generated.
Generate PDF: Pressing this button will cause a PDF document to be displayed to save showing all the information collected from the PO Setup.