Purchase Order Created, Manually
Explanation
This activity allows users to manually create a Purchase Order (PO) and PO lines for authorized payment lines in
a Contractor Order. Instead of automatic generation, the user initiates the PO creation process.
- When creating a PO manually, each authorized payment line can be selected for inclusion in the PO.
- Users can modify or review details such as Purchase Parts, Quantity, and Prices before confirming the
PO.
- The PO reference is linked back to the contractor payment lines for tracking purposes.
For Request Bundle Tasks, a dedicated command/API is available to manually create a single consolidated Purchase
Order that gathers all eligible payment lines from the Contractor Orders of the tasks within the bundle. This
allows the dispatcher or system user to efficiently authorize and track contractor payments in one centralized PO,
instead of creating multiple POs for each task.
If the Self Billing toggle is enabled for the supplier connected to the Service Contractor,
then once the PO is created for the Contractor Order, an invoice is created based on the self billing.
- The self-billing invoice number is derived from the task number connected to the Contractor Order, combined
with the exact time of invoice creation to ensure uniqueness.
- These invoices are created according to the supplier’s self-billing criteria defined on the
Invoice page.
- You can view the generated invoices for a supplier by searching the Supplier ID/ Order No in the
Self Billing Analysis page.
Batch Process: Create Purchase Orders for Contractor Orders
To create a purchase order for payment lines from multiple contractor orders the Purchase Orders
Creation for Contractor Orders assistant is available.
This assistant will generate one Purchase Order per Service Contractor (or per Contractor Agreement, if
applicable), for all authorized Contractor Orders up to a defined date. The batch can be started immediately or
scheduled for later execution.
The process includes the following configuration options:
- Service Organization (mandatory)
- Service Contractors (optional; supports multiple selections)
- Contractor Order Status to Include (mandatory)
- Contractor Agreements (optional; available only if one contractor is selected)
- Date To (optional; defaults to current date if left blank)
When creating Purchase Orders using the Purchase Order Creation for Contractor Orders
assistant, the filtering and date logic ensure accurate data selection:
- Status Filtering: The assistant evaluates payment lines in status Authorized.
- User Selection of Statuses: Users can select which Contractor Order statuses to include. By default, all
statuses are selected, and the system considers all payment lines in status Authorized belonging
to those Contractor Orders.
- Date Filtering: The Date To value filters against the Payment Line Authorization Date,
providing accurate period-based processing.
- Authorization Date Tracking: Each payment line records its Authorization Date automatically when its status
is set to Authorized, enabling consistent filtering and traceability.
The system then filters authorized Contractor Orders based on the criteria and creates a PO with multiple lines
for the relevant payment lines. Each PO is marked Received and each line as Arrived, enabling consolidated
invoicing by contractor and period.
Batch Process: Create Payment Lines and Purchase Orders by Charge Period
A separate batch process supports creating both payment lines and Purchase Orders based on charge periods
defined in Contractor Agreements. This allows users to automate the generation of POs and billing events for
defined historical or current charge periods. The batch can be scheduled or run on demand and is ideal for ensuring
accurate billing aligned with the terms of long-term contractor agreements.
Note: When the supplier invoice is posted, relevant to the created PO, the status of the
payment line would get changed to Invoice Received. However, if the invoice gets cancelled the
status of the payment line would again become PO created.
Prerequisites
- Payment lines must be authorized before PO creation.
- For bundle processing, all Contractor Orders within the bundle must have authorized payment lines to be
included in the consolidated PO.
- For self-billing, the supplier connected to the Service Contractor must have the Self
Billing toggle enabled on the Supplier>Invoice page.
System Effects
- A PO and PO lines are created manually based on authorized payment lines.
- For bundles, a single consolidated PO is created, combining eligible payment lines from all Contractor Orders
linked to the bundle.
- Contractor Orders that are not authorized or eligible are skipped or flagged.
- If batch processes are used, multiple authorized lines may be grouped into consolidated Purchase Orders.
- For charge period-based processing, payment lines are created prior to PO generation.
- If Self Billing is enabled for the supplier, an invoice is created based on the self billing
and linked to the Contractor Order and PO.