Adding service details to purchase orders

Add service details to purchase orders. Create a service line for a set quantity and certain number of hours and at a defined price and rate.

Note: You can only add service details to a purchase order if the status of the purchase order is Unfinished.

You can only modify service details if the service line status is Unfinished.

If the installation parameter POCURR is set to NO, the system copies the currency of the purchase order header to all purchase order lines and protects the Currency. The currency of the service lines must match the currency of the purchase order header. However, if the installation parameter POCURR is set to YES, the currency of the service lines may be different than the currency on the purchase order header.

If you have a preset monetary purchasing limit for entering purchase orders, you cannot save any amount that exceeds your limit.

To add service details to purchase orders:

Open the Purchase Orders form.
Select the purchase order to which to add service details, and then click the Services tab. The system automatically populates Type, Status, the currency, and Due Date.
Click Add Service Line.
Type—Select one of the following service details options:
- Fixed Price or Hours from Service—Select if the service line references a work order activity that is flagged for external service. If you select Fixed Price or Hours from Service, you must enter a Work Order-Activity or create a work order or work order activity.
- Contractor Hire—Select if the service line will be completed by contract. If you select Contractor Hire, you must enter a Trade. You cannot enter a Work Order-Activity if you select Contractor Hire.
Status—Select the status of the service line.

Note: Once you change the Status to a value other than Unfinished and the status of the purchase order header is Accepted, Cancelled, or Rejected, you cannot change the status back to Unfinished.
If the service line is associated with a work order/activity with a project-budget, you must be an approver for the project-budget to approve the service line. However, if there are no users listed on the Authorizations page of the Projects form, every user can approve the line.
Requisition-Line—Enter a requisition and line to add services to the service line from an existing service requisition.

Note: If you manually enter a Requisition, the system automatically populates the line number if there is only one line that meets the lookup requirements on the requisition and if the line is valid. If there are multiple lines that meet these criteria on the requisition, the system leaves the field null.
If the selected Requisition–Line contains parts related to a multiple equipment work order, then the system populates Work Order–Activity, Equipment, Equipment Org., and Related Work Order from the requisition/line.
Work Order-Activity—Enter the work order number and activity if the service line is designated for external service. If there is no work order or activity assigned to the service line, click Create Work Order/Activity. The system creates a new work order number and/or activity. Modify the work order on the Work Orders form, and then modify the activity on the Activities tab of the Work Orders form.

Note: If you manually enter a Work Order-Activity, the system automatically populates the line number if there is only one line that meets the lookup requirements on the work order/activity and if the line is valid. If there are multiple lines that meet these criteria on the work order/activity, the system leaves the field null.
You can only add service details to a purchase order that is associated with a work order-activity with a status of Completed.

You cannot create a multiple equipment work order on the Services page; however, if the selected Work Order–Activity is a multiple equipment work order, the system enables Equipment and it is required.
Equipment—Choose one of the following options if the work order is a multiple equipment work order:
- Enter a specific equipment to which to distribute the cost of the service.
- Enter All Equipment to evenly distribute the cost of the service to each equipment record on the work order.
- Enter WO Header Equipment to distribute the cost of the service to the equipment on the work order header only.
Note: When associating an order line with a multiple equipment work order, the system copies the purchase order line to the parent multiple equipment work order activity only. The system does not populate the purchase order line for the related work order activities.
Trade—Enter a trade if the service will be contracted.
Task—Enter a task if the service will be contracted. The system automatically populates Trade, Hours Requested, Price, and the currency.
Hours Requested—Enter the number of hours required to perform the service.
Price—Enter the cost of the service, and then enter the currency in the adjacent field.

Note: If the POCURR installation parameter is set to YES, you can change the currency.
Due Date—Enter the date by which the service must be complete.
Freeze Rate—Select to freeze the exchange rate throughout the purchase order approval process.

Note: If you do not select Freeze Rate, the system updates the exchange rate when you approve the purchase order.
Click Submit.

Note: To delete a service line, select the service line to delete, and then click Delete Service Line. You can only delete service lines from a purchase order if the status of the purchase order header is Unfinished.

Click Add/Edit Comments to add comments to the language.