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Managing PM Purchase Orders

PM Purchase Orders edits header and item detail for POs created from PM Material Detail. Open from PM Programs, or File → PM Purchase Orders in Material Detail. When PO numbers are assigned on material detail (manual or Initialize — recommended), header and items load here automatically. You can also add POs manually.

There is no “Ready for Accounting” checkbox on this form. Interface readiness is Approved (or workflow Approved / Approval Not Required) plus Send on each Non-Interfaced item, then PM Interface.

Before you start​

  • Project exists. Soft/hard-closed jobs show status in red; add/edit only if JC Company Parameters allow posting to those jobs (otherwise view-only).
  • Vendors in AP Vendors (F4; F5 to create). Materials in HQ Materials.
  • Optional review/approval: Workflow module + Process Workflow (spending limits, reviewer roles, at least one PO workflow). No spending limit for the entering user → PO always requires approval.

Steps — create​

  1. Recommended: On Material Detail, type P-Purchase Order and assign PO/item (or Initialize). Header and items copy here. Change-order keys from pending/approved COs display only.
  2. Manual: Enter Project and Purchase Order. Use + / N / New Record for the next number from PM Company Parameters → Material Parameters → Purchase Order Number setup, or type an unused number (up to 30). A number already used on another project errors.
  3. Header: Description (30), Vendor, Document Type (required for File → Send with Transmittal), Date Ordered, Ordered By, Expected Date, Pay Terms (defaults from vendor), Hold Code, Comp Group, Prevent Auto Close of PO.
  4. Shipping tab / Address Overrides (overrides only while status is Pending). Ship To Job and Shipping Location are mutually exclusive.
  5. Non-Interfaced Items: item 1–9999 or N/+. Grid items write back to Material Detail. New items always use the header project. Items for another project must be added in Material Detail. Manual grid items cannot be tied to a pending/approved change order — do that in Material Detail. POCO Number can create/select a PO change order (separate from ACO; ACO/ACO Item are display-only).

Steps — approve​

  • Without workflow: check Approved (Approved By = username). Leave unchecked if not ready to interface.
  • With workflow: if amount exceeds the entering user’s spending limit (or no limit is set), Workflow Status = Approval Required. Submit for Approval. Reviewers use Work Center (and PM Pending PO / SL Review if Viewpoint Field Management / Financial Controls is installed). Fully approved → Approved checked, Approved By = final approver. Rejected → originator revises and resubmits.
  • Track via Workflow button / Workflow History. Approved is disabled while status is Approval Required, Submitted, Partial Approval, or Rejected.
  • Unapprove: blocked if the PO is tied to a POCO. Changing/deleting/adding non-interfaced items with workflow clears Approved and sets Approval Required. Adding a new Non-Interfaced item at any workflow stage (including after interface) prompts that workflow resets (OK → Approval Required, PO Status Pending).

Steps — interface​

  1. Approve (fully, if workflow applies).
  2. Check Send on each Non-Interfaced item to include.
  3. Run PM Interface. Sent items move to Interfaced Items and are editable only in PO Purchase Order Entry afterward. Header interfaced data cannot be changed here; you can still add new items (which may reset workflow).
  4. PO Status (display): 0-Open, 1-Complete, 2-Closed, 3-Pending. POs created here or in Material Detail start Pending until interfaced, then Open. Options → Show Only POs with Non-interfaced Detail hides fully interfaced POs.

Key item rules​

  • Unit Cost defaults from HQ Materials unless PO Category Discounts / PO Vendor Materials override. ECM E/C/M; Amount = Units × Unit Cost (Amount override recalculates unit cost).
  • Receiving checked → receive in PO receipts; unchecked → AP Transaction Entry (received tracks with invoiced).
  • Cost Type: no material → Material Cost Type 1 on PM Company Parameters; with material → HQ Materials cost type.
  • Tax Type defaults Sales if HQ Default Country is US, else VAT. Tax Code follows project Base Tax On.
  • Comp Group initializes PO compliance on interface; deleting/changing the group after save does not remove already assigned codes (manage in File → PO Compliance).

Notes​