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Introduction

There are two reasons to create Purchase Order (PO) assignments:

  1. You want your subcontractor's timesheets to automatically decrease your commitments real-time.
  2. You want to have a three-way match between your PO, your subcontractor's timesheet, and your Vendor Invoice. By doing so, you will facilitate the reconciliation of your Vendor Invoice with your subcontractor's time.

The PO assignments need to be created in addition to your project assignments. The PO assignments do NOT replace your project assignments.

Assignment Steps

Navigate to Financials > Purchasing > Purchase Order Assignments.

The Search page allows you to either create new PO assignments for a specific PO or search for existing PO assignments.

To create a new PO assignment, enter the PO number into the Original Document # field as shown below. The PO document that should be inserted in this field is the document number of the original PO, not the ones from the subsequent Mod document. Alternatively, you could enter the Vendor Organization name into the Vendor field to search for all the POs for that vendor. Next, click the Labor tab to create labor assignments or the Expense tab to create expense assignments.


Labor

To create a Labor assignment for the desired PO line, simply click the "+" icon. By clicking this icon, a row will be inserted below the PO line. If the values were blank on the PO, you can choose to populate them or leave them blank. Blank values represent a wild card. You can also choose to change the Period of Performance for dates within the PO date range. The only required field is the Person field. If the Person field was left blank on the PO line, you would be required to populate the Person field now.

The names available in the list of values depend on three configurations:

  1. The person is active.
  2. The person has the Timesheet user role.
  3. The vendor on the PO is the same as the vendor on the Person Profile > Time tab.

Expense

The same concept applies for the Expense PO assignments. Again, only the Person field is mandatory.

The names available in the list of values depend on three configurations:

  1. The person is active.
  2. The person has the Expense user role.
  3. The vendor on the PO is the same as the vendor on the Person Profile > Expense tab.

Notes

There are a few rules related to PO assignments:

  • You cannot have duplicate PO assignments. In other words, you cannot have the same PO assignments for overlapping dates.
  • The system will always try to find the PO assignment that best match the time that is entered on the timesheet.


Additional Information

KC - Video - Purchasing - 3-Way Match Process and Concept