Enter Purchase Order Screen Field Reference

The Enter Purchase Order screen contains the following:

General tab

Field

Description

Order Stage

Initially displays the default purchase order stage set on the Purchasing Settings screen. Click to select the purchase order stage.

  • Entries in Process - A purchase order with a stage of Entries in Process is incomplete. This is typically the result of a request to a purchase officer from someone in the field.

  • Ready to Print - A purchase order with a stage of Ready to Print is complete and ready to be committed, but it cannot be received or invoiced.

  • Waiting for Approval - A purchase order with a stage of Waiting for Approval is complete, but not ready to be committed. It cannot be received or invoiced.

  • Committed - A purchase order with a stage of Committed is complete, and it can be received and invoiced. When you select this stage, committed costs for all project items are updated. You can set this stage automatically (after printing the purchase order) or manually (at any time). One reason you might set this stage manually is if you don't intend to print the purchase order.

Vendor

Enter the code of the Vendor screen for the purchase order or click to select the vendor from a Lookup List.

Vendor Contact

Enter the name of the vendor Contact screen or click to select the vendor contact from a Lookup List. The lookup window displays a column for each default contact type, which you can use to filter the list of contacts. If a contact with a contact type of Purchasing has been added to the Vendor screen, defaults to that contact.

Order Type

Enter the Document Management Types screen or click to select the purchase order type from a Lookup List.

Document Form

Enter the code for the Modify Forms screen for the purchase order or click to select the document form from a Lookup List.

Payment Terms

Initially displays the default payment terms for the vendor. If you want to modify the payment terms or if the vendor is a new vendor, enter the Payment Terms screen for the invoice or click to select the payment terms from a Lookup List.

Order Description

Enter a description of the purchase order.

Memo

Enter any comments or notes about the purchase order. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor.

Purchase Order Date

Enter the order date for the purchase order or click to select the date from a Date Picker.

Promised Date

Enter the date by which the vendor promised that you would receive the purchase order or click to select the date from a Date Picker.

Required Date

Enter the date by which the purchase order must be received or click to select the date from a Date Picker.

Purchasing Agent

Enter the Contact screen who is the purchasing agent for the purchase order or click to select the contact from a Lookup List.

Requested By

Enter the Contact screen who requested the purchase order or click to select the contact from a Lookup List.

Owner

By default, displays the current ProContractor user ID. If needed, enter the Users screen for the purchase order owner or click to select the owner from a Lookup List.

Assigned To

If there is only one person on the Contacts/Routing tab who has a distribution type of Action Required, displays that user. If multiple people have a distribution type of Action Required, displays Various. If no one has a distribution type of Action Required, the field is blank.

Priority

Click to select the priority of the purchase order.

  • High

  • Normal

  • Low

Status

Enter the code for the Document Management Types screen for the purchase order or click to select the status type from a Lookup List. The status type sets the active/inactive status of the purchase order.

Closed Date

If the status type sets the purchase order to Inactive, enter the date the purchase order became inactive or click to select the date from a Date Picker.

Send Purchase Order To - Enter the address where you want to send the purchase order. Click to copy the address to the Windows clipboard. Click to view the location using Google Maps.

Tip: Select the country first so that the appropriate jurisdictions are available.

Street 1

Enter the first line of the street address for the purchase order.

Street 2

Enter the second line of the street address for the purchase order, if needed.

City

Enter the city for the purchase order.

State

Click to select the state or province for the purchase order.

Zip

Enter the ZIP code or postal code of the purchase order.

Country

Click to select the country for the purchase order.

Shipping Information - Enter details including the Ship To address for receiving the purchase order. Click to copy the address to the Windows clipboard. Click to view the location using Google Maps.

Tip: Select the country first so that the appropriate jurisdictions are available.

Freight On Board

Enter any freight on board (FOB) information for the purchase order. For example, you might enter DEST or SHIPPER if the shipper (that is, the vendor) will pay FOB charges or SHIP PT or PURCHASER if the receiver (purchaser) will pay the FOB charges.

Drop Shipment

Indicates whether the purchase order is to be drop shipped. Select the checkbox for a drop shipment.

