Purchase Orders (POs)

You define the type when creating a PO. You can choose between standard order, split order, blanket order and release order:

• Standard orders: A standard order is a self-contained unit; there is no dependency on other orders.

• Split order: With split orders you can map cases where a large package of services is ordered for better conditions, which is then distributed across one or more departments throughout the year.

• Blanket orders: With blanket orders, you purchase a large package of services without knowing when or how they will be used within the organization. An example is airtime for commercials at a TV station, which is purchased once a year to get better prices.

• Release orders: When it becomes clear how the resources purchased with the blanket order will be used, you create a release order to use money from that blanket order. The remaining value of the blanket order is then reduced by the amount used for the release order.

To create a split order, first create a purchase order for the total volume. Then divide the purchase order into split orders as required across various activities within the planning year.

The relationship between blanket order and release order works as follows: The blanket order must be created for the same or a parent activity that is in a direct path to the activity where the release order is created. Another requirement is that the activities of the blanket order and the associated release orders must have the same working currency.

All order types are displayed in the detailed view on the Orders tab.

Purchase orders are marked with Purchase in the Order Type column. The icon is additionally displayed for split orders:

When you click the icon, you'll see an overview of the related partial orders.

Blanket and release orders are also marked in the Order Type column (entry Blanket or Release):

For blanket orders, the number of assigned release orders is displayed in parentheses. When you click on the number, a list opens showing details of the release orders:

You can export orders of any type. Import is possible for standard and release orders. For details, please refer to chapter Import and Export Budget Data.

The following table displays the properties of a standard order.

Blanket orders have the same data as standard orders with one exception: instead of entering the value, you enter the maximum value for a blanket order and the system calculates the remaining value. The remaining value is calculated as the maximum value minus any assigned release orders.

Release orders also have the same data as standard orders with one exception: A release order must always be assigned to a blanket order.

Property	Description
Name of the Order	Define the name with which the PO is displayed in the detailed view. If you don't enter a name, the PO is displayed in other lists according to the following pattern: [order due date][order value].
Order Type	Specify whether the order is a standard, blanket order or a release order.
Value (in working currency)	Define the order amount in the working currency of the planning activity (maximum: 99,999,999,999.99). The value is displayed in the Committed column in the budget plan.
Calculation status	Activate this checkbox to "freeze" the value of an order. The status of the PO is taken into account when the residual budget and projected budget are calculated. This field cannot be imported.
Accounting date	Define the time at which the PO is due so that the entered values can be transferred to the Committed column for the relevant month. The calculation date of a created blanket order with an assigned release order must be within the runtime of the planning activity.
Order Number	Enter the PO number assigned to the PO.
Reference Number	Enter the reference number generated when the invoice belonging to the PO was posted.
Cost Center	Define the cost center to which the order is to be posted.
Cost Type	Enter the cost type according to which the PO is to be categorized. You can freely enter text or choose from previously saved entries.
Supplier	Specify the supplier from whom the PO was received.
Responsible person	Select the responsible user.
Comment	Enter any additional information.
Attachments	Add a file attachment (such as a PDF file or link). The date you create the attachment is added automatically. Users with access to the Attachments tab can download the files by clicking on them in the Attachments column.
Linked Invoices	Select an existing invoice from the dropdown list to link it with the PO. If one or more invoices are linked to the PO, the dialog box displays the residual budget. The residual budget is calculated by subtracting the assigned invoices from the order value.

• Entering a PO

• Editing a Purchase Order (PO)

• Deleting a Purchase Order (PO)

• Create splits

• Editing Split Orders

• Deleting Split Orders