Using Purchase Order Processing involves the following:

Step 1: Complete the Purchase Order Entry Window

1. 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. In the Service Call Lookup by Customer window, double-click a call and select the Purchase Order button.
   • From the Service Call Status window:
     • Select Cards > Service Management > Service Manager. Select a customer and select the History indicator. In the Service Call Lookup by Customer window, double-click a call. From the Service Call window, select Go To, and select Service Call Status. Select the Purchase Order button.
     • From the main Inquiry navigation, select Service Management, and 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.
2. Complete the Purchase Order Entry window. See the Microsoft Dynamics GP Purchase Order Processing Manual for information.

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1. Service appears by default in the Product Indicator field in the scrolling window. Unbilled is for General Ledger transactions.

2. In the Job No/Service Call field, enter a service call ID to assign the purchase order to a call.  

   Note

   If you marked the setup option to have the service call ID or cost code from the last line item entered as the default entry in the line you're entering, that information will already be entered. See Choosing Service Options.

3. Enter a cost code in the Type field. Use cost codes 1, 2, 4, or 5.
4. Select the expansion button in the Item field to open the Purchasing Item Detail Entry window. Use the lookup in the Text ID field to add standard text to the purchase order. You can also use the expansion button to enter text to the line item. While they function similarly, the Text ID field holds more than the Microsoft Dynamics GP Comment ID field. The description prints on the blank paper purchase order format.
5. Select Commit or File > Print. You are prompted to save the purchase order. For the purchase order to appear on the service invoice, you must commit or print it from the Purchase Order Entry window. The amount of the purchase order appears in the Committed Cost column in the Service Invoice window. Taxes are included with the item's cost in the Committed Cost column. Landed costs are not included in the committed cost amount.

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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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• There are landed costs on a receivings transaction. You will see a landed cost line separate from the receipt line. Zooming on either line allows you to view the receivings transaction. The billable amount on the original purchase order line is updated to include the landed cost amount.  

  Note

  Landed cost on a purchase order line is only billed on a service invoice if the purchase order is received before the service invoice is posted.

• There is a purchase price variance (PPV). For example, if the cost of an item changes from $168.00 to $178.00 after the PO is received, you will see another receipt line with $10 in PPV cost. The billable amount on the original purchase order line is also updated to include the PPV amount.

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