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A task description is something used to create actual work orders for preventive maintenance jobs. For some types of tasks, you know that the corresponding work orders will require purchase orders to cover outside labor or materials that need to be purchased specially for the job. Such purchase orders should only be created when you create actual work orders, not when you are writing up the task beforehand; nevertheless, MainBoss lets you record some purchase order information when you write up the task, to make it easier to create purchase orders for the actual work orders. This type of information is called a prototype purchase order because it can be used to make purchase orders.
To create a prototype purchase order, click the New Purchase Order button in the Labor or Material section of a task description. MainBoss displays a window that contains the following:
- Summary: A summary line to be used in purchase orders created from this prototype.
- Code: An identification code for this prototype (15 characters maximum).
- Vendor: The vendor who will fill the purchase order.
- Cost Ctr.: The cost center associated with this purchase order. For more on cost centers, see Cost Centers.
- Ship via: A shipping mode specifying how materials should be shipped. For more on shipping modes, see Shipping Modes.
- Payment Terms: A payment term code indicating how you wish to pay for the purchase order. For more on payment terms, see Payment Terms.
- Deliver to: The building where ordered goods should be delivered.
- Comments to Vendor: Any comments to the vendor that you want to include on purchase orders created from this prototype.
- Associations List: The list below "Comments to Vendor" shows several types of entries: items on the purchase order prototype; tasks associated with this prototype; and task unit assignments associated with the prototype.
- Add Estimate: Adds an item estimate to the Associations List.
- Edit Item: Edits the item that is currently selected in the Associations List.
- Delete Item: Deletes an item from the Associations List.
- Unlink: Deletes a task or unit assignment from the Associations List.
- Link Task: Associates this prototype with an existing task. When you click the button, MainBoss opens the Task browser so that you can specify the task. When you have selected the appropriate task in the browser, click the browser's Ok button. MainBoss will add the selected task to the Associations List.
- Link Assigned Unit: Associates this prototype with an existing task unit assignment. When you click the button, MainBoss opens a browser so that you can specify the task unit assignment. When you have selected the appropriate entry in the browser, click the browser's Ok button. MainBoss will add the selected task unit assignment to the Associations List.
- Comments: Any internal comments you want to include on purchase orders created from this prototype. (These comments will appear in MainBoss's records but will not be printed on the purchase order that is sent to the vendor.)
- Select for Printing: If you checkmark this, all purchase orders created from this prototype will also have Select for Printing checkmarked. For more about Select for Printing in purchase orders, see Creating a New Purchase Order.
- Save & New: Saves the current record and clears fields in the window so you can enter a new record.
- Clone: Creates a new purchase order prototype containing the same information as the current prototype. The "Code" field in the new prototype will be blank so that you can assign a different identification code.
- Delete: Deletes this prototype.
- Save: Saves the current record, but leaves all data as is. You can then continue to edit the same record.
- Cancel: Closes the window. MainBoss discards any information that hasn't already been saved.
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