Purchase orders

Settings General settings for purchase requisitions are configured under Project | Backoffice | Base registers | Parameters, on the Purchase orders tab.

 Tick the Deduction checkbox to activate purchase orders  To automatically generate a PO number/ID for each purchase order, use the Automatic purchase order numbers parameter.  Tick the Approval box to enable the approval of requisitions

Authorisation Authorisation for purchase orders is set in System | Authorisation, on the Authorisation tab under the heading Project | Project | Purchase orders/ Quotation queries.

A spending limit can be set for the user’s authorisation group under the Authorisation Groups tab.

Require PO when posting in Approval and Approval watch list Set up whether purchase orders are required when recording project purchases and costs in Accounting | Backoffice | Base registers, under the Purchase ledger tab | Parameters, the Suppliers tab. All new suppliers are automatically assigned this setting. Existing suppliers can be batch changed under Accounting | Backoffice | Base registers, on the Purchase ledger tab. Open the supplier and go to the Other tab.

If PO mandatory is set, Marathon requires that:  The purchase order has the same supplier as the supplier invoice  The remaining balance on the purchase order must not be exceeded; please note that the remaining balance is only calculated after the entry has been booked.  The user creating the purchase order does not specify an amount higher than that specified for the authorisation group in the authorisation register

Purchase codes and PO texts Set up whether purchase codes shall be used in PO: s in Project | Backoffice | Base registers | Purchase codes. In the Purchase order template field, you can select a pre-defined purchase order text, which will appear as editable text on the PO. The purchase order texts are written in Project | Backoffice | Base register | Purchase order text.

Create purchase order Purchase orders are created in Accounting | Suppliers’ invoices, the Purchase order tab or directly on the project in Project | Queries, Purchases tab; it is the same register.

Select New and fill in project and purchase code or account, quoted price and Supplier. In the Delivery address you can choose between Own, Client or Previous. If you select Own, the address is retrieved from Project | Backoffice | Base registers | Parameters, on the Purchase order tab. If you select Client, the address is retrieved from the delivery address for the project. If you select Previous, you can choose addresses from previous purchase orders. If the purchase codes used are linked to purchase order text, this text is filled in automatically when the purchase code is entered. The text can be edited.  Print out and send purchase order Purchase orders are printed and sent via Accounting | Supplier Invoices, on the Purchase orders tab, using the Print button. When printing, you can choose either PDF or email. The email address from the purchase order is suggested and can be changed. A print template must be selected the first time you print; this selection is saved for the next print job.

Remaining amount shows the amount minus the amount used when posting the invoices currently recorded. Printed shows the most recent print date.  Approval of purchase orders If the parameter Approval is activated for purchase orders in Project | Backoffice | Base registers | Parameters, Purchase orders tab, an approver can be appointed when creating a PO, in the Approver field. This can also be done on existing purchase orders.

Approval of purchase orders is done in Accounting | Approval. Once the purchase order has been approved, the letter J appears in the Approved column in Accounting | Supplier Invoices, on the Purchase orders’ tab. The purchase order can now be printed. If a purchase requisition is printed without having been authorised, the error message Final approval missing is displayed.

Once printed, the Externally confirmed button can be used. The requisition may be marked with a ‘G’ in the ‘External approval’ column. Only requisitions that have been approved by both internal and external approval can be selected for retrieval when posting a supplier invoice. Use purchase order when posting When posting supplier invoices, purchase orders can be retrieved from both Preliminary entering tab and Approval watch list.

Retrieve the purchase order with the list button in the Purchase order column. If Only suppl. Is ticked, only purchase orders matching with the supplier is shown.