Best Practices in Using the Purchase to Project SuiteApp

Area	Best Practice
Tagging a vendor as a project vendor	Always use the vendor form to create a new vendor record and to tag the vendor as a project vendor. Do not use the New button in the purchase order form to create and tag a vendor as a project vendor. The project vendor is not recognized as a vendor when it is added this way. Tagging a vendor as a project vendor lets you identify vendors that provide goods and services that are specific for projects and project tasks. For instructions, see Tagging a Vendor as a Project Vendor.
Setting the default purchase order form for other Purchase to Project SuiteApp roles	The Custom Purchase Order - Projects custom form is the default purchase order form for consultant roles that use this SuiteApp. An administrator must set this custom form as the default purchase order form for other roles that use this SuiteApp. For information on setting a default form for a role, see Defining Preferred Forms.
CSV import	When using CSV Import, set the Run Server SuiteScript and Trigger Workflows preference in two places so existing records are displayed when you use this SuiteApp. Go to Setup > Import/Export > CSV Import Preferences and check the Run Server SuiteScript and Trigger Workflows box. Go to Setup > Import/Export > Import CSV Records. In the Import Options of the Import Assistant, check the Run Server SuiteScript and Trigger Workflows box. You must set the preference in both the CSV Import Preferences and Import Options pages.
Creating purchase orders using CSV import	During mapping of values, manually enter the same value for the Vendor and Project Vendor fields. This prevents errors when using this SuiteApp.
Creating purchase orders using SuiteScript	For users that have the Custom Purchase Order - Projects form set as the default purchase order form, populate both the Vendor and Project Vendor fields with the same value. This prevents errors when using this SuiteApp.
Entering customer invoices	When entering customer invoices, you must select a project in the Project field. This is to establish connection to the project and to display the customer invoices in the Procurement subtab of the project record. Note: Only customer invoices created for billable items and expenses are displayed in the Procurement subtab of the project record.
Entering purchase orders and vendor bills for a project or project task	When entering purchase orders and vendor bills for a project, you must associate the items and expenses in the purchase order or vendor bill to a project. This is to establish connection to the project and to display the purchase orders and vendor bills in the Procurement subtab of the project record. For more information, see Associating Purchase Orders and Vendor Bills to a Project or Project Task.
When entering purchase orders and vendor bills for a project task, you must associate the items and expenses in the purchase order or vendor bill to a project task. This is to establish connection to the project task and to display the purchase orders and vendor bills in the Procurement subtab of the project task record. For more information, see Associating Purchase Orders and Vendor Bills to a Project or Project Task.

Area

Best Practice

Tagging a vendor as a project vendor

Always use the vendor form to create a new vendor record and to tag the vendor as a project vendor.

Do not use the New button in the purchase order form to create and tag a vendor as a project vendor. The project vendor is not recognized as a vendor when it is added this way.

Tagging a vendor as a project vendor lets you identify vendors that provide goods and services that are specific for projects and project tasks. For instructions, see Tagging a Vendor as a Project Vendor.

Setting the default purchase order form for other Purchase to Project SuiteApp roles

The Custom Purchase Order - Projects custom form is the default purchase order form for consultant roles that use this SuiteApp. An administrator must set this custom form as the default purchase order form for other roles that use this SuiteApp. For information on setting a default form for a role, see Defining Preferred Forms.

CSV import

When using CSV Import, set the Run Server SuiteScript and Trigger Workflows preference in two places so existing records are displayed when you use this SuiteApp.

Go to Setup > Import/Export > CSV Import Preferences and check the Run Server SuiteScript and Trigger Workflows box.
Go to Setup > Import/Export > Import CSV Records. In the Import Options of the Import Assistant, check the Run Server SuiteScript and Trigger Workflows box.

You must set the preference in both the CSV Import Preferences and Import Options pages.

Creating purchase orders using CSV import

During mapping of values, manually enter the same value for the Vendor and Project Vendor fields. This prevents errors when using this SuiteApp.

Creating purchase orders using SuiteScript

For users that have the Custom Purchase Order - Projects form set as the default purchase order form, populate both the Vendor and Project Vendor fields with the same value. This prevents errors when using this SuiteApp.

Entering customer invoices

When entering customer invoices, you must select a project in the Project field. This is to establish connection to the project and to display the customer invoices in the Procurement subtab of the project record.

Note:

Only customer invoices created for billable items and expenses are displayed in the Procurement subtab of the project record.

Entering purchase orders and vendor bills for a project or project task

When entering purchase orders and vendor bills for a project, you must associate the items and expenses in the purchase order or vendor bill to a project. This is to establish connection to the project and to display the purchase orders and vendor bills in the Procurement subtab of the project record. For more information, see Associating Purchase Orders and Vendor Bills to a Project or Project Task.

When entering purchase orders and vendor bills for a project task, you must associate the items and expenses in the purchase order or vendor bill to a project task. This is to establish connection to the project task and to display the purchase orders and vendor bills in the Procurement subtab of the project task record. For more information, see Associating Purchase Orders and Vendor Bills to a Project or Project Task.

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