Purchasing

With the Purchasing application, you can keep records for both internal and project-related procurement and receiving of services, materials, supplies, and capital items. It makes no difference whether your enterprise's purchasing activity occurs in a central office or in individual branch offices.

Requisitions and Requests for Price Quotes

Use the Purchasing application to create purchase requisitions and requests for price quotes, which help you decide whether items and services are necessary and how much they cost before you send a purchase order for those items or services.

Purchase Orders

In the Purchasing application, you can create three types of purchase orders: standard, service, and blanket. You can create purchase orders in multiple ways:

  • Copy any other purchase order in the DPS database, without regard for its type or status.
  • Base a purchase order on an approved requisition, if your enterprise uses the Purchasing Requisitions feature.

  • Base a purchase order on an approved request for price quote, if your enterprise uses the Requests for Price Quotes feature.

Create Voucher from PO

You can create and post an accounts payable voucher from purchase order line items if you ordered the items or services by using one or more purchase orders created in the Purchasing application and you have the vendors' invoices.

Cost Distribution

Use the cost distribution feature to specify the project, phase, or task to which a purchased item's tax, shipping, and extra amounts are charged when the line item's voucher is posted.

Committed Expenses

The cost of a purchased item, service, or capital expenditure displays on a project's financial statements after the voucher payment file is posted. Use the committed expense feature to view these costs before they are vouchered and paid.

Change an Approved or Final Printed Purchase Order

To change an approved or final printed purchase order, you must use a change order or a release order:

  • To change a standard purchase order or a service order that is approved or final printed, use a change order.
  • To change a blanket order that is approved or final printed, use a release order.

Related Topics:

  • Purchase Order Types
    In the Purchasing application, you can create three types of purchase orders: standard, service, and blanket.
  • Requisitions and Requests for Price Quotes
    Use the Purchasing application to create purchase requisitions and requests for price quotes, which help you decide whether items and services are necessary and how much they cost before you send a purchase order for those items or services.
  • Purchasing Templates
    You can use default templates or your own custom templates to produce purchase orders and requests for price quotes that you send to vendors.
  • Cost Distribution
    Use the cost distribution feature to specify the project, phase, or task to which a purchased item's tax, shipping, and extra amounts are charged when the line item's voucher is posted.
  • Committed Expenses
    The cost of a purchased item, service, or capital expenditure appears on a project's financial statements after the voucher payment file is posted. Use the committed expense feature to view these costs before they are vouchered and paid.
  • Committed Expenses and Multiple Currencies
    If you track multiple currencies in DPS, committed expenses are handled in a specific way.
  • Creating Vouchers from Purchase Orders
    You can create and post an accounts payable voucher from purchase order line items if you ordered the items or services by using one or more purchase orders created in the Purchasing application and you have the vendors' invoices. If the item is an inventory item, you must have recorded its receipt in the Receiving application.
  • Approval Process for Purchasing Applications
    You can choose whether or not purchase requisitions, requests for price quotes, and purchase orders (including change orders and release orders) must go through an approval process.
  • Status Codes for Purchasing
    Refer to status codes throughout the Purchasing application to see the current stage of various purchasing processes.
Parent Topic: Purchasing and Inventory