Create a Purchase Order

1. You may create a Purchase Order from Gate Three Home or when you are logged into a project.

2. Navigate to the Purchase Order / Invoice module.

3. Click on the New Menu.
4. Select Purchase Order.
The Purchase Order document tab opens. A draft PO document in edit mode is displayed.

5. Fill in necessary information throughout the five sections. Fields with an asterisk * are mandatory in order to Save the document.

Purchase Order Summary:

1. • Company Number: Enter the Company number and click the Retrieve Company button.

   • This links the valid company to the purchase order document. Note: If you're unsure of the company number, use the "Select Company" option.

   • Company Name: Click the Select Company link.
     The Select Company screen opens, displaying a list of Active project companies. You have the option to show all active companies by type trade or from a previous purchase order or invoice by checking the checkbox. Select the appropriate company and click Select Highlighted Company.
     

   • Remit To Company number: Enter the Remit to Company number and click the Retrieve Company button.
     This step is necessary only if there is a different paying company (Remit to Company) for the company for which you are creating the PO.

   • Remit To Company: Click the Select Company link.
     This is only required and will populate if there is different paying company (Remit to Company) for the Company you are creating the PO for. 

   • Date Submitted: This is a non-editable field. The date is generated when the PO documents is saved.  
     Depending on the configured workflow for the PO module, a Purchase Order is either sent directly to the vendor once it is saved or it may be required to go through a review workflow.

   • Project breakdown: Select the project breakdown phase from the pull down list, if applicable.
     This is a predefined field. The project breakdown information comes from the Project Profile module. 

   • Vendor P.O. number: This is an editable optional alphanumerical field for unit price purchase orders. Cannot exceed 15 characters. Note: For orders, enter the vendor invoice number.

   • Purchase Order Currency: This is a non-editable field. The currency of the Purchase Order is displayed.

   • If the company currency is different than the project currency, the Project Currency and Exchange Rate fields are displayed.

   • Terms and Conditions: The terms and conditions are pre-defined.
     If no terms and conditions are listed, they will need to be linked to the project. Terms and Conditions are corporate contract templates associated to a project. For more information on how to link Terms and Conditions to a project, click here.

   • Category: This is a predefined editable field. Select the category from the pull down list. Refer to the Purchase Order Guidelines for more information. Note: This field must be filled in.
     Category options must be configured in the Administration - Settings module. 

   • Sub-Category: This is a predefined field. Check one or multiple sub-categories. Sub-category options must be configured in the Area or Overall - Settings module. Refer to the Purchase Order Guidelines for more information.

   • Contract number: This field is non-editable and should be left blank. 

   • Maximum P.O. Amount: This is a numeric field. Enter the maximum amount for the purchase order.
     This field is only displayed when the PO is designated as a PO, and should INCLUDE the Total value of product including taxes.

6. Navigate to the Items subsection of the PO.
A default line item is displayed.

7. Click the check box next to the default line and enter the information in the editable fields. Use the Tab key to tab ahead through the fields.
Add all the products or services that will be purchased throughout the duration of the project to establish a template list. This list will be used on each order to select the required items.

Items:

• • Product description/ Item Code - This is a text field.

  • Unit - Select the unit of measure from the pull down list.
    The unit of measure is configurable in the Overall Administration Settings.

  • Qty - This is a numeric field.
    It is recommended to leave the quantity field as 0 for a unit price purchase order. The best practice is to update the quantity to correct the amount when available.

  • Subtotal - This is a numeric field. (It is recommended to leave the subtotal field blank for a blanket purchase order)
    Only enter a Cost Account and Budget line or a valid G/L account not both.

  • GL account # - This is an alphanumeric field. This is system validated field linked to the financial management system.

  • Cost Code - Type the cost code directly into the field or use the Assign Cost Account button to search and locate the cost account.

  • Budget line # - Automatically defaults based on the cost account selected.
    If the budget line # does not default automatically, the linkage to the cost account may be missing. You need to save the PO as draft and, then link the cost account to the applicable budget line in order to continue completing the P.O. 

