Issue Purchase Orders by Cost Code

In the Issue Purchase Orders screen, phase-centric users can issue purchase orders for an entire cost code, but not at the lot, activity or item level. The screen follows a cost code/contract/job/pay point/item hierarchy.

IMPORTANT

Purchasing automatically defaults the view to Phase Releases and all the jobs just configured for that phase in the Phase Releases screen appear. By design, the sorting view is retained the next time the screen is accessed.

When issuing purchase orders by entire cost codes for phase-centric workflows, ensure the Setup > Divisions > Purchasing Purchase Order Options setting "Combine activities with same supplier within release code" setting is left unchecked. Otherwise, all pay points will combine into one purchase order when issued.

If suppliers do not match within the pay points in the cost code, a warning icon appears in front if the pay point. To fix this, reassign the supplier at the cost code level or reactivate the contract (ensure the box is checked) for that cost code and supplier.

Note

Item costs can be edited using this sorting view.

To issue purchase orders:

From the Purchasing menu, select Issue Purchase Orders.
If not already selected, click the Sort By drop-down menu from the Issue Purchase Order toolbar, and choose Phase Releases.
Click the checkbox next to the appropriate cost code node (yellow folder).
Click the Issue Purchase Orders icon.
- Or, right-click the cost code and select Issue Purchase Orders from the pop-up menu.

Notes

The recommended workflow is to select a supplier from the Supplier Contracts screen. However, if it is necessary to change the supplier from this screen, it is possible to do so. Only suppliers having active contracts can be selected. All item costs in a cost code are automatically refreshed using the selected vendor's bid.

View Errors and Warnings

If warning messages or error messages exist for purchase orders, a warning dialog appears.

1. If further review is necessary, click the Print button at the bottom left to print the Warnings report, and click the Cancel button to abort issuing purchase orders.
2. If the warnings are acceptable, click the Issue checkbox button to continue issuing the selected purchase orders, then click OK.

Notes

A warning message can occur if Purchasing cannot find an item cost for a selected supplier in the area the job is located. In this case, Purchasing uses the item cost in the Sage Timberline® Office estimate.

Errors can be caused by invalid suppliers, cost codes and categories. Purchasing will prevent invalid information from being sent to the Send to Sage Timberline®Office Accounting screen.

When POs are Part of Active Contract

If purchase orders are issued as part of an active contract, its contract number becomes the invoice number in the Approve Payments of Purchase Orders screen. Once the user approves and saves the purchase order(s) in the Approve Payment of Purchase Orders screen, all purchase orders can be sent in one invoice to Accounting.

Purchasing Contract Report

A Purchasing Contract report preview appears for each supplier that was issued a purchase order. All successfully issued purchase orders will appear in the Send to Sage Timberline Office Accounting screen on the Purchase Order tab.

To reprint the report: