Use Purchase Orders and Work Orders to authorize and track expenses in the Goldenseal accounting software.
PURCHASE ORDER BASICS
Entering Purchase and Work Orders | Data Fields | More
Info | Status
Conditions | Using Purchase and Work Orders
WORKING WITH PURCHASE ORDER RECORDS
Entering Records | Changing Records | Deleting
Records | Voiding Records
Finding Records | Sorting Records | Fixing Mistakes
Accounting Software | Business
Management Software | Expense Tracking Software
Bids | Change Orders | Contracts | Material
Purchases | Material Takeoffs
Paying Bills | Subcontractor Costs
When to Use Purchase and Work Orders
Use Purchase and Work Orders in any of the following cases:
- If you need separate paperwork before purchasing items
- If you need separate paperwork before approving work from employees or subs
- If one person sets up an order, and another person fulfills it
- If you want to track pricing in cases where you won't use a Bid or an Estimate
- If you want a simple reminder for supplies that you need to buy
Purchase and Work Orders are a good way to make sure that you really get
what you planned to get, and pay what you expect to pay.
Entering Purchase and Work Orders
To enter a Purchase or Work Order, follow these steps:
- Choose Purchase & Work Orders from the Costs menu.
- Click the New button, or choose New Record from the Edit menu.
- Enter details for the order.
Enter the following information for each Purchase Order and Work Order:
Kind-- Use the pop-up menu to select the type of cost account that will receive the order.
Account-- Use the clairvoyant field to select the account that will fill the order.
Brief Description-- enter a brief description of the item to be purchased or the work that is to be done. This text will appear in menus.
NOTE-- If more than one item will be included in this order, choose Category or Item as a breakdown.
Gross Price-- Enter the total amount of the item, including all taxes and other costs. If you use a breakdown, the gross price is computed from
the total of breakdown items.
Tax-- This vendor's usual tax rate is entered automatically. You can change it if you want.
Amount-- The total price with sales tax is calculated.
Comments-- Enter any comments you have about this order.
Date-- Today's date is entered automatically. You can change it if you want.
Record Number-- A sequential number is given to each purchase order or work order. To set the next number that will be used, choose Record
Numbers from the Options menu.
Conditions-- Enter any special conditions that apply to this order.
Click the More Info button to enter additional details for this order:
Job Cost Info
Job Class-- Enter the class of job for which this order applies.
Job-- Enter the job for which this order applies.
Category-- Enter a cost category to which to apply this order.
Subcategory-- Enter a cost subcategory to which to apply this order.
Location-- Enter a location for which this order will be used.
Payment Terms-- Goldenseal automatically enters the vendor's normal payment terms. Use the clairvoyant field
to change it if desired.
Labor Hours-- Enter the number of labor hours to schedule for this item. If you use a breakdown,
Goldenseal calculates labor hours automatically.
Crew Size-- Enter the usual crew size that you will use for this item.
HINT-- Goldenseal uses the Labor Hours and Crew Size fields to set up the schedule
timing for this item when it is included in an Estimate.
Purchase and Work Order Status
When you first create a purchase order, its status will be listed as Requested.
If the order has been confirmed, change the status to Approved.
When an invoice is entered that refers to the purchase order, it will
automatically be change to Completed. If there is a breakdown and
only some items have been filled, the status will be Incomplete.
When the invoice is paid, the status will automatically be changed
If you decide not to use a purchase order, change its status to Void.
Enter one of the following conditions:
None-- No special conditions apply.
Must Be Prepaid-- Goldenseal will require that you prepay for this order.
No Cost Overruns-- Goldenseal will not allow you to create purchases if the amount is more than the order amount.
Flexible Price-- Goldenseal will allow you to create purchases even if the amount is more than the order amount.
Reference Only-- This order will not be included in estimates or purchases.
Purchase/Work Order Breakdowns
Purchase and Work Orders can show a detailed list of items that are included in
the bid. To use a breakdown, choose Category or Item from the Breakdown
menu at lower left.
Use a Category breakdown to type in a list of items.
Use an Items breakdown to enter specific Cost Items and Assemblies.
Assigning Expenses to a Purchase or Work Order
To enter costs for a purchase or work order, follow these steps:
- Create an Equipment Hours, Labor Hours, Material Purchase, Subcontractor
Cost or Other Cost transaction.
- Enter the supplier, description and amount for the expense.
- Enter Project into the Job Class popup.
- Enter the specific project into the Job field.
- Enter Purchase/Work Order into the Apply To popup.
- Enter a specific order into the Transaction field.
Goldenseal 'posts' the expense to the order. If the purchase amount
is greater than the order amount, Goldenseal will warn you.
Using Purchase and Work Orders
To use a purchase or work order in an estimate, follow these steps:
When you enter expenses that are covered by a purchase or work order,
enter the order into the Apply To field of the expense transaction.
- Create an estimate, or open an existing one.
- Give the estimate a category or item breakdown, and add a breakdown line.
- Enter PO & WO into the Cost Area column.
- Enter a purchase or work order into the Cost Item column.
Goldenseal will warn you if you pay more than the Purchase Order amount. To control the type of warning, choose Preferences from the Options menu,
and choose Expenses from the submenu.
HINT-- Purchase and work orders are very similar to bids, but you can reference them in expense transactions even if they
are not included in an estimate.
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