The checkbox is selected by default for purchase orders associated with a project.

If you selected not to enter receipts for drop shipments on the Purchasing Settings screen, the drop-shipped items are considered received when you enter an invoice for them.

Ship To

Click to select the location type where the purchase order will be shipped.

  • Project

  • Vendor

  • Warehouse

  • Customer

Address Source

Enter the code for the Project screen, Vendor screen, Warehouse screen, or Customer screen where the purchase order will be shipped or click to select the details from a Lookup List.

Street 1

Enter the first line of the street address for the purchase order.

Street 2

Enter the second line of the street address for the purchase order, if needed.

City

Enter the city for the purchase order.

State

Click to select the state or province for the purchase order.

Zip

Enter the ZIP code or postal code for the purchase order.

Country

Click to select the country for the purchase order.

Payment Hold

Select the checkbox to indicate that invoices for this purchase order should not be available for payment selection.

Additional tab

Field

Description

Consolidate Like Items For Printing

Indicates that line items that contain the same item, description, unit of measure, unit cost, unit cost unit of measure, and required date will be consolidated on the printed purchase order. Select the checkbox to consolidate like items.

Detail Line Defaults - Use this section to enter default information for the line items of the purchase order. You can change these values for individual line items on the Item Detail tab of this screen.

Sales Tax Authority

Typically, the tax type is Sales. Enter the default sales Tax Authority screen for the line items of the purchase order or click to select the sales tax authority from a Lookup List.

The default tax authority is determined by the profit center type in the header as follows:

  • A purchase order with no profit center uses the tax authority on the Vendor screen.

  • A purchase order for a project uses the tax authority on the Project screen.

  • A purchase order for an equipment item uses the tax authority on the Vendor screen.

If the tax type is Use, this field is disabled and the Use Tax Authority field below is enabled.

Use Tax Authority

If the transaction type is Project and the tax authority on the project is a Vendor screen for the vendor, the tax type is Use. Enter the default use Tax Authority screen for the line items of the purchase order or click to select the use tax authority from a Lookup List.

If the tax type is Sales, this field is disabled and the Sales Tax Authority field above is enabled.

Create Item Detail Lines from CMR Item Lines

Click Create Item Detail Lines from CMR Item Lines to display the Create Item Detail Lines from CMR Item Lines popup window, which enables you to create lines on the Item Detail tab for the purchase order by copying item lines from a change management record. This option is not available for purchase orders created for equipment.

Description tab

Field

Description

Purchase Order Message

Enter a message to be included on the printed purchase order. If a default message has been set up in the Vendor screen or Default Vendor screen, that message displays in this field but can be modified for individual purchase orders. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor.

Other Terms and Conditions

Enter any terms and conditions to be included on the printed purchase order. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor.

Item Detail tab

Each row in the grid is an item for the purchase order. Click to add a row to the grid. Click to delete the active row from the grid. Click next to a row to display the card view. A card view shows the notable information for a row on a single screen, eliminating the need to scroll back and forth. See Grids for tips on using grids in ProContractor.

Field

Description

Line

Displays a unique identifier for the line item.

Transaction Type

Displays the profit center type selected in the purchase order header. If you didn't select a profit center type in the purchase order header, click to select the transaction type for the line item.

  • General Ledger Only

  • Project Cost

  • Equipment Cost

Inventory Purchase

Select the checkbox to indicate that the purchased order line item is for inventory. You must enter a non-zero-cost warehouse for the purchase order line item. This checkbox is only available if the transaction type is General Ledger Only.

If the purchase order is for inventory, the unit cost for the items in the purchase order will include sales tax and ProContractor will update the last cost for the item when the purchase order is received.

Distribution Company

Displays the distribution company for the profit center.

Note: If the distribution company is different than the company selected in the header, an Intercompany Setup screen posting will be generated when the entry is saved.

Profit Center

Displays the profit center selected in the purchase order header.

If you didn't select a profit center type in the purchase order header and the transaction type is Project Cost, enter the code of the Project screen for the line item or click to select the project from a Lookup List.

If you didn't select a profit center type in the purchase order header and the transaction type is Equipment Cost, enter the code of the Equipment screen for the line item or click to select the equipment item from a Lookup List.

