Internal Purchase Order

OBJECTIVE

The Internal Purchase Order is used enter an order for material already associated with a project.

Using this option is equivalent to a project-to-project transfer, however, it affects incurred costs.

 

PREREQUISITEs

• Configuration
• Project Management

 

Steps

maestro* > Purchasing > Purchasing > Purchase Order > Internal Purchase Order

 

Enter an Internal Purchase Order

1. Enter the required information in the Detail tab:

Field	Description
Purchase Order - Extension	Order number. NOTES: The system automatically assigns a number when the transaction is saved. However, it is possible to enter one manually. The extension number lets you create a new order from an existing order. Only the information from the order header is saved for the new order. A counter and a mask can be defined in Configuration.
Contract Type	Order type. The choices are: Order and Open. NOTE: An Open order is not closed automatically when the entire order is invoiced. It can be invoiced until it is closed manually using the Close an Order option.
Status	Status of the order. The statuses available for the user include: 1-Committed, 2-Reserved, 3-Quotation, A-Entered and P-Confirmed. NOTES: If the advanced order approval function is enabled in Configuration, the status can only be changed when the order is saved. New statuses can be created using the Table of Order States option.
Project	Project number on which the material will be used (destination project). NOTE: The list of available projects is displayed based on Security Management.
Order Date	Date of the order. NOTES: The system enters the working date by default. To transfer an order, the financial period in the general ledger must have been created, otherwise it will be impossible to transfer the order.
Delivery Date	Desired delivery date for the order.
Time	Time for the delivery.
Source Project	Project number corresponding with the source order (from which the material is received). NOTE: The list of available projects is displayed based on Security Management.
Work Order	Work order number associated with the order. NOTE: The system only lets you select an existing work order if the Work Orders module is installed.
Immediate Billing	Lets you generate the invoice on transfer of the order if this field is set to Yes. NOTE: The invoice is ready to be transferred.
Print Order	Available values:  Yes Orders set to Yes are available when printing is started with the Print Purchase Orders option. No Order set to No are not available when printing is started with the Print Purchase Orders option.
Holdback Rate	Holdback percentage applicable to the purchase on invoicing.

1. Breakdown section:

Field	Description
Description	Description of the ordered item.
Activity	Determines the activity to which each breakdown line belongs.
Group	Determines the expense group to which each breakdown line belongs.
Quantity	Quantity ordered.
Received	Quantity received. NOTE: This field is displayed automatically for active or closed orders for which quantities have been invoiced.
U.P.	Unit price.
Amount	Breakdown line amount. NOTE: An amount can be entered even if the Qty Ordered and Unit Price fields are empty.
Tx	Tax code applicable.
Tx	Tax code applicable.
Source Activity	Determines the activity from the original project for each breakdown line.
Source Group	Determines the group from the original project for each breakdown line.

2. Click Save.

Only orders with the Confirmed status can be transferred. Once transferred, the order can no longer be changed.

 

See also

• Close an Order
• Table of Order States
• Security Management
• Print Purchase Orders
• Purchase Order Management
• Stock Order from Catalogue

 

Last modification: November 12, 2024