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You can enter and edit purchase order transactions using Microsoft Dynamics GP Purchase Order Processing (POP). You can enter job-related information to link the purchase order to a job. You can also enter purchase order returns for purchase orders that contain job costs.

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Note
If you need to create a return for a Subcontractor purchase order, see Entering returns Returns on a subcontractor purchase orderSubcontractor Purchase Order.

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Creating Purchase Orders

Step 1: Complete the Purchase Order Entry Window

1. Select Transactions > Purchasing > Purchase Order Entry.
2. Complete the window. See the Microsoft Dynamics GP Purchase Order Processing Manual for more information.

Note
When copying a purchase order, Service and Job Cost information will not copy. Only the Microsoft Dynamics GP information will copy, and the Product Indicator field will be changed to Unbilled for all line items.

Step 2: Enter Job-Related Information

1. From the Product Indicator drop-down list, select Job Cost. Unbilled is for Microsoft Dynamics GP general ledger transactions. 

   NoteIf you marked the setup option to have the job number 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 Setup Options.
2. Enter a Job Number and a Cost Code.
3. Select the expansion button attached to the Item field to open the Purchasing Item Detail Entry window.
4. 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 allows more space than the Microsoft Dynamics GP Comment ID field. The description prints on the blank paper purchase order format.

Step 3: Commit the Purchase Order

1. Select Commit to save the purchase order and update the committed costs in Job Cost. If you plan to print/email the purchase order, you do not need to commit. 

   note

   The PO Status field shows New if the purchase order has not been printed, Open after the purchase order has been printed, and Modified if it has been changed after printing.

2. Select File > Print. Upon printing and/or emailing the purchase order, the costs become committed costs for the job. Once a purchase order is committed, taxes are included with the item's cost in the Committed Costs column in the Job Status window and in the Actual column in the Cost Codes Detail window. To view the tax portion of the costs, you can zoom on the appropriate cost column in the Job Status window. Landed costs are not included in the committed cost amount.

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1. Select Transactions > Purchasing > Returns Transaction Entry. The Returns Transaction Entry window opens.
2. Select a return type. You must select either Return or Return W/Credit. Tab through to fill the Return No.
3. Fill the remaining fields, as necessary. For additional information on the fields listed below, refer to the Microsoft Dynamics GP documentation.
   • Vendor Doc. No.
     The number identifying the document that the vendor gave you; typically this is the invoice number or packing slip number from the vendor's documents. You can leave this field blank if you're entering a return without credit.
   • Date
     The date the item is to be returned. The system date fills automatically.
   • Batch ID
     The batch associated with this purchase order, if applicable.
   • Vendor ID and Name
     The vendor associated with the item being returned.
   • Currency ID
     The currency ID of the returned item fills automatically.
   • PO Number
     The purchase order number to which the returned item belongs.
   • Vendor Item
     The item being returned.
   • Receipt No.
     The receipt number associated with this returned item.
   • U of M
     Displays the unit of measure for the item being returned.
   • Quantity Returned
     The quantity to return. This field fills automatically with the maximum quantity available from the receipt.

   • Unit Cost
     Displays the cost of the item in the unit of measure. 

4. Tab to the next line. You can now view the jobs and/or service call associated with this returned item. See Viewing job information Job Information for a PO returnReturn below.
5. Save or post the transaction. If a return transaction results in a net $0.00 cost for the PO line item and you are using a price matrix where the first row begins with Starting Cost of $.01 or higher (see example below), you will receive an error because the system will not be able to calculate the extended markup for $0.00. To avoid this error, you should change the starting cost in the first row of the price matrix to $0.00.

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Step 1: Complete the Transaction in Invoice Match

In order to To undo the receiving transaction, it is recommended that the user complete the transaction through the invoice match process like any other received PO. Transactions > Purchasing > Enter/Match Invoices.

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1. Release the invoices from the Subcontractor Payments window by going to Transactions > Job Cost > Subcontractor Payments and select selecting the Process button.  
2. Release the retention from the Subcontract Transactions window by going to Transactions > Job Cost > Subcontractor Retention and select selecting the Process button.
3. At this point, the posted costs have been removed from the job.

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