If the transaction type is General Ledger Only, this field is disabled.

Cost Code

Enter the cost code on which revenue can be tracked for the line item or click to select the cost code from a Lookup List.

CMR

If the transaction type is Project Cost, enter the code of the About the Enter Change Management Record screen for the line item or click to select the change management record from a Lookup List.

If the transaction type is General Ledger Only or Equipment Cost, this field is disabled.

Cost Type

Enter the code of the Cost Type screen for the line item or click to select the cost type from a Lookup List. The cost type must be set up for use with the selected distribution company and vendor.

Division

If only one division is set up for the distribution company, displays the code of the division for the line item.

If more than one division is set up for the distribution company and the transaction type is Project Cost or Equipment Cost, displays the division for the cost code or profit center.

If more than one division is set up for the distribution company and the transaction type is General Ledger Only, enter the Division screen for the line item or click to select the division from a Lookup List.

Account

Enter the Chart of Accounts screen for the line item or click to select the account. If the cost type is related to the project, the cost account must also be related to the project. If the cost type is a general ledger account, the cost account must also be a general ledger account.

Taxable

Indicates whether tax should be included on the line item. Select the checkbox to include tax on the line item.

By default, the Taxable checkbox is unselected when any of the following are true:

  • The project on the line item has a tax exemption number for the Project screen

  • The customer associated with the project on the line item has a tax exemption number for the tax authority.

  • The distribution company for the line item has a tax exemption number for the Tax Authority screen

  • The distribution company, transaction type, and cost type combination for the line item is set as not taxable by default for the Tax Authority screen

    Note: When you create a vendor invoice for a purchase order, you can change the taxable checkbox on a purchase order line, but you cannot change the tax authority for the line.

Sales Tax Authority

Typically, the tax type is Sales. By default, this is the Sales Tax Authority from the Additional tab. If needed, enter the code of the sales Tax Authority screen for the line item or click to select the sales tax authority from a Lookup List.

If the tax type is Use, this field is disabled and the Use Tax Authority field below is enabled.

Use Tax Authority

If the transaction type is Project and the tax authority on the project is a Vendor screen for the vendor, the tax type is Use. By default, this is the Use Tax Authority from the Additional tab. If needed, enter the code of the use Tax Authority screen for the line item or click to select the use tax authority from a Lookup List.

If the tax type is Sales, this field is disabled and the Sales Tax Authority field above is enabled.

Lump Sum Line

Indicates that the line item is a lump sum line item. Select the checkbox if the line item is a lump sum line item.

If the line item is a lump sum line item, you must click Lump Sum Detail to enter details on the lump sum purchase order.

Item

If the line item is a catalog item, enter the code of the Catalog Item screen for the line item or click to select the catalog item from a Lookup List. If the Vendor Item field is blank, this value will be included on the printed purchase order. Note that if the purchase order was created from an estimate, this field is disabled.

Description

Initially displays the name of the catalog item for the line item. This value will be included on the printed purchase order. If you want to override this value or if the line isn't a catalog item, enter a description of the line item. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor.

Quantity

In the field on the left, enter the number of units ordered for the line item. If needed, you can enter a negative quantity to indicate that you are returning the item. In the field on the right, enter the code for the unit of measure for the quantity of the line item or click to select the unit of measure from a Lookup List.

Unit Cost

In the field on the left, enter the unit cost for the line item. In the field on the right, enter the code for the Unit of Measure screen for the unit cost of the line item or click to select the unit of measure from a Lookup List.

Amount

If the line item is a lump sum line, enter the amount for the line item.

If the line item is not a lump sum line, displays the calculated amount of the line item based on the quantity and the unit cost.

Required Date

Enter the date by which the line item must be received or click to select the date from a Date Picker.

Drop Shipment

Indicates whether the line item is to be drop shipped. Select the checkbox for a drop shipment.

Vendor Item

Enter the vendor's item number for the line item. This value will be included on the printed purchase order.

Warehouse

Enter the code of the ship-to Warehouse screen for the line item or click to select the ship-to warehouse from a Lookup List.

