Purchase Orders Overview

Use the Purchase Orders application to keep track of what you are buying and the vendors from whom you purchase items.

You can create purchase orders from requisitions, requests for price quote, or from other purchase orders. You can track purchase orders and items for your purchase orders. You can use blank and service purchase orders, up to a given amount and through a date that you specify. You can keep an audit trail of purchase order changes. You can also track and reverse committed expenses and display them in project reports.

Multicompany

If you use the Multicompany feature:

  • Each purchase order is owned by a specific company. When you look up a purchase order, the search results list displays the purchase orders that belong to the active company.
  • The vendors available are those with accounting set up for the active company.

Multicurrency

If you use the Multicurrency feature:

  • You can create a purchase order from more than one purchase requisition and request for price quote, but all of them must use the same transaction currency.
  • Vision uses the functional currency of the active company to compare and apply buyer and approver authorization limits in the purchase order submission, approval, blanket purchase order, and release processes.
  • After you final print a purchase order, Vision calculates and keeps data for its committed expense in the functional currency of the company that own the project, phase, or task and in the project's project currency. For the amount of the billing extension, in the project or billing currency. You specify the currency basis by selecting or clearing the Use billing currency not Project currency option in Configuration > Accounting System Settings > Reporting at billing rates.

Approvals and Purchasing

You can choose whether or not purchase requisitions, request for price quotes, and purchase orders (including change orders and release orders) must go through an approval process. See Approval Process for Purchasing Applications Overview for more information, including the procedures for reassigning an approval step and assigning a delegate to complete approvals in your absence.

Related Topics:

  • Purchase Order Types
    In Vision Purchasing, you can create three types of purchase orders: standard, service, and blanket.
  • Purchasing Templates
    You can use Deltek-provided default templates or your own custom templates for producing purchase orders and requests for price quote that you send to vendors.
  • 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.
  • Committed Expenses and Multicurrency
    If you use the Multicurrency feature, committed expenses are handled in a specific way.
  • 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.
  • Deleting Versus Canceling a Purchase Order
    You can delete or cancel a purchase order.
  • Creating Asset and Equipment Items from Purchase, Change, and Release Orders
    Vision can automatically generate asset items and equipment items in the Equipment Info Center from the line items that you enter in the Purchase Orders application.
  • 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 Vision Purchasing and you have the vendors' invoices.
  • Vendor Responses on Purchase Orders
    Part of the evaluation process may require the inclusion of vendor responses with a purchase requisition or request for price quote.
  • Procedures
    Each type of purchase order has more than one procedure available for creating it. You can also print POs, change line item quantities, and see supporting documents for them.
  • Screens
    Use the screens and dialog boxes in Purchase Orders to create and modify purchase orders or to send them through approval workflows.
Parent Topic: Purchasing Overview