Purchase Orders - WebTMA 5

Path: Material > Purchase > Purchase Orders / Identity Tab

WebTMA software allows users to submit regular purchase orders as well as designate a purchase order as a blanket PO. Once some items are received, changes to the record are made using the PO Change Order window to maintain good accounting practices. The exception to this rule is a Blanket PO.

If a PO has been authorized but no items are received, you can edit the record; however, WebTMA resets the PO status to "Requires Authorization."

When all items on a standard purchase order are logged as received, the PO only allows limited editing of the Status field, the Comments Tab, and the UDF Tab. This is true whether or not the PO is marked Closed. Note that the PO Change Order window is available to make more changes for partial receivings. Once again, Blanket POs are an exception to this restriction.

In addition, WebTMA gives you at-a-glance information about the order on the right side of the window. Look for these terms in bold type Authorized, Authorization Required, Open, and Closed under the Created By field. Records can be opened and closed using the Open/Close link on the Action Menu. In WebTMA Enterprise, any remaining encumbered funds are unencumbered on a closed PO.

An icon distribution_lines.png in the first column indicates one or more distribution lines.

Click the Part Usage Graph icon part_usage_icon.png for line items to open the Part Usage Graph popup window. Use it to see a line or bar graph depicting part usage for a specified date range.

The grid lines are numbered. This feature coordinates with Change Order lines. If a line is deleted in the middle of a number sequence, the number is not re-used, i.e., if line 2 is deleted between lines 1 and 3, the next line number added is 4. If the last line number is deleted, the number is re-used, i.e., line 3 is the last line and is deleted. A new line number 3 is added.

When you add a new PO record, you have the option to Add Purchase Order Line, Select Purchase Requisition for all Vendors, or Select Purchase Requisition for this Vendor. Use the purchase requisition selection links to choose line items from existing PR records.

The Action Menu links facilitate a number of actions including authorizing an order, receiving items, tracking, invoicing, and opening/closing POs. Another option is the Understock link used to view all parts that are below the minimum level specified by the warehouse. You can add one or more understocked parts to the current purchase order.

All the information on the Vendor Info Subtab is read-only and comes from data entered on the selected vendor's record created at Material > Vendors.

The label Purchase Order can be renamed by the WebTMA System Administrator using Admin > Text Management.

Several Tabs on this window are used by many functions in WebTMA. An explanation of these shared Tabs is found in the separate Help > Help Page > Common Functions document.

TIP:  The Material Browse window includes options to search for purchase orders by specific dates, status, and other purchase order fields.

How to Create a Purchase Order

Path: Material > Purchase > Purchase Orders / Identity Tab

You can create a purchase order from this window without having either a request for quotation or a purchase requisition.

Use the Understock link on the Action Menu to review any stocked items with an on-hand quantity below the minimum established on the part record.

When an RC Code is entered, the part selections are limited to those with the selected repair center on the part record.

From the Purchase Orders window:

  1. Click Add on the WebTMA toolbar.
  2. Complete the required fields.
  3. Click the Add Purchase Order Line link. Optionally, you can select line items using the Select Purchase Requisition for all Vendors or Select Purchase Requisition for this Vendor links to select existing PR line items that have not been converted. If selected from the PO, lines on the PR record are also converted.
  4. Accept the default Part radio button selection.
  5. Complete the required line item fields (Part, Quantity, and Unit Cost).
  6. (Optional) Mark the Taxable? check box if applicable.
  7. (Optional) Enter a Comment about the part. This is for information only. Comments do not appear in reports.
  8. Click the Save button on the popup window.
  9. Click Save on the WebTMA toolbar.

How to Authorize Purchase Orders

Path: Material > Purchase > Purchase Orders / Identity Tab

To authorize a purchase order:

  1. Locate the desired PO.
  2. Click the Authorize link on the Action Menu.
  3. Complete the authorization popup window.
  4. Click the Save button on the popup window.

