Using the Purchase Orders Tab in App Settings

How to use the Purchase Orders tab in App Settings

The Purchase Orders tab is used to specify settings so that technicians can create a purchase order for items purchased on the current appointment.

1. From the menu on the left, click App Settings, then Purchase Orders.
   
2. From the Default Purchase Cost Category (Service Appointments Only) list, select the default cost category to use for purchase order lines. The cost types set up in the back office appear in the list. This setting applies to service appointments only; Job Cost uses different data for their cost codes. The option selected here appears as a default for both inventory and non-inventory items, and can be changed on a line-by-line basis using the mobile app.
3. Enter a cost code in the Cost Code for Job Appointments field that is used on all purchase orders entered using TechPro, since those aren’t assigned at the appointment level in Signature. The cost code you assign must be on the job. Therefore, master cost codes are assigned here, as they are more universal to the job cost system. If you aren’t using master cost codes, you must set up at least one for this purpose. (The same cost code can be used for parts and purchase orders.) If it is not on the job, the checkout generates an error, and you need to add it in the back office before reprocessing the checkout. If your technicians never enter purchase orders on job appointments, you can leave this field blank.
4. Toggle the Allow Deletion of Purchase Orders from App option on to allow app users to delete a purchase order from the app, if the purchase order has no lines entered or is no longer needed. If this option is turned off, no one can delete purchase orders from the app. They are voided automatically when sent without lines.
5. Toggle the Allow Technician to Send Complete Purchase Order Prior to Checkout option on to allow an app user to send completed purchase orders to the back office prior to checkout. The Checkout Log will have a status that the purchase order was completed in this manner. Purchase Orders that are sent prior to checkout are no longer editable and cannot be deleted from the app.
6. Toggle the All Purchase Orders use Only Non-Inventory Items option on to only enter non-inventory items in the Purchase Order workspace. When this option is toggled on, the Item lookup in the Purchase Orders workspace is removed. When checking out, the item is sent to Purchase Order as a non-inventory item even if the item number exists in Inventory.
   In the Item Number field enter a default item number to use when techs enter non-inventory items. This item number defaults into the Purchase Orders workspace regardless if the All Purchase Orders use Only Non-Inventory Items toggle is on. (When the toggle is off and entering an inventory item, the Item Lookup is enabled, and the fields are overwritten with the inventory elements for the item.)
   In the Description field enter a default description to use if the Use Item Number Entry as Description toggle is off.
7. Toggle the Use Item Number Entry as Description option on to automatically populate the item description with the same entry as the item number for non-inventory items on the Purchase Orders workspace.
8. Enter a default Unit of Measure, Quantity, and Unit Cost to be used when entering non-inventory items in the Purchase Orders workspace. These defaults speed up user entry. If you prefer that technicians enter data rather than accepting or overwriting a default, leave any or all these fields blank; they are required on a purchase order line.
9. Click to save your changes.