Generating Purchase and Work Orders
|Top Previous Next|
After you have entered your specifications for a Project and the Client has sent you a Deposit for the Proposal, the next step is normally to generate Purchase Orders to buy the Components from the Vendors and/or Work Orders to have merchandise fabricated. On the Documents and Accounting Window, select the Project for which you would like to create the Purchase or Work Order and click the PO/Work Order button. Alternately, you can right-click the Purchase and Work Orders folder beneath the Project and select New è Purchase or Work Order to Vendor. The New Purchase / Work Order(s) Window will appear with the Type menu set to Purchase Order by default.
Generating a Purchase Order:
The Components Grid will show all of the Components for the Project that have not yet been included on a Purchase Order. The Components will be displayed in Vendor Code order, but you can click most column headings to sort the Components in the manner of your choice. Only Components that have both a Vendor and Ship-To assigned will be displayed. For a description of each field on the New Purchase / Work Order(s) Window, see the New Purchase / Work Order(s) Window.
Note: Most windows are sizable and can be made bigger by grabbing an edge with the mouse and dragging the window.
You will need to “tag” or select the Components that you wish to appear on the Purchase Order. You can tag Components three ways:
Once you have tagged all of the Components you wish to include on the Purchase Order(s), press OK to open the Generated Purchase Order(s) Window.
The Purchase Orders created from the tagged Components should appear on the Purchase Orders Grid. Components the same Vendor and Ship-To will appear on the same Purchase Order. Each Purchase Order will appear on a separate row on the grid. Several Purchase Orders for a Project may be printed at one time, even if they are going to different Vendors or shipping addresses.
To add or change Purchase Order information, such as the Ship Via and Special Instructions, highlight the Purchase Order and press the Edit button to display the Edit Generated PO Window. When all of the information appears to be correct, press the OK button on the Generated Purchase Order(s) Window to print the Purchase Order(s).
After the Purchase Order(s) are sent to the printer or the Print Preview Window has been closed, an Accept or Reject message will appear. Do not make a selection until you have reviewed the Purchase Order(s). If all of the information appears to be correct, then click on the Accept button. Doing so will record the Purchase Order(s) into Design Manager. If you need to make changes, press Reject .
Note: When rejecting a Purchase Order, be careful to write “Reject” on the printed copy or throw it away, so that you do not accidentally send it to the vendor. If you send a rejected copy of the Purchase Order, Design Manager will have no record of it.
Generating a Work Order:
Creating a Work Order is very similar to generating a Purchase Order. On the New Purchase / Work Order(s) Window, select Work Order on the Type menu. Doing so will slightly alter the Components Grid by changing the Vendor column to Workroom and including the Component Vendor under a new Ordered from Vendor column. When creating a Work Order, the Components Grid will display all Merchandise Components for an Item whose Ship To is the same as the Workroom (Vendor) on the Item Window - Workroom Tab indicating that the Component is necessary for the workroom to fabricate the final product. Components with a non-Merchandise Component Type (i.e., Freight, Labor and Installation, etc.) will be listed if the Vendor for the Component is the same as the Workroom (Vendor) of the Item as these such services will be provided by the workroom itself.
Tag the Components for inclusion on the Work Order as you would when creating a Purchase Order described above. Click the OK button to display the Generated Work Order(s) Window.
The Work Orders created from the tagged Components should appear on the Work Orders Grid. Components of the same Item will be included on an individual Work Order. However, if you have the optional Quick Quote for Design Manager module and have selected the Create a Separate Line Item for each Treatment Component on the Company Information Window - Quick Quote Tab, any Component whose Item has the same Workroom will appear on a single Work Order. Each Work Order will appear on a separate row on the grid. Several Work Orders for a Project may be printed at one time, even if they are going to different workrooms.
If the information on the Work Order(s) appears correct, click the OK button to print and Accept or Reject the documents as described above.
In order to make changes to an existing Purchase or Work Order, select the Purchase/Work Order on the Documents and Accounting Window and press the Edit button. This will open the Edit / Change Order Window where you can make any changes and print the modified Purchase/Work Order.
You can remove a Purchase or Work Order by selecting it on the Documents and Accounting Window and clicking the Delete button provided no Deposit or Vendor Invoices have been recorded for the Purchase/Work Order.
Before mailing the Purchase or Work Orders, some of them may need to have a Vendor Deposit check included with them. Generating Vendor Deposits is discussed at length in Sending a Vendor a Deposit.