  • ITC Category - This is an optional field.

  • Tax 1 Label - The tax will automatically be displayed based on the project location.

  • Tax 1 Class - For tax exempt line items, select Exempt from the pull down list.

8. Click the Add Line button to add additional line items.
The system automatically adds 3 lines. Enter the information in the editable fields. Use the trash bin icon under the Actions column to remove a line. Remove any empty lines from the P.O., if they are not needed. 

9. Enter comments and attach supporting documents in the Comments and Attachment section. Click the Attach Files button to upload a file.
Multiple documents and files can be attached. 

When a labor component is involved, supporting documentation is required. This documentation must include, but not limited to, WSIB/Worksafe coverage and an insurance certificate.

10. Add supplementary information for the Purchase Order document in the Comments and Attachments section, if required. Note: Comments added will appear on the purchase order.
Items in this section are configured at the Overall level in the Administration settings under the Purchase Orders / Invoices - Other Information.

11. Review and verify the Company Information is Correct.
The Company Name was selected in step 5, if the Contact Information does not automatically come in, you may select it here. Learn more about designating a Primary Contact here.
12. Send Document to Vendor: Select No on a unit price purchase order. This radio button can be overridden.
Note: Currently there is no default setting, as a result, it automatically defaults to Yes when the purchase order is saved and will automatically default to Yes and will also default to Yes for orders created from a unit price purchase order unless No is selected.
13. Complete the Ship To Information.
This section is automatically populated by the Site Office Information in the Project Profile. Ensure the delivery date and site specific contact is filled in. Add specific site delivery instructions, if applicable.
14. Complete the Bill To Information.
This section is automatically populated by the Default Legal Contact information in the Administration Settings.
15. Save the Purchase Order. Workflow will be initiated if applicable.

Next Steps

• Create an Order from a Purchase Order

• Revise Maximum P.O. Amount

Create an Order from a Purchase Order

You may create a Purchase Order from Gate Three Home or when you are logged into a project.

1. Navigate to the Purchase Order / Invoice

1. s module.

2. Click on the View Menu.

3. Click on Purchase Orders.
   This View provides a list of all the Purchase Orders within the project.

5. Search for the Active purchase order.
6. Click on the Check Box next to the purchase order.

7. Click the Open link.
8. Click the Create Order button.

9. Fill out the General Information section. For details on any of the fields, please refer to step 5 in the Create a Purchase Order guide. 
10. Navigate to the Items subsection and click the Select Items button. All items from the Purchase Order are displayed.

11. Click on the Check Box next to the items to be purchased on this Order.
12. Click the Add line button.
13. Click the Apply button. The selected lines are added to the Order.

14. Enter the Quantity then review and verify the editable fields. Use the Tab key to tab ahead through the fields. 
All Fields are described in the Create a Purchase Order section above in Step 7.
15. Once all the sections of the Order are reviewed and completed, click Save.  The PO number for the Order will be appended by PO number.  For example: PO number = P-1, Sub Order = P-1-1.

Next Steps

• Review a Purchase Order

• Revise Maximum P.O. Amount

• Manage the Receipt of your Purchase Order Items

• Create an Invoice

Revise Maximum PO Amount

1. You may revise the maximum PO amount when you are logged into a project.
   With the proper access control level the maximum PO amount can also be revised from Gate Three Home.

2. Navigate to the Purchase Order / Invoices module.

3. Click on the View Menu.

4. Click on Purchase Orders.
   This View provides a list of all the Purchase Orders within the project.

5. Search for the Active Purchase Order.
6. Click on the Check Box next to the purchase order.

7. Click the PO Number  hyperlink.
8. Click the Revise PO icon.

9. Revise the maximum P.O. amount.
10. Click the Submit icon.
The P.O. will enter Workflow, if applicable.

Next Steps

• Review a Purchase Order

• Manage the Receipt of your Purchase Order Items

• Create an Invoice

Example of a Purchase Order