Purchase Orders
What is a Purchase Order?
A purchase order is generally a form sent to a vendor to order specific items for a client of yours. You can then add the items to an Invoice with markup.
What is a Purchase Order in Studiometry?
Purchase Orders are simply Reports that have the Vendor To selection enabled. When editing a Report you can select a Vendor To which will enable the Purchase Order functions of the Report. The Vendor to is used when generating the Report to show contact information for the Vendor, and also to link the Report to the specific Vendor when viewing lists of Purchase Orders.
Creating Purchase Orders
You create Purchase Orders by going to any Project and creating a new Report (click the Plus (+) button underneath the Reports list in a Project's Output tab) and selecting a Vendor's Contact in the Vendor To section. You cannot create Purchase Orders if you do not have any Vendors in your database.
Purchase Order Templates
Purchase Order templates are simply Report templates with additional fields. You can use the Vendor information section to show the Vendor To data on the Report. Studiometry 6.1 comes with a default Purchase Order template and will automatically add it to your list of Visual Report templates when you first launch the new version.
Sample Purchase Order Workflow
Step 1: Create Items for your Client's Project
The first step to creating a Purchase Order is to go into your Project's Work tab and create the items for the Purchase Order. Thanks to the new markup features, you can simply create one billable item and enter the Vendor amount as well as markup amounts to use the same item on an Report Purchase Order and on an Invoice to your Client. Enter any items you'd like to add to the Purchase Order, and select the Vendor if you'd like (Studiometry will later ask if you'd like to have it automatically assign the Vendor to a Debt/Credit when the Debt/Credit is added to a Purchase Order).
Debt/Credit Entry Window
Step 2: Create Purchase Order Report for the same Project
The next step is to simply create a Purchase Order. In the Output tab of the Project click the Plus (+) button under the Reports list and select Default Purchase Order (this is included and automatically added to your Templates list with Studiometry 6.1). You must then select a Vendor To for this Report to turn it into a Purchase Order. The Purchase Order template uses the Vendor amounts tags (ItemVendorTotal, ItemVendorUnitPrice) and does not factor in any markup into the Subtotal and Total tags. Select a Vendor using the popup highlighted below. You can sent this Purchase Order to your Vendor.
Report Creation Window. This is where you select a Vendor to turn the Report into a Purchase Order
Example Purchase Order created with the built in Purchase Order template.
Step 3: Create Invoice Containing Actual Prices For Client
Finally, you can create an Invoice using the items already created for this Project. While still in the Output tab, click the Plus (+) button under the Invoices list and select any Invoice template. The items will appear in the Invoice with their billable amounts including markup. This Invoice can now be sent to your Client.
Example Invoice Created with a built in Invoice Template.