Smart Contractor

Print Purchase Order

To print a purchase order, click on Purchase in the shortcut menu, then click on Print Purchase Orders.

The Print Purchase Order form allows you to print purchase orders that you created in the Purchase Order entry form.

To print a purchase order, select it from the list.

The Print Purchase Order form has the following prompts:

Purchase Order:
Select a purchase order to print or email, or select "(All Purchase Orders)" to print or email all purchase orders for the current job.
Print Format:

Select the format in which to print the purchase order. Select "Pre-Formatted" to print the purchase order in the form generated by Smart Contractor. The other options are for custom formatted merge documents that you can edit in the Edit Merge Document form.

Note: To edit your custom formatted purchase order(s), go to the dropdown menu at the top of the main screen and select Setup > Documents... > Merge Documents. Then, in the prompt for "Document", select "Purchase Order".

You can customise the Purchase Order merge document that comes with Smart Contractor, and you can create additional Purchase Order merge documents. To create another Purchase Order merge document,

- Select the "(Add New)" option in the prompt for "Document"

- Enter a name for the purchase order (i.e. "Purchase Order 2") in the prompt for "Document"

- Select "Purchase Order" in the prompt for Type.

- Enter or cut and paste any text, and insert any merge fields, into the text editor.

- Click OK to save.

When you add purchase order formats, these become available in the Print Purchase Order menu, and in the popup list of PO formats when you click View in the Create Purchase Order form.

Display Item Notes:
Check Display Item Notes to display item notes under each item in the purchase order.
View button
Click View to view a print image of the purchase order. This will display the purchase order in the report viewer form. Note this button is not available when the "(All Purchase Orders)" option is selected above.
Print button
Click Print to print the purchase order.
Email button
Click Email to email the purchase order to the vendor.
Edit Button
Click to edit the merge document template. This takes you to the Setup Merge Documents form.
Export Button
Click to export the merged document to an .rtf text file. You will be able to edit (and cut and paste from) this file using MS Word.
Exit button
Click Exit to close the form.


The printed purchase order includes the following information:

Vendor:
The Vendor from which to purchase the items listed.
Bill To:
Your company's name and address, which you enter in the Company Info Setup form.
Deliver To Job Site:

The job site address, which is entered in the Job Information entry form.

This may also say Deliver By (date) To Job Site:. The Deliver By date is the earliest date that any product in the purchase order is required at the job site.
Product
The costs for a job item can be separated into 5 categories: materials, labor, equipment, subcontract, and other. Each of these cost categories are printed on separate lines in the purchase order. On the materials line, this column will display the name of the product (assigned in the Job Edit Job Estimate form). On other lines, the product column will display the name of the cost category.
Count
On the materials line, the count of the product being purchased. On the labor line, the count of the hours. Blank on other lines.
Unit
On the materials line, the count unit of the product being purchased. "Hrs" on the labor line. Blank on other lines.
Price
On the materials line, the estimated product price (quoted by the vendor) per count unit. The estimated price is entered in the Job Edit Job Estimate form, and can be updated for all jobs in the Product entry form.
Ext.
The extended item amount, equal to the Price x Count.

Note: You can customize the appearance of your printed purchase orders with your company logo or letterhead image. For information, please see the Printed Forms Setup form topic.