The first step in the Purchase Orders business process workflow is the Creation step. Members of the Creator group can create this business process.
To create a new Contracts record
- Go to your project. Ensure that you are in the User mode.
- Expand the Financial Transactions node and expand the Purchase Orders node.
- Select Purchase Orders.
- From the BP log page, click Create.Complete the Upper form according to the Upper form table below. You must enter a value in all required fields before you can send the record to the next step in the workflow. If you save the form before you send it, Unifier will save it in your the Drafts folder.
- In the Line Items section click Add or Grid. The Line Items List opens.
- Complete the Line Items list according to the Line Items table below. You must complete all required fields before you can save the Line Items form.
- Click OK (if using the Line Item form), or Save (if using the grid) to save the form. The Line Items form closes.
If you are using the grid and do not click Save before closing it, you will lose your line item changes.
- In Workflow Actions select the workflow action to take. In this case, your selection is Submit. This selection activates Action Details.
- In Action Details, select who should receive the record.
- Click To... The User/Groups picker opens that shows a list of available task recipients.
- Select the user or group who will receive the task on the Approval step.
- Click Add.
- Click OK. The User/Group picker closes and the selection appears in the To field. Upon sending, the record will appear in the recipients Tasks log.
- (Optional) Click Cc... and follow steps a - d. The record will appear in the recipients Notifications log.
- Click Send to route the record to the Review step.
Upper Form
In this field | Do this |
|---|---|
General block | |
Record Number | This is a read-only field that Unifier populates when you send the form to the Approval step. |
Title* | This is a required field - Enter a name for the record. |
Project Number | This field is auto-populated from the project. |
Project Name | This field is auto-populated from the project. |
Transaction Currency | You can select the currency for the transaction if it is different from the project currency. The transaction currency must be active in the project. |
Rate in Project Currency | Unifier auto-calculates this value and displays it on the next step after you accept the task. Currency conversions use the exchange rate defined in the active Exchange Rates set in Unifier's Standards & Libraries. Until you modify a currency rate, Unifier uses the last active rate for that currency. |
Creator | This is a read-only field that identifies the person that created the record. The field appears as a link to the creator's contact information. |
Creation Date | This is a read-only field that Unifier populates when you send the record to the next step in the routing. |
Due Date | This is a read-only field. Due Date is pre-populated from the workflow setup and reflects the number of days you have to finish routing the record. If the record becomes late, Unifier displays the record Title in bold red. |
Status | This read-only field is blank while on the Creation step. The status will change when the task is accepted on the next step in the workflow. |
Amount | This is an auto-calculated field that shows the total amount of the line items in transaction currency. |
Project Currency Amount | This is an auto-calculated field that shows the total amount of the line items in project currency. You will see this value on the next step. |
PO Information block | |
PO Number | Enter the purchase order number. |
Spec Section | Select a value from the field drop-down menu. |
Contract Description | Enter a description for the contract. |
count | This value is based on a query. |
Effective Date | Enter the date on which the contract becomes effective. |
Expiration Date | Enter the day the contract expires dd/mm/yyyy or click the calendar icon to select the date. |
Vendor Information block | |
Vendor* | This is a required field - Select a Vendor from the drop-down menu. |
Vendor Name | This field is auto-populated from the Vendor record. |
Address 1 | This field is auto-populated from the Vendor record. |
Address 2 | This field is auto-populated from the Vendor record. |
Address 3 | This field is auto-populated from the Vendor record. |
City | This field is auto-populated from the Vendor record. |
State/Province | This field is auto-populated from the Vendor record. |
Zip/Postal Code | This field is auto-populated from the Vendor record. |
Country | This field is auto-populated from the Vendor record. |
Primary Contact | This field is auto-populated from the Vendor record. |
This field is auto-populated from the Vendor record. | |
Phone | This field is auto-populated from the Vendor record. |
Fax | This field is auto-populated from the Vendor record. |
P6 Activity | Select a P6 activity to associate with this record. |
P6 Planned Cost | This is a read-only field. |
P6 Planned Start | This is a read-only field. |
P6 Planned Finish | This is a read-only field. |
Item Logs
Line Items Tab
In this field | Do this |
|---|---|
General Block | |
Cost Code* | This is a required field - Enter the cost code for this line item. You can either enter it directly or use the cost code picker. |
Code Name | This read-only field is auto-populated from the cost code name. |
Short Description* | This is a required field - Enter a brief description of the item specified on the line item |
Description | This is not a required field - Enter a description for the line item. |
Spend Category block | |
Spend Category | Select the category from the drop-down menu. |
Work Package | You can select a Work Package. |
Item Quantity* | This is a required field - Enter the number of items specified on the line item |
Unit of Measure | Select the Unit of Measure for the item specified on the line item line item |
Item Unit Cost* | This is a required field - Enter the price of the item specified on the line item |
Amount | This read-only field is auto-calculated using the formula Item Quantity X Item Unit Cost. |
Amendments Tab
Use to create a new record as well as view, copy, or find existing records.
Invoices Tab
Use to create a new record as well as view, copy, or find existing records.