In the Issue Purchase Orders tab, purchase orders can be issued by job, activity, release code, or item. Even though a PO is issued, it still needs to go through the approval process to become a PO in Sage Timberline Accounting.
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Purchasing automatically defaults to the view sorted by release code/activity (click the Sort By button at the top of the screen to select a different sort method). The next time the user accesses the screen, the last sort-by view is retained. Purchase orders can be issued all at once, by release stage, by activity or by item. |
Click the Sort By drop-down menu from the Issue Purchase Order toolbar, and choose Estimate/Option/Activity.
Expand the appropriate Estimate node.
To select items to be issued, click the checkbox next to the Activity line in the tree.
All subordinate nodes to the activity will be selected as well.
Once the items have been selected, click the Issue Purchase Orders icon.
If warning messages or error messages exist for purchase orders, a warning dialog appears.
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.
If the warnings are acceptable, click the Continue button to continue issuing the selected purchase orders.
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Notes |
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A warning message can occur if Purchasing did notfind an item cost for a selected supplier in the job's assigned area. In this case, Purchasing uses the item cost based on the cost lookup hierarchy. Errors can be caused by invalid suppliers, cost codes and categories. Purchasing will prevent invalid information from being sent to Sage Timberline Office Accounting. For a complete list of pricing error and warnings, click here. |
If the purchase orders are issued successfully the Confirm dialog appears.
All successfully issued purchase orders awaiting approval will appear in the Send to Sage Timberline Office Accounting screen on the Purchase Order tab.
Click No to skip the processing function.
The purchase orders may be selected in the Purchase Order Summary tab to send to suppliers at a later time.
Or, click Yes to send purchase orders to suppliers immediately. This simply notifies the supplier that the PO is coming, so they can prepare for the work. The PO still needs to go through the approval process to go to Sage Timberline Accounting.
The purchase orders will be sent via the user's specified document delivery mode for the supplier.
If Yes (send POs to suppliers immediately), the confirm dialog appears, "Print prices on purchase order?"
Select Yes or No.
WhetherYes orNo (to print prices on the PO), the Supplier Notification Processor dialog appears.
The Print dialog then appears so the user can define the printing parameters.
After defining the printing parameters, click OK to print a hard copy of the PO.
Click the Clear Successful Items button, then click Close to exit the screen.
A Confirm dialog appears, "There were notifications that were successfully sent. Do you wish to update the system with the date sent for these items?"
Click Yes or No.
ThePrint Purchase Order Prooflist dialog then appears.
To skip printing a detail or summary report, click No.
Otherwise, click Yes and follow the steps in the next section.
View a Detail Report (sorted by activity) or a Summary Report (sorted by activity).
Both reports offer different views of the most recently-issued purchase orders.
Click the Sort By drop-down menu in the screen's toolbar, and choose Release Code/Activity.
To select the purchase orders, click the checkbox next to the Release Code.
All subordinate nodes to the release code will be selected as well.
Follow Steps 4-11 above.
Overview of Issue Purchase Orders Screen
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