Linking Costs to Purchase Order & Purchase Invoice

You can use the rates manager in the finance module to link costs to purchase orders (PO) and purchase invoices (PI). 

If you select revenue when trying to link to a PO/PI and error will be displayed and you will not be able to proceed

To link costs to a PO or PI: 

1. Select the costs you want to work with 
   
2. Click the [ ACTION ] menu at the top of the screen 
   
3. Select the [ LINK TO PO/INVOICE ] option 
   
4. Enter the relevant information in the dialog box that appears 
   
5. Click the [ SAVE ] button 
   

Linking to a Purchase Order 

If you enter a PO ref into the dialog box in the above steps, the cost will be linked to a purchase order you have sent to a supplier. 

 

If no purchase order exists in the system with the entered reference, a new purchase order will be created with the reference. 

You don't have to add all costs to a purchase order all at once. 

If you enter the reference for an existing purchase order, the selected rates will be linked to the existing purchase order with the same reference and supplier.

Linking to a Purchase Invoice 

If you enter an invoice ref into the dialog box in the above steps, the cost will be linked to an invoice which you have received.  

The following processes will take place: 

1. the selected rates will have the state set as INVOICED 
   
2. the selected rates will be linked to a purchase invoice record with the invoice reference you entered and the supplier selected on the rate
   
3. the selected rates will be removed from the rates manager screen

If no purchase invoice exists with the reference, one will be created.

This will be available on the Purchase Invoices screen in the finance module.

You don't have to add all costs to a purchase invoice all at once. 

If you enter the reference for an existing purchase invoice, the selected rates will be linked to the existing purchase invoice with the same reference and supplier.

You should have the supplier set on the rates before linking them to a purchase invoice

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