Receiving Note

If the Copy Line Item Notes field on the Purchasing Settings screen is set to Yes, initially displays the notes from the vendor pricing agreement for the line item. Enter a receiving note for the line item.

Receiving Complete

Indicates that receipts are complete for the line item. Select the checkbox to indicate if you are not expecting more receipts. Note that this doesn't necessarily mean that you have received the entire ordered quantity, only that you are not expecting more receipts. After you select the checkbox, you can't enter further receipts for this line item.

Invoicing Complete

Indicates the invoicing is complete (that is, entered and posted) for the line item. After you select the checkbox, no changes can be made to the line item.

Tax Detail sub-grid - When you click to display the card view, the Tax Detail button appears. Click Tax Detail to display and edit details on the tax authorities for the line item (including linked tax authorities) and the taxable and non-taxable amounts.

Each row on the grid is a tax authority for the line item. Click to add a row to the grid. Click to delete the active row from the grid. See Grids for tips on using grids in ProContractor.

Note that you can modify or delete any linked tax authorities, but you cannot modify or delete the primary tax authority from the Tax Detail grid. If you want to modify or delete the primary tax authority, modify the Tax Authority field in the Item Detail grid.

Note: The Taxable Amount, Non-Taxable Amount, and Tax Amount fields are disabled if the Taxable checkbox for the line item is unselected and the distribution company, transaction type, and cost type combination for the line item is set as not taxable by default for the Tax Authority screen.

Tax Authority

Displays the code of a tax authority for the line item.

Name

Displays the name of the tax authority for the line item.

Taxable Amount

Displays the taxable amount of the line item for the tax authority, which is calculated based on the current amount. If you want to modify the taxable amount, enter the taxable amount.

Non-Taxable Amount

Displays the non-taxable amount (current amount - taxable amount) of the line item for the tax authority.

Tax Amount

Displays the tax amount of the line item for the tax authority, which is calculated based on the current amount. If you want to modify the tax amount, enter the tax amount.

Lump Sum sub-grid - When you click to display the card view, the Lump Sum Detail button appears. If the Lump Sum Line checkbox is selected, click Lump Sum Detail to enter lump sum details for the line item. Each row on the grid is a lump sum line item. Click to add a row to the grid. Click to delete the active row from the grid. See Grids for tips on using grids in ProContractor.

Lump Sum Line

Displays a unique identifier for the lump sum line item.

Item

Enter the code for the Catalog Item screen of the lump sum line item or click to select the item from a Lookup List.

Item Description

If the lump sum line item is a catalog item, displays the name of the catalog item. Otherwise, enter a description of the lump sum line item. This value will be included on the printed purchase order.

Ordered Quantity

Enter the number of units ordered for the lump sum line item.

Unit of Measure

If a unit of measure is set up for the item, displays the unit of measure. Enter or modify the code of the Unit of Measure screen for the lump sum line item or click to select a unit of measure from a Lookup List.

Vendor Item Number

Displays the vendor's item number of the item for the lump sum line item.

Receiving Complete

Indicates that receipts are complete for the lump sum line item. Select the checkbox to indicate if you are not expecting more receipts. Note that this doesn't necessarily mean that you have received the entire ordered quantity, only that you are not expecting more receipts. After you select the checkbox, you can't enter further receipts for this line item.

Lien Notices tab

Use the Lien Notices tab to indicate that ProContractor will create a lien notice record when the purchase order's status is changed to Committed. Each row in the grid is a lien notice associated with the project or subproject for the purchase order. This tab is only enabled if you entered a Project in the header.

Tip: Use the View Vendor Lien Document Logs screen to manage your lien documents, including printing documents or attaching documents to an e-mail.

Field

Description

Lien Notice Number

Displays the lien notice number. If the lien notice has not been created for this project and purchase order combination, the lien notice number is New.

Project

Displays the project for the lien notice.

Project Order Amount

Displays the amount of the purchase order.

Action

By default, displays the action selected on the Lien Management Settings screen. If needed, click to select the type of lien notice record to create for the project and purchase order combination.

  • Do Not Auto Create - The lien notice for this combination will not be created.

