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Creating purchase orders

The Purchasing module in Track-It! enables you to create and manage purchase orders and link them to a ticket or add attachments to them. 

This topic covers the following topics:

Key features

  • You can create, copy, print, and delete the purchase order and clear the purchase order form.
  • You can assign an owner (requestor) for a purchase order. 
  • You can view a ticket linked to the purchase order in the Details section.
  • You can add information about the purchase order costing, taxes, vendor details, purchase order details, required date, date ordered, and so on.
  • You can use the Additional Information field to enter notes about the purchase order.
  • The lower pane of the Purchase Order form that contains the TicketAttachments, and Purchase Order Details tabs is referred to as the Details section.
  • System administrators can customize the Purchase Order form based on your business requirements.
  • System administrators can manage (add new/delete/edit) master items that you can use while creating Purchasing Items to the purchase order through Configuration. 
  • Technicians trying to create or update Purchase Orders can create Master Items while adding Purchasing Items to a purchase order.


The following table describes the actions you can perform on a purchase order:

IconActionDescription

Receive

Receive all ordered quantities of purchase items

Cancel Purchase Order

Cancels the purchase order, changes the status to canceled, and records the date in the Date Received/Closed field

New Email

Email a purchase order to a recipient

Copy Purchase Order

Create a copy a purchase order

Print this record

Print a purchase order or export to a file format

Clear form

Clear all fields of a purchase order

Delete this record

Delete a purchase order


Key considerations

  • The Purchase Order Number and Requestor Name fields are mandatory.
  • You can override default settings to the Shipping and Billing Information by using the drop-down boxes.
  • You must select Enable tax calculations on shipping charges to apply tax to the cost of shipping.
  • You cannot link purchase orders to tickets from the Purchase Order form. You can only link purcahse orders from the ticket form.

Creating purchase orders

  1. On the header bar, expand the hamburger menu  and click Purchasing.
  2. On the header bar, from the ADD NEW menuclick Purchase Order.
    The Purchase Order form displays the fields related to purchasing.
  3. Enter details in the mandatory fields in the Purchase Order form.

     Click here to view the Purchase Order form fields.
    SectionField name  Description
    Order InformationPurchase Order NumberPurchase order number assigned to the purchase.
    StatusStatus of the Purchase Order, such as Open, Received, Partially Received, Canceled, and so on.
    Date OrderedDate when the purchase order was placed
    Date RequiredDate that the purchase items need to be received
    Date Received/ClosedDate when the purchase items were received in full Note: If the purchase order is cancelled, this field records the date of cancellation.
    Payment TermsDetails of any payment terms that apply to the purchase order
    Requestor InformationRequestor NameName of the purchase order requestor From the drop-down, you can select from a list of requestors.
    EmailEmail of the purchase order requestor
    PhonePhone number of the purchase order requestor
    Alternate PhoneFax or alternate phone number of the purchase order requestor.
    DepartmentDepartment name of purchase order requestor.
    LocationLocation of purchase order requestor.
    Vendor InformationVendorVendor of the purchase item From the drop-down, you can select from a list of vendors.
    AddressAddress of the vendor
    ContactName of a contact for the vendor
    PhonePhone number for the vendor
    E-mail AddressEmail address for the vendor
    Shipping and Billing Information
    Ship to Location
    Address of the shipping location From the drop-down, you can select from a list of shipping locations.
    Bill To Location
    Address of the billing location From the drop-down, you can select from a list of billing locations.
    Enable tax calculations on shipping chargesEnables applying tax to the shipping charges
    Shipping InformationNotes that apply to the shipping information
    Sub TotalAmount of the Sub Total for the purchase order
    ShippingAmount of the shipping charges
    Tax Rate (%)Tax rate that applies to the purchase order
    Sales TaxAmount of the sales tax applied to the purchase order
    Price AdjustmentAmount of any price adjustment that applies to the purchase order
    Total CostTotal amount of the purchase order
    Additional
    Information
    Additional information about the purchase order. You can enter information in this field.
  4. Click Save Purchase Order.

Performing additional actions on a purchase order

After you save a purchase order, you can perform additional actions.

To add purchase items to a purchase order

  1. On the header bar, expand the hamburger menu  and click Purchasing.
  2. To open a purchase order form, double-click the purchase order from the list.
  3. Scroll down to the Details section, and then click Add New Purchase Item.
    The Select from Master Items dialog is displayed.

  4. Perform one of the following actions:

    ActionSteps
    If the Master Item exists on the list of Master Items
    1. Highlight a selection from the list of Master Items, and then click OK.
      The New Purchase Item window displays, showing the product information details about the purchase item.
    If the Master Item does not exist on the list of Master Items Note: In order to perform this action, your permissions to add new master items must be enabled by the system administrator. For more information, see Creating and managing technicians.
    1. Click Add New. The Add New Master Items dialog is displayed.

    2. In the Master Item Information section, enter the following details:

      FieldDescription
      Product Name(Required) Enter the name of the product.

      Product Type

      (Required) From the drop-down box, select the product type. To add product types, see Defining asset types.
      Part Number
      Enter the part number associated with the master item.
      PriceEnter the price for the master item.
      VersionEnter the version of the master item.
      ManufacturerEnter the name of the manufacturer.
    3. (optional) In the Vendor Information field, select the vendor from the drop-down box.

