Purchase order

The Purchase Orders allow to engage the work orders. They should come from a third party system (thanks import jobs) and couldn't be created and updated from the BizDock application.

To offer a more flexible model, a Purchase Order is composed by a set of items which contain the financial data (expenditure type, amounts, currency…). Depending of the used financial tool, its integration could exploit the proposed schema or simply bypass it with a more simple model (for example a Purchase Order with a single item).

Configuration and permission

Enable the purchase orders

To enable the purchase order, see the System preferences.

Permission

To engage a Work Order with a Purchase Order, the standard "update" financial permission is enough, but to display the details of a Purchase Order the permission PURCHASE_ORDER_VIEW_ALL_PERMISSION is needed.

This permission allows also to update the amount of all engaged Work Orders.

Attributes

Purchase Order

Field Description
Ref ID The common identifier of the Purchase Order in the financial tool
Description Description of the Purchase Order
Cancelled? A cancelled Purchase Order could not be engaged by a Work Order

Purchase Order item

Field Description
Ref ID The common identifier of the Purchase Order item in the financial tool
Line ID A line identifier
Allocated? True if the item is engaged by at least one Work Order
Shared? True if the engaged Work Order(s) is/are shared
Description Description of the item
Creation date Creation date of the item
Due date Due date of the item
Expenditure type Expenditure type of the item. Used to find compatible items when engaging a Work Order.
Quantity Only if the item represents a quantifiable resource
Quantity received The part of the overall quantity that already been delivered
Quantity billed The part of the overall quantity that already been billed
Currency Currency of the item. Used to find compatible items when engaging a Work Order.
Unit price For quantifiable resource, the amount should be equal to “unit price * quantity”
Amount Amount of the item in the given currency.
When engaging a not shared Work Order, this value is used as the engaged amount else the remaining amount (see below) is used as the maximal engageable amount.
Remaining amount Only if the item is shared (meaning engaged by shared Work Order(s)).
The remaining amount is the “Amount” decreased by the engaged amount of allocated Work Order(s).
If the remaining amount is 0 then we consider the item as fully-consumed.
Amount received Only if the item is not allocated or not shared.
The part of the overall amount that already been received
Amount billed Only if the item is not allocated or not shared.
The part of the overall amount that already been billed
Cost center Cost center of the item
Supplier Supplier of the item
Material code Material code of the item
GL account General ledger account of the item
Shipment type Shipment type of the item
Requester Requester of the item
Cancelled? A cancelled item could not be engaged by a Work Order

Goods receipt

Field Description
Ref ID The common identifier of the Goods receipt in the financial tool
Quantity received Only if the Goods receipt represents a quantifiable resource.
The part of the overall quantity that already been delivered
Amount received The part of the overall amount that already been received

Identity cards

Purchase Order

All Purchase Order's data can be seen via the Purchase Order's identity cart:

  • Purchase Order's attributes,
  • All items of the Purchase Order.

Purchase Order item

To display the identity cart of a Purchase order item:

  1. Go to the identity card of a Purchase Order,
  2. In the items table, click on the wished item.

All Purchase Order item's data can be seen via the Purchase Order item identity cart:

  • Purchase Order item's attributes,
  • All work orders engaged by the item,
  • All Goods receipts of the item.

For the shared work orders, it's possible to update the engaged amount.

Find a Purchase Order

To find a specific Purchase Order to see its details, items or to update the engaged amount of a shared Work Order, just use the Search capability.

Update the amount of an engaged Work Order

For a shared Work Order that is engaged by a Purchase Order, it's possible to update the engaged amount.

It's not possible to update the engaged amount of a not shared Work Order because the value is the amount of the Purchase Order item, and so it hasn't been manually given by a user but provided by the used financial tool.

  1. Go to the identity card of a Purchase Order,
  2. In the items table click, on the wished item,
  3. in the “Engaged work orders by this item” table click on the “Edit” icon for the wished shared Work Order,
  4. Enter the new amount and click on Save,
  5. The engaged amount has been updated.