In the recent past we’ve received a number of questions regarding Purchase Orders, so let’s go ahead take some time to break things down and clarify this process.
There are currently two different ways to issue Purchase Orders in SI:
- Directly within Projects
- Using the SI Purchase Order module
There are some differences between the two ways of issuing Purchase Orders in SI. Issuing Purchase Orders directly from within Projects will not create a detailed Purchase Order record inside SI the same way it would using our actual Purchase Order module (Purchase Order Explorer). However, users will still see that within “Projects” we will populate the items with the QuickBooks PO number. In SI version 12 we actually broke out the Order Number field into two columns, Order Number and Accounting Order Number. The Order Number filed will now be related to the POs issued using our Purchase Order module, whereas the Accounting Order Number field will be directly related to issuing PO from within Projects.
Are you getting an “Update Items from Purchase Orders” prompt after updating to SI v12?
Order tracking/Item updates:
Another big difference between issuing POs from directly within Projects versus using the Purchase Order explorer is the order status and item tracking/receiving. If you are issuing POs from within projects, the user would have to manually update the order status for the issued items as well as the received date. On the other hand, when using our Purchase Order module, users will be automatically prompted to update any ordering information for items within Project when they open the Project. Also, the PO module provides users with the ability to issue item receipts.
The Purchase Order module also provides some safeguards. For instance, once an item has been added to a purchase order, you will not be able to add this item to another purchase order to avoid double ordering. This is true for items even if the Purchase Order is in the “Draft” stage, even though it will not trigger any item updates within Projects until the PO status is changed to “Issued” or “Received”.
Reissuing Purchase Orders:
When reissuing Purchase Orders for a Projects, there are two different ways to go about this depending on if the user issued the PO directly within the Project or from the Purchase Order module. If the Purchase Order was issued directly from within the Project, you would simply open up the Project, navigate to the QuickBooks tab and click on the “Clear” button to remove any PO data from the Accounting Order Number column. If the Purchase Order was issued using the SI Purchase Order module, the user would have to delete the Purchase Order, and once they reopen the Project, they will be automatically prompted the clear out any ordering information which was related to the PO deleted from the Purchase Order module.
(After deleting the associated Purchase Order)
It’s important to keep in mind that you will not be able to order an item which already exists on another Purchase Order, even if the Purchase Order is only in a “Draft” stage and the item has not been updated with an Order Number inside the Project.
Another important fact to keep in mind is that neither cloning nor reimporting a Project would bring over the data from “Accounting Order Number” or “Order Number” fields.
Need further assistance?