Using Purchase Orders in FP

Purchase Orders act as a record of your requested order to a vendor. Many vendors will not work without a PO being in place. For your agency, a PO may also be an important part of your record keeping processes, and good to have associated to the corresponding Job(s) in your system.

Your FP system allows you to generate a Purchase Order as a PDF that you can then send to your vendor. This PO form can be added to any Job in your system. You can also easily search for outstanding POs in your system. Please review this article to learn more about purchase orders in FP.

Accessing the PO Form

So I have created an Estimate for my client for some work, and now landed the Job. The Job includes work that will be done by team members at my agency, as well as some printing that will need to be done by a third party. The printing has been included in my estimate.  I now want to generate a PO to my printing vendor.

Option 1) From the top navigation bar

Hover over Expenses in the main navigation bar, and choose External. You now have a few options:

    Find - takes you to a screen through which you can find all, or a selected list of the expenses in your system

    Add Expense - used either for single job expenses or to enter expenses for multiple jobs from the same supplier

    Add Insertion - used for external expenses that are related to media.

    Fill Expense Form - used to enter expenses for multiple jobs that have different suppliers

Choose Add Expense.

You will land on a blank expense form which can be used as a PO. Fill in the form accordingly (detailed steps can be found in this article). Required fields are in blue.

Choose the Financials tab on the Job.

You will see the line you estimated for the outside work. Click the "+" icon on the far right of that row.

You land on the same form as in Option 1, but many fields are now filled in already.

Filling in the Form - As a Vendor PO

  1. Enter the name of your supplier or vendor. Note that this company will need to be stored already in your FP system, and be marked with a Company Type of Supplier, Vendor, Freelancer or Partner, in order to be available for use in this field.
  2. Enter the value you want to appear on the PO into this Quoted for PO field.
  3. Blank out the data that will have pulled from the Job to this line - we will fill this in later, once we have the invoice from the vendor, and the order is complete.

Click Save when done.

Printing the Form

Once the form is saved, you will see a Print button in the top right. Choose the Purchase Order option. Note that you can customize printouts in FP and have up to 3 options available per printout type. To learn more, click here.

The resulting PDF can be saved to your computer and emailed out, or physically printed and sent to your vendor.

Seeing the PO on the Job Financials

Back at the Job level on the Financials tab, we can see the record of the PO displayed. This is a forecast of a pending cost to us.

Filling in the Form - Adding Vendor Invoice Info

Let's now surmise that some time has passed, and work on the Job has progressed. The invitations were printed up, and delivered, and the vendor has submitted their invoice to us. Get back to the PO (either search by the PO number, by the Job, or click the PO from the Financials view) and update it with the data from the invoice.

On the form, click Edit in the top right.

  1. Enter the Invoice name or number from the vendor as the Reference Number.
  2. Enter any other information from the vendor invoice, such as quantity, rate, and any percentage or dollar value discounts.
  3. Enter anything else from the agency side - such as an adjustment to the percentage by which you mark up expenses, or offer discounts.
  4. You will end up with a value that will be billed to the job. In this case, the printing did not cost as much as the vendor had quoted, or as much as I had estimated on the job.

5.   As an option, I can choose to use the Total Override field, to enter a value of my choosing. This will override the value in the Bill to Job field.

Click Save when ready.

Seeing the Expense on the Job Financials

My PO is now an expense on the Job, with the actual value no longer displaying in red.

Finding Outstanding POs Later

There may be a need to find POs in your system that are considered outstanding - as in, the vendor has not invoiced you yet, and you have not been able to invoice the client. To find these POs, hover over Expenses in the main navigation bar and choose External > Find.

You will land on an expense find screen. Input a "~" symbol into the Reference Number field. As this field is used to enter the invoice number or name from the vendor invoice, if this field is blank, you have likely not yet received the invoice from the vendor.

Choose to further narrow results down through the use of any of the other available fields.

Click Find External Expenses when ready.

Adjusting the List View & Exporting as a CSV

The resulting list of expenses (or any other list of results in FP) can be adjusted to fit your needs. Click any column header to sort/ reverse sort by that column. Click Clear Sort in the top right as needed.

You will also see a Manage Columns button.

  1. Pick and choose from any of the available column options to show. Perhaps you need to see the 3 Insertion Order related fields, as well as the Total Cost. Only those fields with a black mark need to show - the rest are all optional.
  2. At the bottom of the Manage Columns window, drag and drop the column order.

Click Save Columns when ready.

Back on the list view, you will immediately see your new layout. Click Manage Columns again to make further changes. The system will remember these selections you've made for this list view, when you next search for expenses.

To export this data to Excel, select the CSV button in the top right. Choose to export either the data you see on screen (Current View), or all the expense related data (Export All Data) for the listed expenses. You can also choose to click the Print button, to generate a PDF of this on-screen list view.

Changing the Expense Status/ Exporting the Expense

Once the PO/ expense is saved, you will be able to export it, and/ or adjust the status. Above, we see the current status of Unposted. Click Post Expense to change this status to Posted.

The status has now changed to posted. Click Export Expense to change the status to Exported. Or Unpost if you have posted the expense in error. You can then Re-Export, or Undo the Export as needed.

We welcome your questions or concerns: support@functionpoint.com

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