The Issue Purchase Orders screen allows the user to select estimate items for a job and generate purchase orders to selected suppliers. Purchase orders (also known as POs or commitments) may also be consolidated by Option, Job Cost Code and Job Cost Category and sent to Sage Timberline® Office Job Cost. Issuing purchase orders instructs suppliers or subcontractors to perform work or to supply materials for a job at a certain cost, which establishes the commitment. Upon the issuance of a purchase order, a notification is sent to the supplier to inform them to do the work or supply materials.
Once work is completed or materials supplied, a purchase order can be approved for payment in the Approve Payment of Purchase Orders screen. The PO approval is equivalent to entering an accounts payable invoice for that supplier, and the approval process initiates the purchase order payment.
The items are added to the job by importing a Sage Timberline estimate, approving a sales contract, or through item takeoff directly into the job. As items are added into the job in Purchasing, costs are automatically assigned based on the selected supplier for the purchasing activity for the item and the job's assigned area. All options marked as "Include in Base" from Sales Pricing's Master Models/Options and Models/Options by Community screens are included as part of the base house in Purchasing.
Suppliers are selected for purchasing activities based on the purchasing activity's default supplier in the Purchasing Activities screen for the job's assigned area.
Once the purchase orders are issued, the committed costs for both the base house and any included options are sent to Job Cost when the Send Commitments to Job Cost process is run in the Send to Timberline Accounting screen. All purchase orders for a job may be issued simultaneously or by release phases which allows a phased, or scheduled, issuance of the purchase orders.
From the Purchasing menu, selectIssue Purchase orders.
Or, click the Issue Purchase Orders icon in the Purchasing toolbar.
Click the Issue Purchase Orders tab at the bottom of the screen, which opens the screen below.
Icons differentiate the status of the purchase order as shown below. Issued POs not yet sent to suppliers appear with a green '+' sign, cancelled POs appear with a red 'x'. Approved POs appear with a blue check mark. POs issued and sent to suppliers appear with an orange arrow (see the section on Explanation of PO Status field for more details). If an item contains potential errors or warnings such as negative quantities, they appear with a yellow triangle.
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Last Payment Date |
The date of the most recent (last) invoice. |
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Date Issued |
The date the user performed the Issue Purchase Order function. |
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Date Sent |
This date is updated when the user clicks the "Clear Successful Notifications" button when printing an invoice (during the Issue Purchase Order process or the Send Purchase Orders to Supplier function). |
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Date Completed |
This date is updated when the Scheduling module is used and when a scheduling activity linked to a purchasing activity is marked as complete. Otherwise, the default completion date in the Approve Payment for Purchase Orders screen is used when approving the purchase order. |
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Date Fully Approved |
Date of the most recent (last) invoice when the fully-approved amount reached the total purchase order amount |
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Paid to Date Amount |
The amount of the purchase order that is approved to date |
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Pending Invoice Amount/ Pending Invoice Date: |
The pending invoice amount is the amount that has been approved in the Approve Payment of Purchase Orders screen but not yet sent to Accounting. The pending invoice date is the invoice date from the Approve Payment of Purchase Orders screen. |
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Last Payment Amount/Last Payment Date
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The last payment amount is the amount of the most recent (last) invoice. The last payment date is the date of the most recent (last) invoice. |
Each purchase order's status will appear in the right detail pane when the PO is highlighted in the left pane.
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Issued |
Purchase orders that have been issued in WMS but not sent to suppliers |
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Sent |
Purchase orders that have been issued and sent to suppliers, but not yet sent to Sage Timberline Accounting |
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Approved |
Purchase orders that have been fully approved in the Approve Payment of Purchase Orders screen, sent to Accounting, and whose associated invoices have been sent to Accounting. |
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Cancelled |
Purchase orders can be cancelled in the Issue Purchase Orders screen if they have already been sent to Sage Timberline Accounting but not approved for payment in the Approve Payment of Purchase Orders screen. |
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Note |
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The basic functions available in theIssue Budgets screen are identical to the basic functions available in the Issue Purchase Orders screen. Click here for more information on how to issue purchase orders. |
Add Change Orders or Variance Purchase Orders
Delete Purchasing Activities or Items
Print or Re-Print Purchase Orders
Send Purchase Orders to Suppliers
Issuing Purchase Orders if Budgets are Finalized in Sage Timberline Office Job Cost
Approve Payment of Purchase Orders Screen