Purchase orders can be sent to Accounting by job, supplier or contract, and invoices can be sent by supplier or contract accounting dates.
In theSend to Timberline Accounting screen, click thePurchase Orders tab, which opens the screen below.
Select the desired sorting option for the purchase orders.
Sort by Job: Check this option to sort the purchase orders by job.
Sort by Supplier: Check this option to sort the purchase orders using a supplier/purchase order/PO item hierarchy shown below.
Sort by Contract: Check this option to sort by suppliers with active contracts. The remaining hierarchy is by job, purchase order and PO item.
Use the Expand All/Collapse All buttons to expand the supplier or job in order to view associated purchase orders and items.
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Right-clicking the PO in the list will display a menu option to preview or edit a purchase order. Previewing a PO allows purchase order notes and other items to be viewed prior to performing the Send to Timberline function. Click here for information on editing purchase orders. |
Purchase orders issued, but not previously sent to theJob Cost module will display in this screen.
If the user is assigned the security option, Send on Behalf of Users, all purchase orders issued but not sent will display.
If the user is not assigned the security option, Send on Behalf of Users, the screen will only display the purchase orders issued by the current user.
Click the purchase orders in the list to send to Accounting. Use the <CTRL> key + mouse click to select multiple, non-consecutive purchase orders in the list. Or, use the <Shift> key + mouse click to select multiple, consecutive purchase orders in the list.
Click the Send Commitments to Job Cost icon.
Any commitments issued to TBD (To Be Determined) suppliers will be on hold, and not sent to Job Cost. These purchase orders will remain listed in this tab until a valid supplier has been assigned to each purchase order.
WMS will no longer allow purchase orders or invoices to be sent to Sage Timberline if the associated job is closed. The Job Closed Hold field will be checked for the purchase order in the list if its associated job is closed.
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The closed status is imported from Sage Timberline Office Job Cost. If the job is classified as closed in Job Cost, the Job Closed Hold checkbox will be checked in WMS. If the job is not classified as closed in Job Cost, the Job Closed Hold checkbox will be blank. Users cannot uncheck this checkbox in WMS. If any POs are issued or approved after the job is closed, those new POs/invoices will also have the job closed hold applied. (When this happens, if these pending POs/invoices need to be sent to Accounting, it will be necessary to reopen the job in Job Cost, perform a synchronization of that job with WMS, send the POs/invoices, close the job in Job Cost, then perform the synchronization again.) |
All commitments displayed on the screen issued to a valid supplier will transfer to Job Cost, and the purchase orders will no longer display in this tab.
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The user may need to create a JC new transaction file in order to process the budgets. If a JC new transaction file already exists, this information will append to the existing file, and the Import Estimates - File Selection dialog will not display, "The JC New Transaction file was not found. The file will be created."
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The Sage Timberline Office Background Tasks dialog displays the progress of the JC post entries and JC import POs process. Once the process has completed successfully, click the "X" in the upper right corner to close the Background Tasks dialog.
The Send to Accounting dialog appears, indicating if the commitments were sent successfully or not.
If the POs were sent with errors, the dialog on the right appears. Click here for more information on correcting importing and posting errors.
If all were sent successfully, click Close.
Or, click on the View Commitments Import Report link to open the Sage Timberline Office Job Cost Import POs journal.
Verify the information in the preview screen, or select File > Print to print a hard copy to the printer.
Click Close to exit the preview.
Alternatively, click the View Commitments Post Report link in the lower left side of the Send to Accounting window to open the Sage Timberline Office Job Cost Post Entries report.
Verify the information in the preview screen, or select File > Print to print a hard copy to the printer.
Click Close to exit the preview.
Click Close to exit the Send to Accounting dialog.
Overview of Send to Sage Timberline Accounting Screen
Send Budgets to Sage Timberline Accounting
Change Supplier for Purchase Order
Delete Purchase Order in Send to Sage Timberline Accounting Screen
Send Invoices to Sage Timberline Accounting
Correcting Import and Posting Errors
Manually Creating Sage Timberline Macros for the Send to Accounting Screen
Approve Payment of Purchase Orders