Using Purchase Order Processing involves the following:
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Step 1: Complete the Purchase Order Entry Window
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- Access the Purchase Order Entry window from one of the following paths:
- From the Service Call History window:
- Select Cards > Service Management > Service Manager. Select a customer and select the History indicator. Double-click a call and select Purchase Order.
- From the Service Call Status window:
- From the Service Call window, select Go To, and
- From the Service Call History window:
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- select Service Call Status. The Customer ID, Location Address ID, and Service Call ID fields are automatically populated from the service call and the service call information. Select the Purchase Order button.
- From the main Inquiry navigation, select Service Management, and
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- select Service Call Status. If you have the service call ID, you can enter that in the Service Call ID field and tab off to automatically populate the Customer ID and Location Address ID fields and the service call information. Select the Purchase Order button.
- Complete the Purchase Order Entry window. See the Microsoft Dynamics GP Purchase Order Processing Manual for information.
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If items are canceled in the Edit Purchase Order Status window (Transactions > Purchasing > Edit Purchase Orders), the Service Invoice window will be updated. The committed cost is decreased by the amount of the canceled item. If the service call has already been invoiced and you have Allow Posting Invoices with Actual and Committed Costs and Create COGS Distribution for Invoices marked in Invoice Options, a transaction is created to reverse the costs and billable amount for the canceled quantity, changing the quantity ordered and reducing the accrued costs account. You can open a closed service call to credit the customer.
Step 3: Receive Against the Purchase Order
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Purchase order receivings with shipments followed by invoice match when the tax is included with the item price is not supported by Signature. |
- Select the PO Receive button in the Service Invoice or Service Call Status window. (You can also open the Receivings Transaction Entry window by choosing Transactions > Purchasing > Receivings Trx Entry.)
- Complete the Receivings Transaction Entry window as usual, selecting the purchase order created in step 1.
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During the enter/match invoices process, you can enter a landed cost purchasing invoice amount that is different from the landed cost receipt amount. The service invoice and the item cost will be updated with the difference if you mark the Revalue IV option in the Match Shipments to Invoice window. The receivings invoice will appear as a $0.00 transaction in the Costs window. If the Revalue IV option is not marked, the service invoice will be updated with the cost difference and the item cost will not be changed.
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After receiving items for a purchase order that is committed to a service call, any receivings transactions, as well as landed cost, PPV, and trailing cost amounts, are stored on individual receipt lines with their posting dates. This allows you to keep an accurate record of when actual costs hit the General Ledger and keep your accounts in balance when items on a single purchase order are received in different months.
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In April, 3 of the 5 items are received. A transaction with an April posting date is created as the cost of those 3 items becomes the actual cost.
The cost of the 2 remaining items remains the committed cost.
- Committed cost: $336.00
- Actual cost: $504.00
In May, the remaining 2 items are received. A transaction with a May posting date is created as the cost of those 2 items becomes the actual cost.
- Committed cost: $0.00
- Actual cost: $840.00
The original purchase order , as well as and the two receivings transactions , are saved to the service call. Zooming on the appropriate cost category allows lets you to view the purchase order and the receipt lines that were created for these transactions.
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If you have the Create COGS Distribution for Invoices option marked in Invoice Options, trailing costs that remain from a purchase order after a service call is closed are tracked in an "Accrued Costs" invoice account for each cost code and Other sub-cost code. Using separate accounts for trailing costs allows you to keep your WIP and COGS accounts balanced.
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- COGS is debited for $100
- WIP is credited for $70
- Accrued Costs is are credited for $30
When the $30 trailing cost is received, Accrued Costs is debited. For a shipment, Accrued Purchases is credited. For a shipment/invoice, Accounts Payable is credited.