  • Lien Notice - The lien notice for this combination will be created when you click Save PO.

  • Edit Existing Lien Notice - This option is only available when the lien notice has already been created for the purchase order. If you select this option, the notice date, notice amount, and notice description will be overwritten with the data entered in those fields.

Notice Date

Enter the date the lien notice was received or sent or click to select the date from a Date Picker.

Notice Amount

By default, displays the sum of the distribution lines associated with the project. If the project is not associated with any distribution lines, displays the total order amount minus any other lien notice amounts entered. If you want to override this amount, enter the amount of the lien notice.

Notice Description

By default, displays Notice created for PO [PO number]. If needed, enter a description for the lien notice.

Contacts/Routing tab

Each row in the grid is a contact associated with the document. Click Add Document Routing Distribution Group to add users from one or more document routing distribution groups to the tab. The Document Routing Distribution Control checkbox on the Document Management Settings screen must be selected for the routing fields to be enabled. Click to add a row to the grid. Click to delete the active row from the grid.See Grids for tips on using grids in ProContractor.

Note: You can only use document routing if you have selected the Document Routing Distribution Control checkbox on the Document Management Settings screen.

If you are reviewing the document, update the Status and Memo from User fields.

Field

Description

One Time Contact

Select the checkbox to indicate whether this contact is a one-time contact.

Contact Type

Enter the Contact Type screen for this contact or click to select the contact type from a Lookup List. If you select a contact type, the lookup list for contacts is filtered by that contact type. If you select a contact before selecting the contact type, the contact type defaults to the most recent contact type used for that contact or, if the contact does not have a contact type, the contact type defaults to General. You can enter or select a new contact type for contact. ProContractor will associate the contact with the new contact type when you save the document.

Name

Enter the name of an existing Contact screen or click to select the contact from a Lookup List. The lookup list for contacts is filtered for the contact type you selected in the grid. In addition, the lookup window displays a column for each default contact type, which you can use to further filter the list. You can select to include one-time contacts and/or only contacts on the selected project in the lookup window.

Tip: You can add new contacts or modify existing contacts from the lookup window.

To add a contact, click New in the List of Contacts lookup window and complete the fields on the Contact screen popup window. When you are finished, click OK to save the contact.

To modify a contact, in the List of Contacts lookup window, click on the contact you want to modify and click Open. Modify the fields on the Contact screen popup window as needed. When you are finished, click OK to save the contact.

Role

Click to select the contact's role.

  • To

  • From

E-mail As

Click to select the type of e-mail recipient for the contact. If you do not select a type, the contact will not receive an e-mail.

  • Primary

  • CC

  • BCC

Notes

Enter any comments or notes about the routing. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor.

Routing Type

Click to select the type of review expected of the user for this document distribution. You can only add routing for contacts who have a ProContractor user ID.

  • Review Only - No response is expected from the reviewer.

  • Action Required - A response is expected from the reviewer.

  • No Routing - The contact does not review the document.

Routing Date

Enter the routing date or click to select the date from a Date Picker.

Routing Due Date

Enter the date the contact's response is expected or click to select the date from a Date Picker.

Routing Priority

Click to select the priority of the contact's response to the routing distribution.

  • High

  • Normal

  • Low

Routing Status

Enter the code for the Document Management Types screen for the routing distribution or click to select the status type from a Lookup List. The status type sets the active/inactive status of the routing distribution.

Closed Date

Enter the date the routing distribution is closed or click to select the date from a Date Picker.

Routing Memo To User

Enter any comments or notes about the document to the user on this line. If you are the user on this line, other users can enter memos to you here. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor.

Routing Memo From User

Enter any comments or notes about the document if you are the user on this line. This memo appears from you to all other users. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor.

Routing Created By

Displays the user who added the contact to the document and the date and time the contact was added.

Company

Displays the company for the contact.

E-mail Address

Display the e-mail address for the contact.

Work Phone

Displays the work phone number for the contact.

Extension

Displays the work phone extension for the contact.

Cell Phone

Displays the cell phone number for the contact.

Main Address Street 1

Displays the first line of the contact's main address.

Main Address Street 2

Displays the second line of the contact's main address.

