PO Creation

Primary Task

Associated Task

Generate Purchase Orders

Edit Purchase Orders

Create Manual Purchase Orders

Void Purchase Orders

Reassign Purchase Orders

Tasks

Steps

Generate Purchase Orders

Back to Top

Navigation Path

PM > Purchase Orders > Generate Purchase Orders

PM > Lot Matrix > Activity List > Generate Purchase Orders

Notes

Certain tasks must be accomplished before purchase orders can be generated. See Required Workflow Prior to PO Generation for those tasks.

If selected from the Purchase Orders tab, all lots in the project with PO's available to generate are displayed, with a choice of By Trade or By Activity List.

If selected from the Activity List screen, only the PO's available to generate for the specific lot are displayed.

Steps

1. Select Generate Purchase Orders link.
2. Select the specific lot generation link, by selecting either the By Trade or By Activity List
• By Trade screen allows trade partner selection by trade only
• By Activity List screen allows trade partner selection by individual activity
3. Select the Trade Partner for each activity or trade you want a  PO generated.
• Only trades with finalized contracts are available for selection. If a contract has not been finalized for the trade, "No Finalized Contracts" will display in the Turnkey [or UM] Trade Partner column
• Select Select All Primary link to populate all trade drop-down boxes with primary contracted trade partner
4. Select the Generate POs button to automatically create purchase orders for all selected trades.  Once the purchase orders are generated, the new purchase orders will be displayed.

Create Manual Purchase Orders

Back to Top

Navigation Path

PM > Purchase Orders > Create Manual PO

Notes

Manually generated POs are not editable until they are opened.

When adding activities which have a different scope of work at the Project-Plan level from the Data Library level, the initial Add Activity Code link will display the Data Library default scope of work, but when the activity is selected and added to the PO, the Project-Plan specific information will display on the PO. [If Lot# is selected first, Project-Plan specific scope will display on PO. If Add Activity Code is selected first, Data Library default scope will display on PO]

Steps

1. Select Create Manual PO link.
2. Use drop-down to select Lot #.
3. Select a Trade Partner
• If appropriate, select Update UM activities to use TP's contracted cost link.
4. Enter Reference Code [can be used internally by the builder; information is available in on demand reporting. Text entered here displays on all PO screens but does not display on printed PO]
5. Enter Comments in text field.
6. Select Add Activity Code button.
7. Select the Activities to add to the manual PO (add quantities for the Unit-of-Measure activities).
8. Select Add Activities button.
9. Enter Scope of Work, Unit Price, Tax Rate, Variance Code (if mandatory by company setting) and associate to an Option/NSO using the magnifying glass for a drop-down list. [Attaches manual PO to the Option or NSO and updates activity list.]
10. Select Create Pending PO button (creates PO but the PO is not available to online trade partners until it is opened), or
11. Select Create & Open PO button (creates PO and makes it available to online trade partners).

Edit Purchase Orders

Back to Top

Navigation Path

PM > Purchase Orders > Search > Purchase Order List > Select PO# link > Edit

PM > Lot Matrix > Activity List > Select PO# link > Edit

Note

Manually generated POs cannot be edited until the PO is opened.

Approved, exported, replaced, and voided PO's cannot be edited.

*See Manage Variance Log for further discussion on editing the PO amount and variance code.

Steps

1. Select the Edit link.
2. Use the text fields to enter Comments for the PO orComments for Change Log.
3. The Amount text field is populated with the current PO dollar amount.  As appropriate, use the text field to modify the Amount*.  
• Modifying the amount of a system-generated PO creates a manual version of the PO.
4. The Sales Tax text field is populated with the current tax percentage.  As appropriate, use the text field to modify the Tax Rate percentage.
5. As appropriate, select the Variance Code from the pull-down menu*.
6. Select the Save button to save the changes and create the new version PO [once the action is complete, the new PO will be displayed], or
7. Select the Cancel button to return to the previous screen.  

Void Purchase Orders

Back to Top

Navigation Path

PM > Purchase Orders > Search > Purchase Order List > Void

PM > Purchase Orders > Search > Purchase Order List > Select PO# link > Void

PM > Lot Matrix > Activity List > Select PO# link > Void

Notes

Once voided, the PO cannot be reopened.

Approved, exported, and replaced PO's cannot be voided.

Steps

1. From the Purchase Order List screen [or from the Actions list once the PO# is selected],
2. Select the Void link, or
3. Enter check in checkboxes for multiple PO's and select Void Selected button [from Purchase Order List screen only].

Reassign Purchase Orders

Back to Top

Navigation Path

PM > Purchase Orders > Search > Purchase Order List > Reassign

PM > Purchase Orders > Search > Purchase Order List > Select PO# link > Reassign

PM > Lot Matrix > Activity List > Select PO# link > Reassign

Notes

Once reassigned, the original PO is voided and cannot be reopened.

Approved, exported, and voided PO's cannot be reassigned.

Steps

1. Select the Reassign link.
2. Select a radio button for pricing option: Keep current pricing, or Manually update pricing after reassignment
3. Search for the new trade partner from Project Participants tab or All Trade Partners tab
4. On selection of trade partner name, the original PO status is changed to Void and a new PO number is created for the reassignment.
• If the radio button has been selected to manually update pricing, the Edit Purchase Order screen launches to enter Comments, or to make modifications to Amount, Tax Rate, or Variance Code.
• Select Save button to keep changes, or
• Select Cancel button to return to newly reassigned Purchase Order screen.