1. Click Add to the right of the Purchase Order prompt, or select "(Add New)" in the Purchase Order prompt drop down list .

2. Complete the prompts described below.

1. Select the purchase order to edit in the drop down list in the prompt for Purchase Order.

2. Complete the prompts described below.

Click OK.

Click View. This will display a pop-up menu with options to view either the pre-formatted version of the purchase order, or any purchase order merge documents that have been created.

Click Cancel.

Click Cancel to close the purchase order. Click Exit to close the form.

Enter the date of the purchase order. This is just to identify purchase order, and has no other significance.

Enter the purchase order number. This will be displayed in the drop-down list of purchase orders at the top of the form, and in the printed purchase order.

Click Select Items... to display prompts which allow you to select job items to be included in the purchase order.

Select a job project to include job items from all jobs in the project.

Check the jobs for which to include job items in the PO.

Enter the Order Date From.

When you enter a range of dates to select items to purchase order, the program selects the items that need to be purchased during the date range in order to be received in time for their scheduled installation.

Enter the Order Date To.

Select a category by which to select job items to appear in the purchase order: Item Group, Job Phase, or Vendor.

The contents of this drop down list depends on which option you select in the previous prompt for Select By above.

Select an Item Group, or Job Phase, or Vendor for which to create the purchase order.

Note: When you select items to add to a purchase order, you can select then based on their "order date", or their Item Group, Job Phase, or Vendor. The order date is the item's Scheduled Start date minus the Lead Time Days. (This is the date on which the item must be ordered to be delivered by the scheduled work date.) You enter the item Product, Vendor, and Lead Time Days in the Edit Job Estimate form.

Check to include items with estimated costs = zero.

By default, job items must have a cost assigned (materials, equipment, subcontract, or other) in the Job Edit Job Estimate form in order to appear on a purchase order. To purchase order items with zero estimated cost, check "Include Items With Zero Estimate".

Note: Once you create a purchase order for an item with no estimated cost, you will not be able to enter the estimated cost. If you intend to enter an estimated cost for an item that will be purchase ordered, you must enter the estimated cost before you create the purchase order.

The purchase item grid displays the list of items to be purchased.

If multiple vendors appear in the list, then multiple purchase orders will be created, one purchase order for each vendor.

The purchase item grid has the following columns:

1. The left most column contains a check box. Check the box to select the item to be included in the purchase order. Click Select All to select all items, or Unselect All to clear all check boxes.

2. Vendor - Select the vendor to purchase the item from. You can create multiple purchase orders at one time if you select more than one vendor in the grid at a time.

   Note: If an item does not already have a vendor assigned (but does have a product assigned), when the item is loaded into the grid, the program will check to see if there is inventory for the product available in a warehouse. If sufficient inventory is available, the inventory warehouse will be assigned as the vendor for that item.

   When checking for available inventory of a product, Smart Contractor will not include count of the product that has been "reserved" (purchase ordered) by other jobs. Inventory of a product is "reserved" when the product has been purchase ordered from the warehouse. A purchase order from a warehouse is entered exactly like any other purchase order except that the vendor is a warehouse.

3. Item Description - Same as the prompt for Item Name in the Edit Job Estimate form.

4. Job - Displays (or prompts for) the job that the purchase order item belongs to.

5. Category - Select a cost category.

6. Job Phase - Same as the promt for Job Phase in the Edit Job Estimate form.

7. Sub-Item Of - When you add an item to a purchase order, it will be added to the job estimate. When you do, you can place the new item into an item group by selecting the group item here.

8. Product - Same as the prompt for Product in the Edit Job Estimate form.

9. Estimated Count - Same as the prompt for Item Count in the Edit Job Estimate form.

10. Estimate Unit - Same as the prompt for Unit in the Edit Job Estimate form.

11. Estimated Cost - Same as the prompts for Materials, Subcontract, Equipment, or Other, in the Edit Job Estimate form.

12. Previous PO'd - The count of previous purchase orders for this item.

13. Balance To Purchase - The count of remaining items to purchase order.

14. PO Count - The count of items to purchase order on this purchase order.

15. PO Price - The item purchase order unit price.

16. PO Total - Displays the item PO total (count x price).

17. Purchase Complete - Check this box if no more purchase orders will be issued for this item. If this check box is checked, this item will not appear in the list of items to purchase order when creating new purchase orders.

18. Change Order - Check this box to add this item to a change order.

19. C.O. Name - Enter the change order name.

20. Deliver By - If the item has been scheduled, this will display the date on which the item is scheduled to be used at the job site.

21. Lead Days - Enter the order lead time in days.

22. Order By - If the item has been scheduled, this will display the date on which the item must be ordered to be delivered to the job site by the Deliver By date.

23. Item Notes - Same as the prompt for Item Notes in the Edit Job Estimate form.

Click Select All, or check the individual Selected boxes to add the items to the purchase order.

When you create a purchase order from estimate items, the PO counts and prices default to the estimated count and cost. You can change the purchase order counts and prices, but this will not change the estimated count and cost. The counts and prices that you enter in the purchase order will be used as defaults for purchases that you enter in the Enter Purchases form.

If you want to add items to a purchase order that are not in the estimate, you can enter them in the blank lines at the bottom of the purchase order item grid. If you add items to a purchase order, this will add the items to the estimate, but the estimated count and cost will be zero. The counts and prices you enter in the purchase order will be used as defaults for purchases that you enter in the Enter Purchases form.

If you check the "Include Items With Zero Estimate:" box (above) this will include estimate items that have zero estimated costs. You can purchase order items with zero estimated costs, but once you do, you will not be able to enter the estimated cost. If you intend to enter an estimated cost for an item that will be purchase ordered, you must enter the estimated cost before you create the purchase order.

Select the Payment Method: "On Account", or "COD".

Select the Deliver To location from the drop down list.

If you leave the prompt for Deliver To blank (or select the "(Vendor Default)" option), the program will automatically assign the default deliver to that you assign to the vendor in the Setup > Lists > Vendor/Subcontractors form.

You can edit the list of Deliver To's in the Setup > Lists > Deliver To's menu option.

Enter the date by which the materials being purchased must be delivered.

The Deliver By date is automatically set to the earliest date in the "Deliver By" column of (selected) purchase order items.

Check if the purchase items listed are tax exempt.

Check if the purchase items listed include installation.

Check if you want to print item prices on the Purchase Order.

Check if you want to print the total on the Purchase Order.

Enter any notes to appear on the purchase order, in the heading with the Vendor name.

The Status prompt allows you to set the status of the purchase order.

• "Active" is for purchase orders that have been issued, but not recieved.
• "Completed" is for purchase orders that have been received.
• Select "Deleted" to delete the purchase order.

Click OK to save the purchase order.

Click View to display a popup menu with the following options:

• Pre-Formatted PO. Select this option to view the purchase order in the pre-formatted form that comes with Smart Contractor.

• PO Merge Document. Select this option to view the purchase order in the user formatted purchase order merge document.

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.

Click Cancel to cancel changes.