Main Address City

Displays the city of the contact's main address.

Main Address State

Displays the state of the contact's main address.

Main Address Zip

Displays the zip code of the contact's main address.

Main Address Country

Displays the country of the contact's main address.

Activity/History tab

Use this tab to record actions taken on the document and view the history of the document.

Field

Description

Document Activity sub-tab - Use this sub-tab to record actions taken on the document. ProContractor automatically enters activities for printing the PDF file using the On Save of Document options, sending an e-mail with the PDF file attached, and importing daily field report information into ProContractor. In addition, you can enter other activities manually based on the activity types you defined on the Document Management Types screen. Click to add a row to the grid. Click to delete the active row from the grid.See Grids for tips on using grids in ProContractor.

System Generated

Indicates whether ProContractor automatically created the row. If the checkbox is selected, the row cannot be modified or deleted. This field is display only.

Date

Enter the date the activity occurred or click to select the date from a Date Picker.

Time

Enter the time the activity occurred.

Type

Enter the code for the Document Management Types screen or click to select the activity type from a Lookup List.

Description

Enter a description of the activity.

Memo

Enter any comments or notes about the activity. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor.

Document History sub-tab - This sub-tab records details every time the document is saved, including when it was saved, who saved it, and the owner. If a PDF file was created when the document was saved, you can view the document.

Change Comment

If you are modifying the document, enter the reason for the changes. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor. Depending on your Document Management Settings, this field may be required.

Revision History grid - Each row in the grid is a revision of the document. The fields are display only.

Revision Number

Displays the number for the document revision.

Modified Date

Displays the date the revision was saved.

Modified By

Displays the user who saved the revision.

Owner

Displays the document owner at the time the revision was saved.

Change Comment

Displays the change comment saved with the revision.

Document File

Click View to view the PDF file created when the document was saved. If the PDF file was not created the button is disabled.

Referenced Documents tab

Use this tab to manage documents that are related to the document. The sub-tabs show documents which are referenced by the current document and documents that reference the current document.

Field

Description

Documents This Document References sub-tab - Use this sub-tab to attach related documents to this document. Most of the fields are display only. The only enterable fields are Type, Document, and Attach when E-mailing Doc. Click to add a row to the grid. Click to delete the active row from the grid.See Grids for tips on using grids in ProContractor.

Type

Click to select the document type for the related document from a Lookup List.

Document

Enter the code for the document to attach or click to select the document from a Lookup List.

Attach when Emailing Doc

Select the checkbox to have ProContractor include the document as an attachment when sending an e-mail using the On Save of Document E-mail checkbox.

Description

Displays the description of the document.

Date

Displays the date of the document.

Due Date

Displays the due date for the document.

Owner

Displays the owner of the document.

Priority

Displays the priority of the document.

Status

Displays the status of the document.

Documents That Reference This Document sub-tab - Use this sub-tab to view documents that reference this document.

This document appears as an Item on the following Transmittals and Issues grid - Use this grid to attach transmittals and issues for the same project to the document. Most of the fields are display only. The only enterable fields are the Type and Document fields. When you add a transmittal or issue on this tab, the document is added to the Referenced Documents tab on the corresponding transmittal or issue. If you delete the transmittal or issue document from this tab, the document is deleted from the Referenced Documents tab on the corresponding transmittal or issue. Click to add a row to the grid. Click to delete the active row from the grid.See Grids for tips on using grids in ProContractor.

Type

Click to select the document type for the related document from a Lookup List.

Document

Enter the code for the document to attach to the transmittal or click to select the document from a Lookup List.

Description

Displays the description of the document.

Date

Displays the date of the document.

Due Date

Displays the due date for the document.

Owner

Displays the owner of the document.

Priority

Displays the priority of the document.

Status

Displays the status of the document.

This document is also referenced by the following documents grid - Use this grid to attach documents for the same project to the document. Most of the fields are display only. The only enterable fields are Type and Document. When you add a document on this tab, the document is added to the Referenced Documents tab on the corresponding document. If you delete the document from this tab, the document is deleted from the Referenced Documents tab on the corresponding document. Click to add a row to the grid. Click to delete the active row from the grid.See Grids for tips on using grids in ProContractor.

