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The Quick Outside facility is a fast way to create a new purchase order so you can charge materials or labor to an outside contractor. It's intended to let you record a lump sum labor cost or a single material item from an outside source. If you need to record more detailed information or a lot of materials, create a full purchase order and link it to the work order.
You start the Quick Outside facility by clicking Quick Outside in the work order editor. This opens a window that contains the following:
- Vendor: Specifies the outside contractor. The drop-down list shows your current Vendor list. If the outside contractor is not currently on your vendor list, click New Vendor to create an entry for the contract.
- New Vendor: Creates a new entry in your Vendor list. Clicking this button opens the Vendor editor as described in Entries in the Vendors table.
- Labor: Entries in this area describe labor costs to be charged to the outside contractor.
- Desc.: A brief description of the labor provided by the contractor.
- Total Cost: The total labor costs for the contractor.
- Material: Entries in this area describe the cost of one material item charged to the outside contractor.
- Desc.: A brief description of the item.
- Cat. No.: The outside contractor's catalog number for the item.
- UOM: The units of measurement used to quantify the item.
- Order Quantity: The quantity of the item supplied by the outside contractor.
- Unit Cost: The cost per unit of the item.
- Total Cost: The total cost of what was purchased from the outside contractor.
- Purchase Order Create Status and Identification: Entries in this area control what kind of purchase order is created for these expenses.
- Open: Click this if you want to create an open purchase order (a purchase order that has been created but not finalized).
- Issued: Click this if you want to create an issued purchase order (a purchase order that is ready to send to the vendor).
- Closed: Click this if you want to create a closed purchase order (a purchase order that has already been filled). You might do this if you were writing up the work order after the outside contractor has already been paid.
- P/O Number: A number to be assigned to the purchase order. If you leave this blank, MainBoss will create its own purchase order number.
- Summary: A brief line describing the purchase order.
- Cost types: Entries in this area control whether the costs on this purchase order are estimates or actual costs.
- Estimated Costs: Click this if the costs are estimates.
- Actual Costs: Click this if the costs are actual costs charged by the outside vendor.
- Ok: Creates a new purchase order based on the information given in the window. The purchase order is automatically linked to the associated work order.
- Cancel: Closes the window without creating a purchase order or saving any of the information.
Dummy Purchase Orders: Some users may use Quick Outside as a way to create dummy purchase orders—purchase orders that will never be sent to a vendor but which are created to keep MainBoss's records complete. In this case, you may want all the dummy purchase orders to have the same order number (for example, PO 00000) so they aren't confused with real purchase orders.
To get this effect, you want the "P/O Number" field to be filled in with the number you choose for dummy purchase orders. You can do this by typing the number manually, or you can use Save Settings to save the settings for the window (including the standard dummy number). For more information on Save Settings, see Saving Settings.
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