Contract to Purchase Order Information

Counter Menu -> Contracts -> Contract Summary -> Contract Services -> Purchase Order Information

Counter Menu -> Reservations -> CONVERT button -> Convert Reservation to Contract -> Create Purchase Orders -> Purchase Order Information

Counter Menu -> Quotations -> CONVERT button -> Convert Quotation to Contract -> Create Purchase Orders -> Purchase Order Information

Counter Menu -> Counter Worksheet -> Convert to Contract action -> Create Purchase Orders -> Purchase Order Information

Counter Menu -> Exchanges By Contract / Exchanges By Customer -> to a Re-Rent product -> Purchase Order Information

A Purchase Order can be generated to order eligible sales products, re-rental equipment, and services, at the time they are put on a Contract or at the time a document is converted to a contract.
Typical items ordered to fulfil contracts include rerent items, fuel, transport for owned or rerentals, and erection/dismantle of equipment such as scaffolding and temporary fencing.

Note: To trigger this window for a Service, the service must be added to the Contract manually, and not just selected from the List Contract Services checkbox screen configured in the Company Contract Parameters.

To activate this the Product Class must be flagged to Allow Create PO from Contract, but this does not apply for specific products flagged to Stop P.O in the re-order information window.

Refer to Contract/Purchase Order Link Overview for details on product eligibility, rules, and configuration of this feature.

This window can be used to capture order information for the Purchase Order after the relevant product has been selected from the Create Purchase Orders window:

VENDOR NUMBER

Enter the vendor or select one from the Vendor Search window.

Order Conversion Product Restriction:
The sales product can not be linked to a P.O. if the product uses an Order Conversion for re-ordering from the selected vendor, according to the order information defined in Inventory Re-Order Information or in Alternate Vendor Purchasing.

P.O. NUMBER

Accept Auto to create a new Purchase Order with the next available P.O. number, or select an existing P.O. from the search window as follows:

PURCHASE ORDER SEARCH

Only Purchase Orders for this Vendor are listed.
The list displays the P.O.#, Vendor name, P.O. date, Salesman code, this contract number if a P.O. link already exists, and the closed status.
Because a P.O. can only ever be linked to one contract, but a contract can be linked to multiple Purchase Orders for various vendors, P.O.s for this vendor that are linked to a different contract will not be displayed as they cannot be selected.

To select a P.O. from the displayed list, double-click on the appropriate record, or highlight the record and click the SELECT button.

The ability to over-type the auto-assigned document number is controlled by the Allow Custom Document# flag for the document type defined in Last Used Transactions.
A warning is generated if the number has already been used.

The associated contract number is displayed for reference in the header of the Purchase Order.

VIEW P.O.

This window can be used to drill down to view the P.O. header and details if an existing Purchase Order was selected.

SHIP TO SITE

This field controls whether the resulting Purchase Order should be assigned the Ship To address from the rental document so that when the P.O. is filled, the supplier will send the products on the P.O. directly the customer's Site.
This option is only enabled if a new Purchase Order is to be created and the source document has complete Ship To information including Ship Name, Address line 1, City, Province/State, and Postal/Zip.

Check this box if the Customer's Site defined on this document header should also be the Ship To address on the P.O.
Uncheck this box if the Ship To address on the P.O. should remain as the store division address.

Note: Although this action can ship the products directly to the customer's site similar to a "Drop-Ship P.O.", this new P.O. can still be accessed and modified in Purchase Order, and if the option to Receive Now is not selected below, the P.O. will still need to be received in Warehouse Receiving before it can be A/P invoiced.

P.O. NOTES

This window can be used to enter product detail notes for the Purchase Order as outlined in Detailed Product Notes on P.O.

DISCOUNT %

This field only applies to rerent products and can be used to calculate the rates your rerent supplier will be paid based on a discount percent of the rates charged to your customer.
This is useful if the agreement with the rerent vendor is that he gets a percentage of the rental revenue collected.

Enter the percent of rental revenue that the your firm will keep.
The Change Purchase Order Rates window automatically opens, that can also be accessed from the P.O. Rates field.

P.O. RATES

This option only applies to rerent products.
This window displays the rental rates that the rerent supplier will be paid base on the Discount %.
Rates in the window can also be adjusted manually to reflect the vendor's rerent rates as required.

The rental period and the vendor rerent rates print on the Purchase Order details and are also displayed for reference when the invoice from the supplier is entered in A/P Invoices by P.O.

P.O. COST

For rerent products, the rate to be paid to the supplier for this rental period is displayed and can be changed if required.
For services, the service charge per quantity is displayed and can be changed to the appropriate price if required.

For sales products, the Re-Order product cost each is displayed and can only be changed if the operator has Document Field Access permission to the Contract - Change Linked P.O. Cost in Security Role Permissions.

Cost Exceeds Customer Charge:
If the expected Purchase Order Cost is greater than the expected amount charged to the customer on the contract, a warning is triggered to allow cost/price adjustments to be made.
If the operator proceeds to create the P.O. with a Cost greater than the Price or Rate, an audit record is written to the Audit Log for category P.O. Cost Exceeds Contract Amt.

RECEIVE NOW

Check this box if this P.O. should be considered already received and is ready to be invoiced in A/P Invoices by P.O.
Uncheck this box if the product still needs to be received using Warehouse Receiving before it can be invoiced.

SHIP VIA

Accept the default shipping method for this Supplier, as defined in the Additional Information window in Vendor Information, or select a method from the drop-down list as setup in Ship Via Codes.

This field is disabled if the purchase is being to an existing P.O. that has been selected.

LAYOUT NUMBER

Accept the P.O. layout for this Supplier, that defaults from the Additional Information window in Vendor Information, or select a layout from the drop-down list as setup in Purchase Order Layouts.

This field is disabled if the purchase is being to an existing P.O. that has been selected.

PURCHASING AGENT

Accept the Purchasing Agent for this Supplier, that defaults from the Additional Information window in Vendor Information, or select an agent from the drop-down list as setup in Purchasing Agent Codes.
This prints on the Purchase Order.

This field is disabled if the purchase is being to an existing P.O. that has been selected.

Finished?

Click ACCEPT to complete the P.O. or CANCEL to abort.
The option to print the P.O. is provided after the contract is completed and printed.

When reviewing a Contract and in Contract inquiries, a window is provided on the product or service detail line in the Qty field to view any associated 'Purchase Order Details' if they exist.