Payment Approval

Revised October 24, 2008

Description

Purchase orders are approved after work authorized by the PO has been completed by the trade partner, in full or in part. PO's can be approved in multiple locations in the application. This section describes the approval process.

Notes

BuildTopia offers two methods to approve purchase orders:

Schedule update work approval process:

With appropriate company settings, the project manager may approve PO's as a step in the construction schedule update process. With the update of a scheduled task's actual finish date, purchase orders with trades or activities mapped to the construction schedule template in use will launch for approval / partial approval.

Purchase order tab work approval process:

In addition to / in lieu of the schedule update work approval process, the project manager may approve PO's individually or in multiples at any time in the construction process from the purchase order tab.

Partial Approval - With the ability to create purchase orders with multiple line items, the company has the option to allow partial approval of one or more line items on the purchase order, or approval of a percentage of a single line item. The user will be prompted to create a new purchase order for the remaining items.

The only time the quantity of a turnkey activity can be edited is through partial approval of a purchase order. Partial receipt will never allow a user to receive more than the original purchase order quantity without modifying the purchase order.
If a PO line has been partially approved for a Unit of Measure or Turnkey activity and the subject trade partner's contract is subsequently edited and finalized: the previously approved portion of the PO will not be affected, and the remainder [backordered] portion will be re-calculated at the newly contracted amount or rate. To pay the trade partner the full amount of the modified contract the user must calculate the difference and generate a manual PO to pay it.

Once an approved PO has been linked to the accounting system, it can no longer be edited, reassigned, voided, or re-opened.

Primary Task	Associated Task
Approve Purchase Order	Reopen [Approved] Purchase Order
Create Partial Receipt of Purchase Order

Tasks

Steps

Approve Purchase Order

Navigation Path

Schedule update work approval process:

PM > Lot Matrix > Edit Schedule Task > Enter Actual Finish Date > Update Task button > Payment Approval screen launches > Select POs to approve > Approve Selected

Purchase order tab work approval process:

PM > Purchase Orders > Search Open PO Status > Purchase Order List > Approve

PM > Purchase Orders > Search Open PO Status > Purchase Order List > Select PO# link > Approve

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

Notes

Approve the PO when the trade partner has completed the work and the PO is ready to be paid.

Only PO's in Open status can be approved.

Method 1, Approve individual PO's

Select the Approve link.

The purchase order cannot be edited without reopening.

PO status is changed and Actions links are hidden.

Method 2, Approve multiple PO's

Select the checkbox for each purchase order from the Approve column.
Select the Approved Selected button.

Create Partial Receipt of Purchase Order

Navigation Path

PM > Purchase Orders > Search Open PO Status > Purchase Order List > Partial Receipt

PM > Purchase Orders > Search Open PO Status > Purchase Order List > Select PO# link > Partial Receipt

PM > Lot Matrix > Activity List > Select PO# link > Partial Receipt

Steps

Select the Partial Receipt link.
Enter Comments as desired.
Enter in the Received Quantities (Turnkey activities are entered as percentages, or decimals [i.e, 75% = .75], Unit of Measure Activities are whole numbers).
Select Back Order? checkbox to create a Back Order PO for the remaining quantities from the original PO.
Select Save Received Quantities button to save quantity without approving the PO. This will not create a back order PO until the Approve button is selected.
Select Approve button to partially approve the received quantities and create a back order PO if checkbox is selected. [A dialog box opens as a reminder that you are generating a back order PO, that it will include as-yet un-received quantities, and that un-accounted for amounts will display in the variance log.]

The original PO is approved as version -1, the back order PO is created as version -2 [with further versioning of PO's as additional partial receipts are entered against the original or back order PO amount].
The back order PO displays 'Back Order for XX-10000-1 [example] ' in Related PO box on Purchase Order screen.
Quantities which are not received and are not on a back order PO create a Variance Amount in the amount of the remaining quantities in the lot's Variance Log. See Manage Variance Log for further discussion on PO amounts and variance codes.

Reopen [Approved] Purchase Order

Navigation Path

PM > Purchase Orders > Search Approved PO Status > Purchase Order List > Reopen

PM > Purchase Orders > Search Approved PO Status > Purchase Order List > Select PO# link > Reopen

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

PM > Purchase Orders > Locate PO > Reopen

Notes

Approved PO's can be reopened, but once they are exported to your accounting system they cannot be reopened.

Steps

Select the Reopen link.
PO status is changed and Actions links return.

Contact Customer Support: 1-800-411-2020 Option 4 or support@buildtopia.com