Editing Purchase Order Templates

This help file applies to an out-of-date version of MainBoss.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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You create or modify purchase order templates using the appropriate editor. The usual way to open the editor is to click New Purchase Order Template or Edit in the View section of Coding Definitions | Unit Maintenance Plans | Purchase Order Templates.

The editor window contains the following:

Details section: Shows basic information for the record.

Code: A brief code to identify this record. No two records may have the same code.

Description: A longer description of the purchase order template.

Summary: A line summarizing what the purchase order template covers.

Initial State: Whenever MainBoss creates a work order from a task record, it automatically creates purchase orders from any templates associated with the task. "Initial State" specifies the state for such newly created purchase orders. The initial state can be Closed, Issued, Open, or Voided. For example, if you set "Initial State" to Issued, any purchase order created from this record will be put into the Issued state as soon as it's created.

Required By Date: A number used to determine the date by which the goods and/or services are required. This number signifies a number of days after the effective date of the generated work order. For example, suppose that when a work order is generated from a task, the work order's effective date is June 1. Also supposed that the template's "Required By Date" is 3. Then the "Required By Date" on the purchase order generated from the template will be June 4.

Vendor: The outside contractor or supplier who will satisfy the generated purchase order. The vendor should be in your Vendors table. (For more on vendors, see Vendors.)

Payment Terms: How the purchase order should be paid. For more, see Payment Terms.

Shipping Mode: How the goods should be shipped. For more, see Shipping Modes.

Deliver to Location: Where the goods should be delivered. This should be a location from your Locations table. For more on locations, see Locations.

Comments to Vendor: Comments that should be printed on the purchase order.

Comments: Internal comments for maintenance personnel. These will not be printed on the purchase order but will be recorded in MainBoss's files.

Select for Printing: If this box is checkmarked, purchase orders generated from this template will be marked Select for Printing. This makes it simpler to print the purchase orders after they have been generated. For more on the use of Select for Printing, see Select For Printing.

Line Items section: Lists the items and labor that should be included in this purchase order. These are created with the following:

New Purchase Template Item: Specifies an item that should appear on purchase orders generated from this template. For more details, see Task Purchase Template Items.

New Purchase Template Hourly Outside: Specifies contractor work, paid by the hour, that should appear on purchase orders generated from this template. For more details, see Purchase Template Hourly Outside.

New Purchase Template Per Job Outside: Specifies contractor work, paid by the job, that should appear on purchase orders generated from this template. For more details, see Purchase Template Per Job Outside.

New Purchase Template Miscellaneous Item: Specifies miscellaneous charges that should appear on purchase orders generated from this template. For more details, see Task Purchase Template Miscellaneous Item.

Edit/View: This drop-down button offers several possible actions:

Edit: Opens an editor window to let you edit the selected record.

View: Opens an editor window where you can examine the selected record.

Delete: Deletes the selected entry.

Refresh: Updates the list to reflect any recent changes.

Search: Lets you search through the list of records for a particular record. For more information, see Searching for a Particular Record. The Search button has an accompanying drop-down list containing the following:

Find Next: Uses the same search condition(s) as your most recent search and finds the next record in the table that matches the condition(s). If the search reaches the end of the table without finding a matching record, it goes to the start of the table and continues the search.

Find Previous: Same as Find Next except that it goes backward in the table. If the search reaches the start of the table without finding a matching record, it goes to the end of the table and continues the search.

Tasks section: Lists any tasks associated with this template.

New Task to Purchase Order Template Linkage: Opens a window that lets you associate a new task with this template. For more, see Linking Purchase Order Templates to Tasks.

Edit/View: This drop-down button offers several possible actions:

Edit: Opens an editor window to let you edit the selected record.

View: Opens an editor window where you can examine the selected record.

Delete: Deletes the selected entry.

Refresh: Updates the list to reflect any recent changes.

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 purchase order templates, see Purchase Order Templates. For more on viewing purchase order templates, see Viewing Purchase Order Templates. For more on editors in general, see Using Editors.

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