Actions

This section shows the Actions available in the Amount Budgets workspace.

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Field	Description
Create Requisitions	When you use this action, Maconomy automatically creates requisitions for those amount activities in the job budget that have a vendor number and for which the field Selected is selected. A requisition is an internal request for the approval of purchase of services. This means that you can use this action to create requisitions that the person or department responsible for approving purchases can evaluate and approve, and this person or department can then, based on the input from the requisition, place the necessary orders with the relevant suppliers by means of a purchase order. You can only use this action if the budget displayed in the window is the current one, and if the job in question has not been blocked. Maconomy creates a requisition for each combination of vendor and purchase order currency specified on the marked lines, and each of the requisitions is assigned to a separate, new purchase process (see Purchase Processes in the A/P module). Maconomy uses the earliest date in the Planned Starting Date field on lines that have the same combination of vendor and currency as the preferred delivery date in the card part of the resulting requisition. If there is no planned date, Maconomy uses today’s date. You can edit requisitions in the Requisitions window in the Accounts Payable module. When you create requisitions, Maconomy updates the Number of Requisitions field on the budget lines. Maconomy retrieves information such as payment terms and delivery mode from the vendor information card in the A/P module. Maconomy takes the currency of each requisition from the Currency, Purchase Creation field on the budget lines resulting in the requisition in question. If this field is blank, Maconomy takes the currency from the vendor’s information card. If you specified fixed exchange rate information for the job in the Job Price Information window, Maconomy applies the specified fixed exchange rate information, but only if the Fixed exchange rates in budgets only system parameter is not marked. If you assigned texts to the job budget lines in the Job Budget Texts window, and if you selected the Text Lines for Purchase field in the Job Information window, Maconomy transfers the texts to the relevant purchase orders.
Create Purchase Orders	When you use this action, Maconomy automatically creates purchase orders for those amount activities in the job budget that have a vendor number and for which the Selected field is selected. A purchase order is an order for the vendor service described by the budget line’s amount activity. The amount on the purchase order line is the cost sum on the budget line less the sum of previously created purchase order lines. If this amount is negative, the amount on the purchase order line is 0. You can only use this action if the budget shown in the window is the current one, and if the job in question has not been blocked. Maconomy checks that none of the lines selected for purchase order creation causes budget violations according to the rules set up in the Limit Purchase Amount to Budget; Limit Purchase on Sum or Line Level; Limit Purchase, Currency Margin; and Limit Purchase, Percentage Margin job parameter attribute for the job. If just one line causes a budget violation, the action is cancelled for all lines, including lines that do not cause any budget violations. Budget violations can occur if purchase orders already exist for the lines, and the new purchases combined with existing purchases cause the budgeted amount to be exceeded. For further information, see the descriptions of these attributes in the Budgeting job parameter. Maconomy creates a purchase order for each combination of vendor and purchase order currency specified on the marked lines, and Maconomy assigns each of the purchase orders to a separate, new purchase process (see Purchase Processes in the A/P module). Maconomy uses the earliest date in the Planned Starting Date field on lines that have the same combination of vendor and currency as the preferred delivery date in the card part of the resulting purchase order. If there is no planned date, Maconomy uses today’s date. You can edit purchase orders in the Purchase Orders window in the Accounts Payable module. When you create purchase orders, Maconomy updates the Number of Purchase Orders and Purchase Order Total fields on the budget lines. Maconomy then displays the purchase order number in the Last Purchase Order No. field on every budget line. Maconomy retrieves information such as payment terms and delivery mode from the vendor information card in the A/P module. Maconomy takes the currency of each purchase order is taken from the Currency, Purchase Creation field on the budget lines, resulting in the purchase order in question. If this field is blank, Maconomy takes the currency from the vendor’s information card. If you specified fixed exchange rate information for the job in the Job Price Information window, Maconomy applies the specified fixed exchange rate information, but only if the Fixed exchange rates in budgets only system parameter is not marked. If you assigned texts to the job budget lines in the Job Budget Texts window, and if you marked the Text Lines for Purchase field in the Job Information window, Maconomy transfers the texts to the relevant purchase orders.
Transfer to Sales Order	When you use this action, Maconomy automatically creates sales order lines for job budget item lines, which are assigned to job budget lines marked in the Create Sales Order field. Maconomy also transfers text lines that you created in the Job Budget Item Lines window. If you previously created a sales order line for a job budget item line, Maconomy does not process it again. Maconomy adds the order lines to a sales order for the job. If such an order does not exist, Maconomy automatically creates a sales order for the job with the Invoice in Job Cost field selected. If there is more than one order assigned to the job, Maconomy chooses the order with the highest order number. If you selected the New Order when Transf. to Sales field in the System Information window in the Set-Up module, Maconomy always creates an order when you use the action Transfer to Sales Order. When you create sales order lines on the basis of job budget item lines, Maconomy copies the budgeted billing price to the order line. If you want Maconomy to recalculate this price before it is transferred, use the Recalculate Prices action in the Job Budget Item Lines window. You cannot select this action if the current job has been closed. However, you can reopen a job using the Reopen Job action in the window Jobs.