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.
Viewing Purchase Orders
To view existing purchase orders:
- From the schedule board, right-click on an appointment.
- Select View Purchase Orders.
In the Purchase Orders window, the service call ID or job number is displayed in the title bar.
The following columns show the following information:
- Processed
- Origin
- PO Number
- Vendor
- Item
- Description
- Site
- Unit of Measure
- Quantity
- Unit Cost
- Extended Cost
- Date
- User
- Line
Creating a New Purchase Order
- To add a new purchase order line, select the New Purchase Order button in the Purchase Order window.
- In the Purchase Order Line window, the customer number and name, address ID, location name, and job or service call ID are displayed as read-only.
- Enter or select the following information:
*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.
Vendor
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, clear the field and enter the vendor name.
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.
*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.
*Unit of Measure
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:
- Service appointment: The cost code pertaining to the purchased item. A default cost code is displayed, but you can change it.
- Job appointment: The non-labor cost code pertaining to the purchased item. If one non-labor job cost code exists on the job appointment, the job cost code will auto-populate. The field is blank and you can select the job cost code from the drop-down list if more than one non-labor job cost code (or none) exists on the job appointment.
*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
A purchase order that is entered in MobileTech or Schedule must be reviewed, committed, and processed in Service Management and Microsoft Dynamics GP Purchasing before costs that are associated with the purchase order can be processed in the system. The user who is processing these purchase orders must be a Microsoft Dynamics GP Full User.
To allow users in MobileTech or Schedule to quickly work and provide information to customers in the field, purchase orders for service invoices and field invoices do not include taxes unless the invoices have been received in the Purchasing module of Microsoft Dynamics GP.
Process Purchase Orders
After a purchase order has been synced with the host system, you can view and process the purchase order in Service Management. Costs that are associated with a purchase order are displayed in Service Management as committed costs on the service invoice. You can use the zoom functionality to display the appropriate setup window. For example, zooming on the service call number will open the Service Call window.
To view and process purchase orders that were sent from MobileTech or Schedule:
- In Microsoft Dynamics GP, select Inquiry > Service Management > Mobile Purchase Order Inquiry.
- The Mobile Purchase Order window displays the following information that was entered on the purchase order:
- Service Call/Job Number
Displays the service call ID or job number. - Appointment
Displays the appointment ID. - Technician
Displays the technician. - PO Number
Displays the purchase order number. - Line Number
Displays the line number of the item entered on the purchase order. - Date
Displays the date the purchase order was created in MobileTech or Schedule. - eConnect Error
If an error occurs, the eConnect Error number is displayed in the purchase order row as a hyperlink that you can select to view the error message. - Vendor/Vendor Name
Displays the Vendor entered on the purchase order. - U of M
Displays the item's unit of measure. - Item Number/Item Description
Displays the item number and description. - Quantity
Displays the quantity of the item. - Unit Cost
Displays the unit cost of the item. - Cost Code
Displays the cost code. (service appointments). - Job Cost Code
Displays the Job cost code (job appointments). - Site ID
Displays the Site ID. - Product Indicator
Displays Job Cost or Service, depending on the origin of the purchase order (job or service call). - Billing Amount
Displays the billing amount. - Invoiced
Indicates if the purchase order was invoiced.
- Service Call/Job Number
- You can select Print to print the Mobile Purchase Order report, which displays information about the purchase orders that need to be processed.
- Select the transactions from MobileTech to process and select Process.
- Select Redisplay to update the list of purchase orders that were submitted by technicians.
Post Purchase Orders in Microsoft Dynamics GP
- To post purchase order transactions in Microsoft Dynamics GP that originated from MobileTech or Schedule, in Microsoft Dynamics GP, select Transactions > Purchasing > Purchase Order Entry. The Purchase Order Entry window is displayed.
- In the PO Number field, select a purchase order.
View and change other information as needed. For example, you can add freight, tax, and miscellaneous amounts to the purchase order.
A purchases tax schedule for a company must be set up in the Company Setup window (Microsoft Dynamics GP > Tools > Setup > Company > Company) before you can process taxes for purchase order receipts.
- Select Commit. Purchase orders that are committed are available in MobileTech so that technicians can enter purchase order receipts for inventory items.