Creating a Purchase Order from Construction Contract Materials and Linking It to the Project

The Purchase Order option creates an order to the supplier for the selected contract materials, filled in and linked to the contract project. Every document converted from the purchase order later (such as the purchase invoice) also stays linked to the project.

After Saving

• The order is saved with the Pending status like any purchase order.
• No journal entry or stock transaction until the purchase invoice is created.
• Cancel takes you back to Purchase Orders.
• When the order is converted to an invoice, the cost center appears empty.

Converting the Purchase Order to an Invoice

1. Open the purchase order and click Convert to Purchase Invoice.
2. The items, quantities, prices, and supplier are moved to the invoice, and stay linked to the project.
3. The cost center field appears empty in the converted invoice; choose it manually.
4. On saving, the invoice journal entry is created and the stock transaction is recorded according to receiving.

Validation on Saving

• The supplier is required, and it must exist.
• The discount doesn’t exceed 100%, and the date is in the account format and outside closed periods.
• Saving is not possible in a suspended branch or warehouse.

FAQs

Is the purchase order linked to the project?

Yes, automatically.

Are cost centers filled in the invoice converted from the order?

No; automatic filling is only for the invoice created directly from the contract.

Can I start with a purchase order without quotations?

Yes.

Why is the cost center field empty in some lines?

Because the material is distributed over more than one cost center.