Purchase orders (POs)

You can use purchase orders to track materials, equipment, and supplies that are purchased from vendors. After you create a PO, you can use general invoices to process invoices against it.

On the Purchase order tab, the banner displays:

  • PO total: Total, including tax, for the line items in the current PO.
  • Invoiced amount: Amount that has been invoiced.
  • Balance to invoice: Current balance left to invoice for the PO.
  • When the balance of the PO is less than or equal to zero, the PO moves automatically to the first locked status.
  • If you change the PO total, the amounts aren't updated in any linked general invoices. To bill for the new PO amount, you can create another general invoice for the PO.
  • In the project menu, select Financials > Purchase Orders.

You can create a purchase order and then add line items to it.

  1. On the navigation toolbar, select Create icon (Create).
  2. If autonumbering is off, enter the record number.
  3. Enter a description for the PO.
  4. Select Create.
  5. In the Information panel, enter the record details.
    • To change the status, select an option from the list.
      • Workflow field
    • To allow the total PO amount to be overbilled in a general invoice, turn on the Overbilling permitted toggle.
    • Add the delivery information.
    • To add an assignment, select Add in the Assigned to section, select the name, and then set a due date.
    • To add a courtesy copy, select Add in the Courtesy copies section, and then select the name.
  6. In the Items grid, add the line items.
  7. In the Contact details section, enter the company and contact information.
    • To search for or create a company, select Search icon (Search) in the company field.
    • To add a contact, select the contact field, and then select or invite a contact.

    If you want to create general invoices for the PO, enter a company in the To company field.

  8. In the Tax section, enter the tax information.
  9. On the Comments tab, enter a comment, select Link icon (Links) to link items, and then select Send icon (Send).
  10. To set who has access to the PO, select Sharing icon (Sharing), and then select an option.
  11. To link an item to the PO, select Link icon (Links), select Plus icon (Add), and then select the item type.
  12. To save the changes and keep the PO open, select Save icon (Save).

    13. —Or—

    To save the changes and close the PO, select Back arrow (Save).

  1. In the tile or list view, on the PO, select More icon (More) > Copy.

    2. —Or—

    Open the PO, and then select Copy icon (Copy) on the navigation toolbar.

  2. From the Contract list, select the contract that the record is for.
  3. Edit the description, and then select Copy.

You can add items from the purchase order catalog or add new items.

  1. In the Items section, select PO catalog, and then select an item.
    2. Items are added to the purchase order catalog in the portfolio record settings. If no items are added yet, the Purchase order catalog search dialog is empty.

    —Or—

    ClosedSelect Add, and then enter the item details.

    • Description: The description of the item.
    • Item: The code or abbreviation of the item.
    • UOM: The unit of measurement in which the item is purchased.
    • Unit price: The price per unit of the item.
  2. In the Quantity cell, edit the number of items that are purchased.
  3. To mark the item as taxable, select the Taxable checkbox.
  1. To choose a line item, select the row.
  2. At the top-right of the grid, select Up or Down.
  • If you filter the grid items, the Add, Up, Down, and Insert options aren't available.
  • If you select a column header to sort the items, the sorting order is temporary and isn't applied in reports or the next time the record is opened.
  • In the Items grid, select the item, and then select Remove.

    • If you remove a purchase order item, the item is removed from the general invoice but remains in the purchase order.

On the Purchase Orders tab, you can set how the tax amount is calculated for each line item that's marked as taxable in the Items grid.

  1. In the Tax section, enter the tax percentage in the Tax % field.

    2. —Or—

    To automatically calculate the tax rate, enter the total tax amount in the Tax total field.

  2. If the tax amount is included in the item amount, turn on the Included in items toggle.

    3. —Or—

    If the tax amount isn't included in the item amount, turn off the Included in items toggle.

  3. In the Budget code field of the Tax section, select Search icon (Search), and then select the budget code that's charged for the tax amount.

    4. This field is unavailable if the tax is included in the line item.

In the Information panel, you can enter details about the delivery, shipment, and terms of payment.

  • In the Information panel, enter the following information:
    • Due date: The date that the payment is due.
    • Scheduled delivery date: The date that the order is scheduled to be delivered.
    • Actual delivery: The date that the order arrived.
    • Ship via: The method of shipment.
    • F.O.B.: (Freight on Board or Free on Board) Where the purchased items are to be delivered as part of the agreed price.
    • Terms: The payment terms for the PO.

When a PO is approved for the budget, the line item amounts are applied to the Original Commitments column for the associated budget codes.

  • In the Information panel, turn on the Approved for budget toggle.

You can export purchase orders to an Excel file where you can edit them and create new ones. Then you can import the file, which can only be used once, back into ProjectSight. If there are any errors, you can review and fix them in a new Excel file.

When you import the Excel file back into ProjectSight:

  • Blank rows and fields are ignored.
  • If new values were entered after this spreadsheet was exported, your edits are flagged.
  • If a new purchase order is missing a required field and the error is flagged, the record may not be created.
  1. In the Purchase Orders module, filter the records that will be exported to Excel.
    • In the Search panel, set the filters.
    • To export specific purchase orders, select their checkboxes. If none are selected, all the purchase orders are exported.
  2. In the list view, add and rearrange the columns, and then save the custom view.

    3. The Excel file will display the columns for the fields in the list view followed by the remaining fields.

  3. On the navigation toolbar, select Project export toolbar button (Import/Export) > Export to Excel.

    4. The Excel file contains the required fields and the fields that you have permission to view.

  4. Open the Excel file.
  5. On the Purchase Orders tab, enter the purchase order details in a new row.
    • If autonumbering is on, a temporary number is assigned to the new record.
    • If autonumbering is off, fix any duplicate numbers on the Purchase Orders tab before you add items to the new record.
  6. Edit any existing purchase orders.

    7. You can copy and paste unlocked cells.

  7. On the Items tab, select a record in the Purchase Order column, and then enter the item details in the row.
  8. Save the Excel file.
  9. In ProjectSight, open the Purchase Orders module.
  10. On the navigation toolbar, select Project export toolbar button (Import/Export) > Update from Excel.
  11. Select the Excel file to import.
  1. In the import error message, select Review errors.

    2. The purchase orders with errors are exported to a new Excel file.

  2. Review the Feedback column and fix the associated errors.
  3. Save the Excel file.
  4. In ProjectSight, open the Purchase Orders module.
  5. On the navigation toolbar, select Project export toolbar button (Import/Export) > Update from Excel.
  6. Select the Excel file to import.