Creating Purchase Orders

When working with purchase orders, there is usually an actual document with all the detail that is needed to buy materials or provide a subcontractor with work detail. As far as Chronicle is concerned, it does not matter what program you used to created this document, Chronicle will not automatically use any financial information from it. The only thing you should do is save a copy of it to the job file so that employees have access to it. You could even use Chronicle's document templates to create the document but again nothing in the program will link to the numbers found within it.

However, the total amount of the purchase order can be manually entered into the job file on the PO tab and used as part of the cost projections calculations in Chronicle. This can show you what the expenses of the of the job will look like at the beginning of the job instead of waiting for actual sub/materials come from Quick-books.

To add the total amount of the purchase order to a job, start by opening the job file, then either click Purchase Order in the Add... menu at the right, or go to the PO's tab in the job file and click New Purchase Order. You can also add purchase orders from the Purchase Order Manager.

The PO tab in the job file looks like this:

This screen shows all PO's for the current job. It lets you add additional PO's, and, if you've selected the corresponding options in the setup, mark them approved or paid. (Whether Dept and Notes are required depends on what's chosen in the setup.)

These purchase orders in the job file will be numbered sequentially starting with number 1 in each job file. There is no unique PO number generated here. If you have a PO number on the paper document, you should enter it in the Notes field for tracking purposes.