You can create purchase orders in Schedule for items that need to be purchased while on a service call. The purchase orders are sent to the host system to be processed in Service Management and in Purchasing. A purchase order created in Schedule needs to be processed in the Mobile Purchase Order Inquiry before a technician can view the purchase order in MobileTech. You can sync purchase orders with the host system at any time. However, after a purchase order has been synced, you can't change it or delete it.
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Viewing Purchase Orders
To view existing purchase orders:
- From the schedule board, right-click on an appointment.
- Select View Purchase Orders.
The Purchase Orders window displays the following information:
Section Column width 50% - Processed
- Origin
- PO Number
- Vendor
- Item
- Description
- Site
Column width 50% - Unit of Measure
- Quantity
- Unit Cost
- Extended Cost
- Date
- User
- Line
Creating a New Purchase Order
*Service Call/Job | Service call or job information is displayed and can't be changed. |
*PO Number | The purchase order number. Depending on the setup options for generating purchase order numbers and purchase order prefixes, a purchase order number might be displayed, or you can enter a purchase order number. |
*Date | The date of the purchase. The default date is the current date, but you can change it. |
Unknown Vendor | Mark this option if the item for the purchase order is from a vendor who isn't set up in Signature. Enter the name of the vendor in the Vendor Name field. |
*Vendor ID/Vendor Name | Select the vendor who is associated with the purchase order, if information about the vendor is set up in the host system. If the vendor isn't set up in the host system, mark Unknown Vendor and enter the name of the vendor. The default value is UnknownVendorID. If a vendor has been marked Inactive or On Hold in Signature, they will display in MobileTech. |
Non-Inventory | Mark this option if this is a new item or an item that is associated with a new vendor that you entered. This field is hidden if you don't have inventory assigned to your site or if you don't have any sites assigned. |
*Inventory/Item Number | The label that is displayed depends on the inventory setup options. Select an existing inventory item number or enter a new one. If the item is new, the item is created as a non-inventory item for the purchase order when you sync the purchase order. |
Item Description | A description is displayed if you selected an existing inventory item. If this is a new item, you can enter a description of the item. |
Enter Site Name | Mark this option to enter a site that is not listed in the Site field. This field is hidden if you do not have any sites assigned. |
*Site | Select a site where the item should be assigned. If a site is designated as a default site in the setup and the technician is assigned to the site in Service Management, the default site is displayed, but you can change it. If a technician isn't assigned to the site that is designated as the default site in the setup, the field is blank. Only sites that the technician is assigned to in Service Management are available. |
*U of M | Select a unit of measure that best represents the typical item that is being purchased. If a default unit of measure is designated in the setup, the default unit of measure is displayed, but you can change it. |
*Cost Code | The cost code depends on the type of appointment you are adding the purchase order to:
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*Quantity | The number of items being purchased must be 1 or greater. |
*Unit Cost | The cost of each item that is purchased. The default amount is displayed, but you can change it. |
Extended Cost | This amount is calculated automatically, based on the cost and the quantity (Cost x Quantity = Extended Cost). |
Processing Purchase Orders in Service Management
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