Purchase Orders

Problem

using MacNail Accounting with Purchase Orders or Work Orders PART 1 of 2
see also newsletter #22

Diagnosis

MacNail construction accounting software is not built around purchase orders or work orders, but you can fit them into the system fairly easily. You’ll enter them as costs immediately, and then change the transaction if necessary after the work is completed.

Solution

To enter a purchase order into MacNail Accounting, follow these steps:

1. Print the actual purchase order form. Ideally, use a database program such as FileMaker, or the database portion of one of the ‘works’ programs. You can also use a spreadsheet or word processor to print the form, though you’ll need to store more files if you want to keep a computer copy of the purchase order.
2. Open one of the MacNail Logs. Open the Material Log for a material purchase order, the Subcontractor Log for a subcontractor work order, or the Labor Log for an employee work order.
3. Find a blank line, and start by entering the job number where the work will be done.
4. Enter the supplier/subcontractor/employee number.
5. Enter the date, work description, job cost category, and any other information that applies to the order.
6. If you already know the exact cost, enter the cost right away. Otherwise, leave the cost blank.
7. Put PO and then the order number into the comments column (you can also use some other text here, if you prefer).
8. If the purchase or work order applies to more than one item, repeat steps 3 to 7 for each item.

Comments

HINT-- Goldenseal accounting software has enhanced Purchase Order transactions, with real accounting for them.

Entered 6/7/95 by Randy. Updated 11/9/2010.