Create a Purchase Order

Purchase Orders should be created whenever you incur third party costs from a Supplier, in order to track the true cost of the Project. In iCFM, a Purchase Order must always be linked to a Job, in order to pass the costs onto the client. The Services booked on a Job are what become the billing rows that can later be attached to Billing Approvals and Invoices. The process of creating a Purchase Order is very similar to Quotes and Jobs. Complete the required fields in the header, indicated by the Bold captions.

Purchase Order Workflow:

1. Open the Project Summary
2. Click the green + icon in the Purchase Orders section
   (or Entities > Purchase Orders > Click Add)
3. Complete the required fields
   • Purchase Order Type
   • Job ID, choose one of the following:
     
     1. Leave Job ID field blank to automatically create a Job to pass costs on to Client (most common)
        
     2. Check No Charge and leave Job ID blank if you're not passing the costs on to your Client
     3. If a Job is already scheduled, manually select the Job ID field
4. Click Save (Your Purchase Order is created at this time)
5. The Purchase Order Details section will appear below
6. Choose your Service
7. Check & Amend the Qty, Description & Unit Charge fields
8. Click Add to Save
9. Repeat steps 8-10 to add additional rows
10. Authorise the PO (a Job will be created unless you have attached an existing Job, or selected No Charge)
11. Mark Items as Received
12. Complete the PO

Please Note: If you raise a Freelance PO, and link it manually to a Job booking, iCFM will assume that the Job costs are more accurate and ignore the PO cost.