You can create purchase orders in Schedule for items that need to be purchased while on a service call. The purchase orders are 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. If you are not seeing the option to view or add purchase orders, please contact your system administrator. Permissions for purchase orders are set up in User Roles. See Working with Roles.

Viewing Purchase Orders

The columns can be reordered by selecting the column header and dragging it to your desired location. You can sort by selecting any column header.

To view existing purchase orders:

1. From the schedule board, right-click on an appointment and select View Purchase Orders. You can also access this window by right-clicking on a service appointment, selecting View Service Call, and selecting the View Purchase Orders icon from the button bar.
2. In the Purchase Orders window, the service call ID or job number is displayed in the title bar.

3. The following columns show the following information. 

   Processed: If marked, this indicates that the purchase order has been processed and cannot be edited or deleted in Schedule. Origin: Indicates where the purchase order was created: Schedule, MobileTech, GP. PO Number: The purchase order number. Vendor: The vendor on the purchase order. Item: The item number. Description: The item description. Site: The site the item is located. U of M: The unit of measure selected for the item. Quantity: The quantity of the item. Unit Cost: The unit cost for the item. Extended Cost: The extended cost of the item (quantity x unit cost). Date: The date the purchase order line was created. User: The user who created the purchase order line. Line: The purchase order line number on the purchase order.

   
   

Creating a New Purchase Order

1. To add a new purchase order line, select the New Purchase Order button in the Purchase Order window.
2. In the Purchase Order Line window, the customer number, name, address ID, location name, and job or service call ID are read-only and cannot be edited.
3. Enter or select the following information (* indicates a required field):
   • *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.
   • *Item: Select an existing inventory item number or enter a new one.
     If the item is new when you tab off the field, the Item Information window displays where you have the option to enter the item description. Select Continue to return to the Purchase Order Line window. 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.
   • *Unit of Measure: Select a unit of measure that best represents the 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).
4. Select Save.

Add, Edit, or Delete a Purchase Order Line

You can change purchase order lines and create additional purchase order lines after you save a purchase order, but before it is processed in Service Management. 

• To add lines to a purchase order, right-click on the purchase order line and select New Purchase Order Line. Information is displayed based on the original purchase order. Enter information in the Purchase Order Line window, as needed, and then select Save.
• To change a purchase order line, right-click on the purchase order line, select Edit Purchase Order Line, and make changes. Select Save.
• To remove a purchase order line that was created before it is processed in Service Management, right-click on the purchase order line and select Delete Purchase Order Line. Select Yes to verify you want to delete the line.

Processing Purchase Orders in Service Management