When you use one the buttons below it will create the required document and automatically link it to the job.
Linking to an Existing Quote, Job, etc.
If another document has been created separately it can be linked to the job afterward. To do this:
- Open the job (or the other document)
- Click on the 'Links & Associations' tab
- Click on 'Link to'
- Select the type of document
- Select the document
- Click on the 'Link' button
This will link the documents both ways.
Creating a PO
Create a PO by either:
- Clicking on the 'Create Purchase Orders' button. You can select what items to order, or
- Click on the 'Edit' button
- Select the items to order
- Click on 'Create' -> 'Create Purchase Orders from selected items'
In both cases, the following screen appears:
This lists the items on the job. Select which supplier to use for each item. If you have already set up a supplier as the 'Main' supplier in the items edit screen it will be selected by default.
The tick box 'Combine items that share the same item code.' will add up the same product in one line, so if you have one product appearing in different sections the system will put this as one line on the PO and total the individual quantities.
Click on 'Create Purchase Orders' to create the PO's. The PO's are then shown as linked on the job's 'Links and Associations' tab.
The PO's are listed against each item:
Multiple invoices can be created from a job. Click on the 'Create Invoice' button then select a pro forma, standard or part invoice.
You can see the total invoiced from a job to the right of the screen:
This figure can also be seen on the job list screen if you have selected to show it. This figure does not include invoices in draft statuses.
Creating Delivery Notes
When a delivery note is created from a job and marked as 'Picked' or 'Delivered' the system will deduct the quantity for an item from the total on the job.
Once a delivery note has been created and set to one of these statues the information on what quantities have been delivered and still to be delivered becomes visible on the job both at the top level:
And against each line item:
If there are items remaining when the next delivery note is created, the system will calculate and place the remaining items on the delivery note automatically.