    4. (optional) In the Support Information section, enter details for the warranty or contact.
    5. (optional) In the Custom Fields, enter text or integers as needed.
    6. When finished, click Save.
      The New Purchase Item window displays, showing the product information details about the purchase item.

  5. In the Order Information section of the New Purchase Item window, enter the order details in the fields or modify the default values as needed.

    Field nameDescription
    Quantity OrderedQuantity to order for the purchase item
    PriceUnit cost of the purchase item
    Discount %Percent discount rate
    DiscountAmount of discount
    Total CostTotal cost of the purchase item based on the quantity ordered
  6. (optional) In the Order Information section of the New Purchase Item window, select Taxable if the purchase item qualifies as a taxable item and you want Track-It! to apply the sales tax specified in the purchase order.
  7. When finished, click Save.
    Track-It! saves the new purchase item details, adds the purchase item to the list in the Details section, and updates the total cost calculations on the purchase order form based on the unit price cost of the purchase item, quantity ordered, and applicable tax.

To receive a quantity of items for an individual purchase item

See Receiving items for a purchase order.

To receive a quantity of items for one or more purchase items

See Receiving items for a purchase order.

To email a purchase order

  1. On the header bar, expand the hamburger menu  and click Purchasing.
  2. To open a purchase order, double-click the purchase order.
  3. Click New Email.
  4. In the New Email window, enter details for the fields and then click Send.

To copy a purchase order

When copying a purchase order, the following conditions apply to the copy:

  • The status of the purchase order is changed to Open.

  • All dates are refreshed.

  • Quantity Received values are reset to zero for each purchase item.

  • Purchase Order Details are not copied.

  • Activity detail uses the date and time the purchase order was copied as the timestamp for when the purchase order was opened.

  • All attachments from the original purchase order are copied.

  • No ticket information from the original purchase order are copied.


  1. On the header bar, expand the hamburger menu  and click Purchasing.
  2. To open a purchase order form, double-click the purchase order from the list.
  3. Click Copy Purchase Order.

    The following table describes the results and sub-steps to take depending on your purchasing configuration:

    ConfigurationResult and sub-steps
    Auto-incrementing of purchase order numbers enabled

    You are prompted to affirm that you want to make a copy of the purchase order that includes all data, Purchase Items, and Attachments.

    1. Click OK.
      Track-It! copies the purchase order and assigns a purchase order number based on the auto-incrementing sequence.

    Auto-incrementing of purchase order numbers not enabled

    Track-It! displays the Copy Purchase Order dialog.

    1. In the dialog, enter a new purchase order number.
    2. Click OK.
    3. Click Save.
      Track-It! copies the purchase order and assigns it the purchase order number you specified.

To print a purchase order

  1. On the header bar, expand the hamburger menu  and click Purchasing.
  2. To open a purchase order form, double-click the purchase order from the list.
  3. Click Print this record.
    Track-It! displays a print preview of the purchase order.
  4. Perform one of the following actions:
    • To print the purchase order, click Print.
    • To print a page of the purchase order, click Print page.
    • To save the file as a document, click Export To.

To edit details about purchase items

  1. On the header bar, expand the hamburger menu  and click Purchasing.
  2. To open a purchase order form, double-click the purchase order from the list.
  3. In the Details section (lower pane of the form), perform one of the following actions:
    • Click Edit Purchase Item.
    • Double-click on the purchase item you want to edit.

    The Purchase item window displays, showing details about the purchase item.
  4. Modify the Order Information as needed, and then click Save.

To view a ticket associated with the purchase order

  1. On the header bar, expand the hamburger menu  and click Purchasing.
  2. To open a purchase order form, double-click the purchase order.
  3. In the Details section (lower pane of the form), select Tickets.
    The Tickets tab lists the ticket that is associated with the purcase order.

    Note

    If you want to link a purchase order to a ticket, see Creating and managing tickets.

To attach documents associated with the purchase order

  1. On the header bar, expand the hamburger menu  and click Purchasing.
  2. To open a purchase order, double-click the asset.
  3. In the Details section (lower pane of the form), select Attachments.
    The Attachments tab lists all the attachments that are associated with the purchase order.
  4. Select Add New.
    The New Attachment dialog opens.
  5. Select a Local File (up to 29 MB) or type in a web URL Link (http, https or ftp), and then click Attach.
    Track-It! attaches the file or web URL to the purchase order.

To view purchase order details associated with the purchase order

  1. On the header bar, expand the hamburger menu  and click Purchasing.
  2. To open a purchase order form, double-click the purchase order.
  3. In the Details section (lower pane of the form), select Purchase Order Details.
    The Purchase Order Details tab lists details about all actions performed on the purchase order.

To cancel a purchase order

  1. On the header bar, expand the hamburger menu  and click Purchasing.
  2. Perform one of the following actions:
    • From the list, double-click the purchase order to open it, and then click Cancel Purchase Order.
    • From the list, highlight the purchase order that you want to cancel, and then click Cancel Purchase Order.
  3. When prompted to confirm that you want to cancel the purchase order, click OK.
    Track-It! changes the status of the purchase order to canceled.

Related topic

Defining views and performing actions on Purchasing


recipient[KS1] 


 [KS1]Can be a  technician, requestor, vendor

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