Purchase Order Entry

Entering a purchase order in ProjectMinder provides the following benefits:

• Creates a printable copy for you to send to your supplier

• Automatically creates expense forecast items for your projects

• Speeds up the subsequent purchase invoice entry requirements, by allowing you to reconcile purchase order items directly to your purchase invoice

Note: Purchase Orders must be approved before the above benefits can take place.

Purchase order entry is completed via Expenses > Purchase Order Entry.

At the top of the Purchase Order, there is a section to show the status of the Purchase Order and the Approver.

Purchase Order Details

1. Go to Expenses > Purchase Order Entry.

2. Select the Supplier for the purchase order.

3. Use the calendar control to select the (Purchase Order) PO Date.

4. Enter the Payment Terms you have agreed with the supplier. Default payment terms can be assigned to each supplier via Contacts > Supplier.

5. Select the Type for this entry. Purchase order types are maintained via Admin > Purchase Order > Purchase Order Types and used purely for reporting purposes.

6. Select the Contact within your company for this purchase order. This contact will be displayed on your purchase order template so your supplier knows who to contact regarding your order.

7. Complete any purchase order Notes. These will be auto-populated from your purchase order template and displayed in the printable purchase order.

8. Select the Delivery address for this purchase order. You can initially set the address from a department address, set in Admin > Company Settings > Departments. This address can subsequently be edited if required, or you can enter a completely different address if required.

9. Select the Invoice address for this purchase order. You can initially set the address from a department address, set in Admin > Company Settings > Departments. This address can subsequently be edited if required, or you can enter a completely different address if required.

10. Click Save when all details entries have been completed. You can now add items to this purchase order.

Purchase Order Items

1. At the top of the purchase order entry screen, select Purchase Order Items.

2. If the order is being made in foreign currency, and you have this feature switched on, selected the appropriate Currency and enter the Exchange Rate.

Note: Please contact ProjectMinder support if you do not currently have multi-currency switched on and would like this feature.

3. The Purchase Order Items screen show a summary of all items currently assigned to this order. To add a new item select New Purchase Order Item.

4. Select the Expense Type that this item relates to. This is required in order to create project expense forecasts.

5. Enter the total Quantity of items being ordered.

6. Enter the Reference for this order item. This is likely to be a reference provided by your supplier but is not mandatory.

7. Enter a Description for this order item.

8. Enter the Required Date for this order item. This is the date by which you would like the supplier to deliver this item.

9. Enter the Unit Cost for this order item.

10. The Total Cost (Net) is automatically calculated from Quantity x Unit Cost.

11. The Tax Rate is determined by the Expense Type selected. Depending on approval permissions assigned to purchase orders (Admin > Security Settings > Approval Settings) this may or may not be editable.

12. Enter any order item Notes. This are purely for your reference only and do not affect purchase order processing. Notes are included if you export purchase order data.

13. Once the above steps have been completed the order item must be allocated to the relevant project(s) and task(s).

Item Allocations

1. In the Item Allocation row, select the project and task you wish to assign part or all of this order item to.

2. Once the project, task and quantity have been entered, and the cost has been defined as recoverable or non-recoverable, click the add new entry button.

3. Continue with item allocation until the full quantity of this order item has been allocated to projects and tasks.

4. When item allocation has been completed click Accept. You will be returned to the Purchase Order Items summary view.
   Note: You can add further purchase order items as required.

Submit for Approval

1. If you are in the purchase order items screen, you can click Purchase Order Details to review summary and address details for this purchase order. Similarly, if you are in the purchase order details screen, you can click Purchase Order Items to review item details.

2. At any time you can click Save in either screen to save your purchase order.

3. When you have finished your purchase order entry and are ready to submit it for approval, click the Submit for approval option.

4. When a submitted purchase order is opened via my approvals, a purchase order number is generated. This is created based on your settings in purchase order numbering.

5. If you have set approval settings for approvers to edit a purchase order number, then you can amend the purchase order number to a number of your choice.

Note: A purchase order number is only saved to ProjectMinder when you approve the purchase order.
   If you edit your purchase order number this does not automatically update the per-supplier or global number.
            This must be manually updated in Admin > Purchase Orders > Purchase Order Numbering.

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