The External Expense feature can be used to generate a client facing Purchase Order (PO) or Request for Quote (RFQ). Please review this article to learn more.
Create the Expense
Generate your external expense form as normal - hovering over Expenses in the main navigation bar and choosing External > Add Expense is a quick way to get to the form you'll need. If you have estimated for the expense, you can also easily get to this form via the Job Financials tab.
Please review this article to learn more about external expenses: Filling Out External Expenses
Enter Internal Information
Once on the form, enter the information for your side. Required fields are marked in blue:
- Enter the name (or part of the name) of the vendor, supplier, partner or freelancer. Note that in order for a company to pull to the Supplier field, they must have a Company Type (on their Company Details page) of either Vendor, Supplier, Freelance or Partner.
- Enter the date of the expense.
- Enter the memo description. This description is for your internal use, and will not pull to the printout, or invoice.
- Choose your expense or purchase order terms. Add/ edit these terms via the Admin area > System Set Up > List Maintenance. The list item name is PO Disclaimer.
- The reference # can be anything you want - many of our users enter the number on the Invoice they receive from the vendor here. Note that you can only use the same reference number once per vendor/ supplier. If you are using the Quickbooks Integration, this field MUST have a unique number entered in it.
- Choose an AP account from your Chart of Accounts.
Enter Job Information
Next, we want to fill in information about the associated job for this PO/ RFQ:
- Enter the dollar value that was quoted by the vendor if this is a PO. There will need to be a dollar value here in order for a dollar value to show on the PO or RFQ printout.
The quoted amount can be seen from the Job Financial page by hovering over the red $0.00 font
- Enter the Job, Service Group and Expense Type information for this expense. Note that the Service Group options are populating based on what is in your estimate/ job, and the Expense Type options are pulling from what you have listed in Admin > Manage Services & Expenses > External Expenses (% Mark Up)
- Choose the appropriate COGS/ Quickbooks account from your system.
- Last but not least, add the description of the expense that you do want to show on the PO or RFQ printout. The vendor/supplier info can be entered at any time.
- Click Save in the bottom right
- Select Print > Select the print out type:
- You can now print the expense as an RFQ or PO. To demonstrate the Quoted value and Description. Below is a screenshot of a Purchase Order
Note that you can customize these printouts via Admin > System Set Up > Printing Preferences.
Learn more about printing in these articles: Add a Printout - The Basics
Update the Expense Form
After the vendor completed your order and provided an invoice, go back into the Expense Form to edit and fill in the actual cost based on the invoice.
Search for the Job associated with the expense > select Expenses tab > select Expense
Alternatively, go to Expenses > External Expenses > Find Expense > Input the parameter > Click Find Expense
Input as much information as you have available - you may use more or less of the fields, depending on the content of the invoice your vendor provided.
- Into the gold row, enter any information from the invoice from your supplier or vendor ie. quantity, discount percentage, subtotal.
- For Quickbooks Users only: Accounting Accounts are setup within Chart of Accounts that is mapped to Quickbooks Account.
- Into the blue row, enter any mark-ups from your side, and an override amount as needed often used to round up to the nearest whole dollar.
- Leave Billed unchecked. Check only the client have already been invoiced.
- Click Save when done at the bottom of the page.
We hope you find creating POs and RFQs straightforward and easy to use. We welcome your questions or concerns: firstname.lastname@example.org