Creating purchase orders for jobs

Consider the following points before creating purchase orders for jobs:

• You can turn on an option to open a job’s schedule when the purchase order Scheduled date changes.
• When you enter a new payable invoice using a purchase order, the purchase order sales tax will automatically default into the new invoice. You can choose to deactivate the automatic purchase order sales tax feature and to enter the sales tax manually into the invoice.
• You can assign materials being purchased to an inventory location. In the Inventory Location cell, enter the inventory location number.
• As you enter items, Sage 100 Contractor uses the information on the Invoice Defaults tab in the vendor record. However, you can post to different ledger accounts. In the Account cell, enter the account to which you want to post the cost of the items.
• To control purchasing, some companies have an individual who must review and authorize purchase orders. After authorizing the purchase order, enter the approval date in the Approved box.

To create purchase orders for jobs:

1. Open 6-6-1 Purchase Orders.

2. In the Order# box, do one of the following:

   • Enter the purchase order number.

   • Leave the Order# box blank to automatically assign an order number.

   Tip: In a networked environment, do not assign an order number. Sage 100 Contractor assigns an order number when you save the record.

3. Enter header information for the document, as follows:

   1. In the Order Date box, enter the date of the purchase order. Sage 100 Contractor automatically prefills the text box with today's date.

   2. In the Vendor box, enter the vendor number.

   3. In the Attention box, enter the name of the person to whom you are sending the purchase order.

   4. In the Description box, enter a brief statement about the order.

   5. In the Job box, enter the job number.

   6. If the job uses phases, enter the phase number in the Phase box.

   7. In the Equipment box, enter a piece of equipment using the lookup window, and then press the Enter key.

   8. In the Task box, enter a scheduled task using the lookup window, then press the Enter key.

   9. In the TaxDistrict box, enter the sales tax district number. The entire purchase order is subject to sales tax.

   10. In the Approved box, enter the date the purchase order was approved.

   11. In the Scheduled box, enter the scheduled date of delivery.

   12. In the Delivery box, enter the actual date of delivery.

       Note: If you are having items sent to a delivery site, enter the address information in the Address 1, Address 2, City, State, and Zip text boxes.

   13. In the Via box, enter the means of delivery.

   14. In the Terms box, enter the payment terms.

   15. In the Status list, select the status of the purchase order.

   16. In the Type list, select the type of order.

   17. In the Ordered by box, enter the employee name using the lookup window, then press the Enter key.

   18. (Optional) In the User Def1 and User Def2 text boxes, enter the user-defined information as necessary.

4. In the grid, for each item you want to purchase:

   1. In the Part# cell, enter the part number.

   2. In the Description cell, enter a brief statement about the item.

   3. In the Alpha Part# cell, enter the alpha part number.

   4. In the Unit cell, enter the unit of measurement.

   5. In the Quantity cell, enter the number of items you want to purchase.

   6. In the Price cell, enter the cost for one item.

   7. In the Cost Code cell, enter the cost code you want to use.

   8. In the Cost Type cell, enter the cost type.

   9. (Optional) In the Taxable cell, enter Y if the item is taxable. (The program uses the taxability of each detail to calculate the sales tax on the eventual invoice.)

5. Click File > Save.