If you use the Approval Routing module, WebTMA follows the routing process set up by your WebTMA System Administrator.

How to Create Purchase Order Distribution Lines

Path: Material > Purchase > [PO, PR, or RFQ] / Identity Tab

In Add mode for the quote, requisition, or order:

  1. Click the plus sign next to a line item.
  2. Click the Add Distribution link below the line item.
  3. Type or select the Work Order # and the Task auto-populates.
  4. Type the Required Qty needed for the work order.
  5. Select the Account #.
  6. (Optional) Complete elective fields on the window.
  7. Click the Save button on the popup window.
  8. Repeat to add the item to other work orders.
  9. Close the Distribution Entry window.
  10. Click Save on the WebTMA toolbar.

How to Create One Time Purchase Orders

Path: Material > Purchase > Purchase Orders / Identity Tab

For inventory items that are not usually stocked, a Part Code is still required in order to generate an order. Use the OTP (One Time Purchase) option for these types of orders.

These OTP procedures apply whether you start with an RFQ, PR, or PO.

First use the instructions in How to Create a Purchase Order.

  1. Click the OTP radio button on the Purchase Order Entry window.
  2. Complete the OTP Code and OTP Type. **
  3. Complete the other required and elective fields as needed.
  4. Click the Save button on the Purchase Order Entry window.
  5. Close the popup when all parts have been added.
  6. Click Save on the WebTMA toolbar to save the record.

** The code and related text field can be the manufacturer's code number and an identifying description of the part.

When you create a PO that includes OTPs with distributions to work orders, the OTP distributions automatically become Other Charges during the receiving process.

cauton_icon.pngOTPs are items your organization never stocks. They are not tracked or considered beyond receiving on a Purchase Order or distribution to a Work Order from a Purchase Order. If you need specific tracking for an OTP, create a part record or a maintenance-worthy item record for the item

How to Create Other Items Purchase Orders

Path: Material > Purchase > Purchase Orders / Identity Tab

The Other Items option is only available with the Purchase Order module. Using the Other Items radio button on the Purchase Order Entry popup, you can purchase a new item and WebTMA automatically creates a new item record when the item is marked as received on the Receivings window.

The following items are available for order using the Other Items selection: Equipment, Asset, Tools, Entity, Vehicle, and Biomed Equipment.

Follow the instructions in How to Create a Purchase Order then continue with these instructions:

  1. Click the Other Item radio button.
  2. Select the item, such as Equipment, Vehicle, Entity, etc.
  3. Type a new Code number and Description for the purchase. Be sure the Code conforms to the format used for other items of that type.
  4. Select the item Type.
  5. Select the location where the item is used or installed.
  6. Type the Unit Cost of the item.
  7. Select the Repair Center Code for the item.
  8. Click Save on the popup window.
  9. Click Save on the WebTMA toolbar.

When the item is entered on the Receivings window, WebTMA creates a new record for the item using information from this window.

How to Use Blanket Purchase Orders


Path: Material > Purchase > Purchase Orders / Identity Tab–Other Info Subtab

Some organizations have a credit limit with particular vendors. Rather than creating numerous purchase orders for all purchases made from the vendor, a blanket order is used.

To indicate that a purchase order is a blanket order, click the Blanket Order check box on the Other Info Subtab when you create or edit the purchase order.

When checked, you can enter a maximum dollar amount for the blanket order in the Limit field. The read-only Balance field indicates the amount remaining in the account based on the limit. Unlike a standard purchase order, a blanket order can be edited repeatedly even after parts are received and recorded through the Receivings window.

Blanket orders are closed by clicking the Open/Close PO link on the Action Menu. If a blanket order is closed, it can be re-opened at a later time by clicking the Open/Close PO link once more.

Was this article helpful?
0 out of 0 found this helpful

Articles in this section

2024 Client Training Schedule
See the full list of web training events.