Ordering a job is the second to last step of the Job Work Flow, after Compare Quotes & Award Job. The next and last step is Complete Job.
When you award a job to a supplier in the Job Master and its status is set to Awarded, the appearance of the Job Master changes to reflect the next step of the order process. The panel in the bottom-left corner will now, when opening a job, show by default the Order Info tab. Additionally, the specifications will display a new section above General Instructions, called "Order Details," that gives detail on the price, rate, and quantity of your order (once it has been made). Press either the Order Job button in the Job Master Workflow Buttons along the top of the window, or the Order Now button in the Order Info panel to bring up the Job Order Window.
The Job Order window is where you convert your job into a purchase order when you are ready to actually produce the job. This window has tools to pull in information from the quotes your suppliers have provided. Once you have all the numbers in, click the Authorize Order button to lock in the amounts and then email the order to your supplier. Be sure to keep up with the steps of completing a job and updating the Job Status. This is important so that you may use the Reporting System effectively. This section facilitates the building and submitting of Work Orders. This is not a Purchase Order, although it can be substituted for a PO if your firm doesn't use a formal purchase order process. After filling in the Job Order form, you can print it or email it as a Work Order or Purchase Order.
The Purchase/Work Order, when finished and printed, looks very similar to the RFQ for the selected job. The system will fill in most of the information for you, including contact details for yourself and the supplier, the name and number of the job, and the specifications for the job. You only need to fill out the Purchase Order Number, delivery and order dates, tax rate, and quantity. You may add order instructions using the text field on the right, and optionally add terms and conditions by pressing the View T&C button.
"Purchase Order #" - Simply fill in whatever PO number you like or click the **Insert Job # ** button to use the current Job Number for the Purchase Order # . If you wish, you may leave the field blank if your firm does not use purchase orders.
"Delivery Date" - Click on the drop list calendar to fill in the expected Delivery Date.
"Order Date" - Click on the drop list calendar to fill in the date the order is placed.
"Quantity/Price" - You can enter the final quantity and price manually, or select it off the list of quantities and prices from the winning supplier's bid data by clicking the View Bid button. You may use the Insert Bid button to fill in one of the quantities and rates from the supplier's response to the RFQ. Double-click on any of the fields in the list to edit it. Finally, use the checkbox in the Tax column to indicated whether to tax a particular line of the order.
"Tax Rate" - Use the drop-down list and Edit button at the bottom of the window to select a tax rate.
The total quantity and price are shown at the bottom of the window, including any taxes. Finally, use the Authorize Order button to authorize and finalize the order. You cannot print or send the Work/Purchase Order until it has been authorized. If needed, you may edit the information again by pressing the Unlock Authorization button (which appears in place of the Authorize Order button). Note that this will require the order to be re-authorized before it can be printed again.
Once an order has been authorized, you may use the View/Send/Print menu at the top of the window to review the Purchase/Work Order, send it via email, or print it to an HTML document. Note: Only Purchase Orders can include terms and conditions.
Purchase Order - will bring up a window for your Purchase Order Options. Indicate the Report Format which includes the options of: Web - HTML, Word - DOC, Acrobat - PDF, or Email - PDF. Next choose the Output Type which includes "Plain Purchase Order", "Purchase Order with T&C" or "Terms & Conditions Only". Only Purchase Orders may include terms and conditions. Again, you may print the order, or send it to the supplier in an email message. You also can choose to Show Approval Block and determine what the font size should be. The Approval Block displays the name of the person who approved the purchase order.
Terms & Conditions - View and edit the terms and conditions for the order. Works identically to the View T&C button next to the quantity list.
Winning Bid - View the pricing and supplier information for the winning bid. Works identically to the View Bid button next to the quantity list.
Important: Once the Purchase or Work Order has been sent, be sure to track your results and eventually fully complete the job.