Purchase Per Job Outside

This help file applies to an out-of-date version of MainBoss.
The most recent version of MainBoss is MainBoss 4.2.4.
For the latest version of this help file can be found here.

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A "purchase per job outside" line in a purchase order requests that an outside contractor should be hired to do work that is paid by the job. When you specify this kind of entry, you also specify the per job rate. To specify the contractor, the rate and the expected quantity of work, you use a per job outside demand. For more, see Demand Per Job Outside.

To see the Purchase Per Job Outside editor, go to the Line Items section of a purchase order, drop down the arrow of New Purchase Item and click New Purchase Per Job Outside. Alternatively, you can begin with a per job outside demand on a work order and click New Purchase Outside. The editor contains the following:

Item Number: A number that can be used to specify the location of this line item in the purchase order. If you don't use item numbers, line items on the purchase order will be sorted in the order they were recorded when you filled out the purchase order. If you do use item numbers, line items on the purchase order will be sorted from lowest "Item Number" to highest.

Purchase Order area: The purchase order that will cover this purchase. If you began from a purchase order, you'll see a read-only field identifying the purchase order.

Otherwise, the area ends with a drop-down list where you can specify the purchase order. The options preceding this list dictate what you see when you drop down the list. By choosing appropriate options, you can reduce the entries that are shown in the drop-down list, making it quicker and easier to choose the one you want. The possible options are:

Only include Purchase Orders for Vendors who can perform this work: If you select this option, the contents of the drop-down list will be affected by the demand specified in "Per Job Outside Demand". If the demand states a specific vendor, the drop-down list will only show purchase orders addressed to that vendor. If the demand doesn't state a specific vendor, the drop-down list will show purchase orders addressed to any vendor.

Only include Purchase Orders for Vendors who have previously performed this work: If you select this option, the drop-down list will only include purchase orders for vendors who have been previously associated with the given per job outside record.

Drop-down list: The drop-down list at the end of the "Purchase Order" area shows draft purchase orders that satisfy the options you have specified.

Per Job Outside Demand area: The per job outside demand for the labor that will be purchased. If you began from a per job outside demand on a work order, you'll see a read-only field identifying the demand.

Otherwise, this area ends with a drop-down list where you can specify a per job outside demand record. The options preceding this list dictate what you see when you drop down the list. By choosing appropriate options, you can reduce the entries that are shown in the drop-down list, making it quicker and easier to choose the one you want. The possible options are:

Only include Demands for work specifically from this Purchase Order's Vendor: If you select this option, the drop-down list only shows per job outside demand records that specifically mention the specified "Vendor".

Only include Demands for work that this Purchase Order's Vendor could perform: If you select this option, the drop-down list shows per job outside demand records that have the specified "Vendor" or whose "Vendor" field is blank.

Do not filter demands based on the Vendor associated with the work: If you select this option, the drop-down list will not be restricted by vendor or trade.

Only include demands for work previously performed by this vendor: If you checkmark this box, the drop-down list only shows per job outside demands that have been used in previous purchase orders to this vendor.

Only include demands where quantity demanded exceeds quantity currently ordered: If you checkmark this box, the drop-down list will only show per job outside demands where the demand is greater than the quantity of per job outside work currently on order.

Drop-down list: The drop-down list at the end of the "Per Job Outside Demand" area shows per job outside demand records that satisfy the options you have specified.

Quantity: Read-only fields giving information about the work you've specified. This information is taken from the per job outside demand record and from other tables in MainBoss.

Demanded: The total quantity of labor contained in the labor demand.

Already Ordered: The quantity of labor (if any) that has already been "received" on this purchase order. For example, suppose the work consists of painting a number of rooms, with a fixed cost per room. At the end of each day, you might use the purchase order to record how many rooms were painted on that day and therefore the quantity of "per job" labor.

Remaining Demand: Equals "Demanded" minus "Already Ordered".

Per Job Rate: The per job rate paid to the contractor.

Suggested Text: A suggestion for what should appear on the purchase order in order to describe this work. This text is taken from the per job outside demand record.

Use suggested text: If you checkmark this box, MainBoss will fill in "Order Line Text" with what appears in "Suggested Text". If you leave the box blank, you should fill in "Order Line Text" yourself.

Order Line Text: The text that will actually appear on the purchase order as a description for this work.

Use remaining demand as quantity to order: If you checkmark this box, MainBoss will set "Order Quantity" to the "Remaining Demand" value. If you leave the box blank, you must fill in "Order Quantity" yourself.

Order Quantity: The amount of work that you want covered by this entry. This may not be the full quantity expected. For example, if a job takes several days, you may decide to record each day's work separately.

Calculated Cost: Read-only fields giving the expected cost of "Order Quantity" if you use "Per job Rate".

Use calculated cost: If you checkmark this box, MainBoss fills in "Order" with the values in "Calculated Cost". Otherwise, you must fill in "Order" yourself.

Order: The cost of the given amount of work. If you fill in the "Unit Cost" box, MainBoss automatically fills in "Total Cost" and vice versa.

Save: Saves the current record. The editor window stays open in case you want to make more changes to the same record.

Save & New: Saves the current record and sets up the window for you to enter a new record. Fields in the new record will be blank or set to default values.

Save & Close: Saves the current record and closes the editor window.

Cancel: Closes the window without saving any changes you've made to the record since the last time you saved. When you Save the record, the Cancel button changes to Close, indicating that you can safely close the window without losing any changes.

Close: Closes the window. This button only appears after you've saved changes with Save or before you've entered any data at all. Otherwise, the button is labeled Cancel.

For more on per job outside records, see Per Job Outside. For more on purchase orders, see Purchase Orders. For more on editors in general, see Using Editors.

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