Overview
Agencies may solicit the services of vendors to complete work on project activities. As work is awarded to vendors, the agency issues one or more purchase orders to authorize the work. As work is performed, vendors may submit invoices for payment which are tracked as payables. When payments are made, they are tracked against the payable.
Working with Purchase Orders
Purchase are displayed on the the Purchase Order tab of the related Environmental Project. From this tab, users may add new purchase orders and payables to the project.
Controls
The following table lists the fields displayed on the Purchase Order tab:
| Field | Description |
|---|---|
| Add Purchase Order | Opens a new page to create a new purchase order. |
| Add Payable | Opens a new page to create a new payable. A purchase order to which the payable will be associated must already exist. |
| Project Activity P.O. Total | Displays the total amount of all purchase orders for the project. |
| Payable Total | Displays the total amount of all payables for the project. |
| Outstanding Payables | Displays the payables that have not been satisfied (paid). |
Purchase Order List List Items: | The purchase order list contains all purchase orders and payables for the project. Payables are nested under the purchase order record and may be viewed by expanding/collapsing the parent purchase order record by clicking the the expand |
| Number | The designated number given for the purchase order or payable. |
| Description | Description for the purchase order or payable. |
| Payee Name | The payee designated on the purchase order. |
| Date | The date of the purchase order, or the receipt date of the payable. |
| Amount | The amount of the purchase order, or the amount of the payable invoice. |
| Balance | The unpaid amount remaining on the purchase order, or the unpaid amount on the payable. |
| Open | Opens the detail of the corresponding purchase order or the payable. |
| Trashcan (Delete) | Deletes the corresponding payable or purchase order. Note that purchase orders with payables, or paid payables may not be deleted. |
Adding a Purchase Order
To add a new purchase order to a project
- Click the Add Purchase Order button
- Enter required fields
- Purchase Order Number
- Purchase Order Date
- Purchase Order Amount
- Click the Save button
Adding a Payable
To add a new purchase order to a project
- Click the Add Payable button
- Enter / select required fields
- Purchase Order - the payable must be associated with an existing purchase order
- Payable Receipt date
- Payable Invoice Date
- Payable Number
- Description
- Click the Save button
- The Payable Details screen is displayed. From this screen payable items (invoices) and payments may be recorded against the payable.
Managing Payables
Payables are managed from the Payable Details screen. On this screen the following information may be managed:
- Payable Items. Payable items provide a detail breakdown of the payable amount. Payable items may be used to designate the base invoice charge amount, retainage of charges, or charges that have been rejected by the agency.
- Payments. Payments document individual payouts to the payee.
- Documents. The documents tab provides the ability to upload or generated documents related to the payable. For example, an invoice document submitted by the vendor / payee may be uploaded and attached to the payable.
Payable Example
The vendor has invoiced $500 for work performed. The agency policy is to retain 10% of the invoiced amount until a specified milestone is reached.
The invoice is recorded as a new payable.
Two payable items are entered:
- a $500 Base Charge
- a -$50 Retainage (10% of the base charge)
The payment is entered as $450 (base charge - retainage).
Controls
The following table lists the fields displayed on the Purchase Order tab:
| Field | Description |
|---|---|
| Purchase Order | Specifies the purchase order to which the payable is related. |
| Payable Receipt Date | The date that the agency received the payable (invoice). |
| Payable Invoice Date | The date specified on the invoice as the invoice date. |
| Payable Number | Agency designated reference number for the payable. |
| Description | Free form description for the payable |
| Payable Items | |
| Type | Designation for the payable type such as Base Charge, Retainage Amount, Denial amount. |
| Date | Date for the payable item. |
| Amount | Amount of the payable item. |
| Comments | Free form comments used to further describe the payable item. |
| Open | Opens the detail of the corresponding payable item. |
| Trashcan (Delete) | Deletes the corresponding payable item. |
| Payments | |
| Number | Agency designated reference number for the payment. |
| Date | Date of the payment. |
| Amount | Amount of the payment |
| Comments | Free form comments related to the payment |
| Open | Opens the detail of the corresponding payable item. |
| Trashcan (Delete) | Deletes the corresponding payable item. |
Adding a Payable Item
To add a payable item:
- Click Add New Payable Item. The New Payable Item Details screen will display.
- Select the Payable Item Type
- Enter the Amount, Date, and Comments
- Click Save
- The new payable item will appear on the Payable Items list.
Adding a Payment
Once payable items have been created, a payment may be added. To add a payment:
- Click Add New Payment. The Payable Payment Details screen will display.
- Enter the Payment Number, Payment Amount, Date, and any Comments
- Click Save
- The new payment will appear on the Payments list.
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