Purpose

The POs module is the central hub for creating, sending, and tracking Purchase Orders created across the TRUE system.

POs Module List View

The list view of the purchasing module displays a list of all active Purchase Order records. You can use this list to view open purchase orders, or view historical, previously completed and received purchase orders.

Button / Progress Bar

Each button can be customized to fit the Purchasing stages of your business within the Company Preferences module of TRUE. The 6 stages created will be listed on the button/progress bar. Selecting one of these options will filter the record list to display only those PO's that were set at that particular stage. 

List View Fields

• ID Column: Displays the purchasing ID, the date each record was created, and the user who created the record.
• Vendor Column: Shows which vendor a PO has been issued to.
• Job/Contract Column: Lists the job or contract name and related record ID for which a PO was created 
• Date Required Column: Displays the date by which ordered products or services are needed.
• Expected Delivery Column: Shows.the Estimated Time of Arrival (ETA). This date is usually provided by the vendor when an order confirmation is issued.
• Receiving: Lists information on whether an order is still outstanding, has been received in full, or still has items missing or backordered.
• Stage: Allows users to see where a PO is within the workflow.

Selected Purchase Order Record

Within a PO record, users have the ability to view information relating to that individual PO. This includes items or products to be ordered, received, job costing information, related payments, or even digitally generated PO eForms. 

Details Mode

Contains information related to the selected PO such as the Job, Vendor, Vendor Order ID, any Cost Codes, any user or system generated Activity Logs, Files, etc.

• Vendor: Entity the product / service is being ordered from.
• Job / Contract / Facility / Division: Location where the product / service will be used.
• Cost Code: Account that the order will be costed to.
• ID: Internal alphanumerical identifier to track the order through the client's solution.
• Vendor Order ID: Identifier used by the vendor to track the order through their system.
• Date: The date the PO was created.
• Type: Internal order classification.
• Drop Ship: For products the seller does not keep in stock within their own facilities.
• Requester: Name of the person requesting the order.
• Vendor Quote: The vendor quote the order is based on.
• Tax Type: Tax jurisdiction the order falls under.
• Tax Rate: Percentage of tax that has to be paid for the order.
• Payment Method: To indicate how payment will be submitted.
• Tax Exempt: For purchases that are not taxed.
• Advanced: This will allow users to enter Division, Facility, or Brand information.

Items Mode

Allows the users to view or enter line items for the selected PO. Line items are typically Catalog to be ordered.

• Direct Purchases: For tax-exempt purchases by client from vendor
• “+” Icon: To add line items
• “↻” Icon: To ↻ after changes were made to line items
• Download Icon: Downloads a CSV file with the line items
• “PDF” Icon: Generates eForm of PO
• “"⚙️"” Icon: Opens sub menu with PO related actions
• #: Chronological number for specific line items.'
• Date Required: Enter the Date that this PO is required by. Assigned users can receive an alert.
• Expected Delivery: Enter the expected delivery date of this PO as provided by the Vendor.
• Receiving: Displays the current status for the line items for an open PO that are to be received.
• Job Costing: Displays if the current line items have been Job Costed for this PO. Selecting this field will automatically run the Auto Job Costing feature.
• Bill Reconciliation: Shows the current reconciled amount for linked Bill records.

 Job Costing Mode

The Job Costing tab is the location to ensure each line item is assigned to the correct cost code, and tied to the applicable contract item. In TRUE, PO's are also used to accurately track “committed job costs”, to ensure contract budgets aren’t exceeded, and to track backorders during receiving. 

• Auto Job Costing: Creates Job Costing records automatically linked as committed costs of the related Cost Centers (Jobs/Contracts).
• “+” Icon: Allows for additional line item entries
• “↻” Icon: Updates the screen 
• “"⚙️"” Icon: Enables user to switch to Table View

Payments Mode

This mode is only supported via TRUE Accounting. It can be used for creating credits that are to be applied as down payments for Bills. This credit can be applied as a Down Payment directly within the associated Bill (Vendor Invoice) record that is generated. 

Additional Features

• Options button: Select options to perform a variety of PO specific actions.
  • Select eForm: Utilize this feature to select and generate an eForm. This can also be done via the Items mode.
  • New Bill: Allows the user to create Bill record (Vendor Invoice) in TRUE, associate with this PO.
  • New Schedule: Allows the user to create a linked Schedule record for this associated PO. If PO is linked with another record in TRUE (IE: a Job / Contract), that record will be set as the schedule's cost center.
  • View Schedules: View related Schedule records.
  • Favorite: Store this PO as a Favorite. View favorites in the Purchasing module list view.
  • Duplicate: Creates a duplicate record of this Purchase Order record. Includes line items and set fields.
  • Omit: This feature removes this record from the previous found set of data. If a user performs a search or filters data in a specific way within the list view, then uses this feature, it will remove this job from the list of data.
  • Active / Archive: Toggles the status of this Purchase Order. Automatic Archive is available within Company Preferences.
  • Delete: Deletes the PO from the system. This action cannot be reversed.
• View button: View related records across TRUE that are linked to this Job.

Common Workflow Questions

1. How Can I Create a Purchase Order in TRUE?
2. How to Generate a Purchase Order eForm?
3. What are some common Advanced Filter searches?
4. What are Stages used for?
5. How can I setup Stages for POs?
6. What is the Sent button used for?
7. What is the Auto Job Costing feature?
8. What can I edit in a Line Item?
9. What can I do with a selected Line Item?