Enter a Purchase Order in PM Purchase Orders

You can enter a PM purchase order directly in the PM Purchase Orders form.

PM purchase orders can be entered in either PM Material Detail or PM Purchase Orders. The following steps guide you through entering purchase orders directly in the PM Purchase Orders module. For information about entering purchase orders via the PM Material Detail form, see Step 1: Enter PO Detail Information.

  1. From the main menu, select Project Management > Programs > PM Purchase Orders.
    The PM Purchase Orders form displays.
  2. In the Project field, enter the project for the purchase order.
  3. Enter the purchase order number.
    • If you are adding a new purchase order, click New Record (). The system auto-defaults the purchase order number based on how you specified to generate purchase order numbers in PM Company Parameters (Materials tab). Accept the default or enter a different purchase order number.
    • If you are adding items to an existing purchase order, enter the purchase order or press F4 to select from a list of valid purchase orders for the project.
  4. In the Description field, enter a description of the purchase order.
  5. In the Vendor field, enter the vendor for the purchase order or press F4 to select from a list of valid vendors.
  6. Fill out the remaining header details (Document Type, Date Ordered, Ordered By, Expected Date, Pay Terms, Hold Code, and Comp Group). You are not required to enter values in these fields to save the purchase order, so they can be entered later if needed.
  7. Optional. Enter shipping and/or address information using the Shipping and Address Overrides tabs.
  8. Add items to the purchase order.
    1. Click on the Non-Interfaced Items tab.
    2. In the Seq field, enter N or + to add a new purchase order item.
      Note: You can also skip directly to the Item field. Once you enter an item number, tThe system automatically assigns a sequence number.
    3. In the Item field, enter N or +.
      The system automatically assigns the sequence number.
    4. In the Material field, enter the material or press F4 for a list of valid materials.
      The system automatically defaults the material description, but you may override if needed.
    5. If you will be receiving the PO via the Purchase Order module, select the Receiving checkbox. Otherwise, leave unselected.
    6. In the Phase and Cost Type fields, enter the phase and cost type for this purchase order item.
    7. If this purchase order item is associated with a JC Field Ticket, use the Ticket field to enter the field ticket number. Press F4 to select from a list of valid field tickets for the project's contract.
      Note: The field ticket must have a status of Open. You cannot post to tickets with a status Closed, Approved, Rejected, or Billed.
    8. Enter values in the Units, UM, Unit Cost, and ECM fields as applicable.
    9. If the purchase order item is associated with a purchase order change order, enter the change order in the POCO Num field.
    10. In the Required Date field, enter the date by which the specified material is required.
    11. If applicable, enter tax information in the Tax Type and Tax Code fields.
    12. If applicable, enter a requisition number in the Requisition # field.
    13. If applicable, enter the supplier for this purchase order item in the Supplier field.
    14. Save the record.
  9. If you are using the Workflow Process, click Submit for Approval when applicable.
  10. Once you are ready to interface the purchase order to the Purchase Order module (via PM Interface), select the Send checkbox for each applicable item on the purchase order.