Type

Click to select the document type for the related document from a Lookup List.

Document

Enter the code for the document to attach to the transmittal or click to select the document from a Lookup List.

Description

Displays the description of the document.

Date

Displays the date of the document.

Due Date

Displays the due date for the document.

Owner

Displays the owner of the document.

Priority

Displays the priority of the document.

Status

Displays the status of the document.

Binder tab

This tab contains the following sub-tabs:

Field

Description

Binder sub-tab - If user-defined fields exist for this function, the Binder sub-tab appears. Otherwise, the information appears on the Binder tab with no sub-tabs.

Each row in the grid is a binder item. A binder item is an item associated with the record. You can attach a file to a binder item and set reminders for binder items. It can be useful to create binder items for contracts, legal documents, and photos. Use the Binder Item Types screen to create and manage categories for binder items. A paper clip icon appears on the tab when it contains binder items. Use the View Binder Items screen to manage all of your binder items in ProContractor.

Click to add a row to the grid. Click to delete the active row from the grid.

Note: Any binder items attached to the bid are not copied to the project when it is created from the Enter Project Manager Worksheet screen.

When you create the pdf document for a contract invoice, multiple binder items are automatically created —one for each individual format that is valid for the invoice (based on its billing format) and one that includes all formats. The binder item for the Pending COR format is created only if there are pending change order requests for the project.

Binder items for a contract invoice can also be manually created by adding rows to the grid.

Tip: You can create a binder item with an attachment by dragging and dropping a file from the following programs:

  • From Windows Explorer, drag and drop a file to the Binder Items grid to add the file as linked attachment.

  • From Microsoft Outlook, drag and drop an item (such as an e-mail, note, or meeting) to the Binder Items grid to add the item as an embedded attachment. Note that Microsoft Outlook must be installed on your computer to drag and drop an item to the Binder items grid.

Reference Existing Binder Item

If a binder item already exists in ProContractor and is shared, you can reference it (rather than creating a new, separate binder item).

Click Reference Existing Binder Item, select the binder item you want to reference from a Lookup List, and click OK.

Open

You can open one or more binder item attachments. You must have the software required to open an attachment—such as Adobe Reader—installed on your computer to be able to view it. Any changes you make to a binder item attachment are saved when you close the attachment.

In the Select column, select the checkbox for each binder item you want to include in the e-mail and click Open.

E-mail

You can send one or more binder items in e-mail message. You must have MAPI-compliant e-mail software—such as Microsoft Outlook—installed on your computer to send an e-mail message with a binder item.

In the Select column, select the checkbox for each binder item you want to include in the e-mail and click E-mail.

Binder grid

Select

Select the checkbox to perform an action on the binder item, such as opening the item's attachment or sending the item in an e-mail.

Binder Item Type

Enter the Binder Item Types screen for the binder item or click to select the binder item type from a Lookup List. The binder item type determines the various behaviors of binder items.

Description

Enter a description of the binder item.

Date

Initially displays the current date. If you want to modify the date for the binder item, enter the new date or click to select the date from a Date Picker.

Shared

Select the checkbox to make this binder item available for reference throughout ProContractor.

Attachment Value

Enter the full path and file name of the binder item attachment or click and navigate to select a binder item attachment.

Attachment Type

Displays the file type for the attachment.

Attachment Method

Defaults to the last attachment method used. Click to select the method to use for the attachment.

  • Link - A linked attachment is stored within a file system (either on your computer or on your network). Other users must be able to access this file system in order to view or send the attachment in an e-mail.

    • Note: If you delete a binder item with a linked attachment, you are deleting only the link. The attached document remains in your file system.
    • Note: If you delete the attachment file from the file system, the link is broken.

  • Embed - An embedded attachment is stored within ProContractor. You can set an embedded attachment so that it can be shared throughout ProContractor. Sharing an embedded attachment allows other users to reference it in other records in ProContractor. For example, if you create an embedded attachment of a contract, you might reference it in both the vendor record and the project record.

    • Note: If you delete a binder item with an embedded attachment that is referenced in another record, you are deleting only the link. The attached document remains embedded in ProContractor.
    • Note: If you delete a binder item with an embedded attachment that is not referenced in any other record, you are actually deleting the attached document. The document will no longer be available in ProContractor.

Attach when E-mailing

Select the checkbox to have ProContractor include the attachment when sending an e-mail using the On Save of Document E-mail checkbox. This checkbox is always selected for the document's PDF file.

Status

Click to select the status of the binder item.

  • Active - Binder item is available for use and appears in lookup lists.

  • Inactive - Binder item is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.

Owner

By default, displays the current ProContractor user ID. If needed, enter the Users screen for the binder item owner or click to select the owner from a Lookup List.

Reminder Date

Enter the date for the reminder for the binder item or click to select the date from a Date Picker. ProContractor uses this date to determine whether this binder item appears on the View Alerts screen and the View Tasks screen.

Notes

Enter any comments or notes about the binder item. You can enter formatted text in this field. Click the pencil to open the Formatted Text Editor.

Inactive Date

If the status is Inactive, enter the date the binder item became inactive or click to select the date from a Date Picker.

Priority

Click to select the priority of the binder item.

  • High

  • Normal

  • Low

Source Type Grid - When you click to display the card view, the Show All References button appears. Click Show All References to display and edit details for additional sources where the binder item is attached. Each row in the grid is a source where the binder item is attached. The first row in the grid is always the current source. Click to add a row to the grid. Click to delete the active row from the grid.

When you add a binder item to another source using the Source Type grid, the binder item is automatically shared.

Note: You cannot add binder items using the Source Type grid for the following source types: Connect Settings, Meeting Minutes Agenda, Meeting Minutes Action Item, Customer Lien Releases, and Vendor Lien Releases.

Source Type

Enter the type for the source to which you want to add the binder item or click to select the source type from a Lookup List.

Source Area

Displays the additional information about the source where relevant. For example, if the source is a vendor invoice, this field would display the company and vendor for the invoice. Source area information is not available for all sources.

Source

Enter the code that identifies the source to which you want to add the binder item or click to select the source from a Lookup List.

Source Name

Displays the name of the source.

User-Defined Fields sub-tab - If any user-defined fields exist for this function, this sub-tab appears. You can User-Defined Fields screen to customize this function. Any user-defined fields appear on this sub-tab. Complete the user-defined fields as needed.

Field

Description

Total Amount

Displays the total amount of the purchase order (not including tax).

Total Tax Amount

Displays the total tax amount of the purchase order.

Purchase Order Amount

Displays the total amount of the purchase order (including tax).

Create Item Detail Lines from CMR Item Lines popup window

Use this popup window to create lines on the Item Detail tab for the purchase order by copying item lines from a change management record. Enter values on this screen and click OK to return to the Additional tab.

Field

Description

CMR

Enter the code of the change management record from which you want to copy lines or click to select the change management record from a Lookup List.

Vendor

By default, displays the vendor for the purchase order. If needed, enter the code of the vendor for the item detail lines or click to select the vendor from a Lookup List. If you have not selected a vendor for the purchase order, the purchase order vendor is defaulted from this field.

Filter Items for Selected Vendor

Select the checkbox to only display CMR item lines for the selected vendor. Deselect the checkbox to show all CMR item lines regardless of vendor.

CMR Item Line grid (unlabeled) - Select the checkbox in the Select column header to select all CMR item lines displayed.

Select

Select the checkbox to copy the CMR item line to the purchase order.

Description

Displays the description for the CMR item line.

Line Type

Displays the line type for the CMR item line.

Cost Code

Displays the cost code for the CMR item line.

Overhead

Displays the overhead amount for the CMR item line.

Budget

Displays the budget amount for the CMR item line.

Profit

Displays the profit for the CMR item line.

Contract Change

Displays the contract change amount for the CMR item line.

Copy CMR Description of Change to Subcontract Scope of Work

This checkbox is disabled for purchase orders.

Copy Binder Items

Select the checkbox to copy binder items from the change management record to the subcontract. Binder items created in ProContractor that are identified with the binder item type of DOCPDF are not copied.