Procurement

Service Billing Operations > Procurement

A procurement tracks part quantities procured from a vendor for resale to a specific customer. The procured quantity is not added as a cost or considered a billable line item until it is submitted. You can create a procurement before, during, or after the creation of a work order. You can also use procurement to track a part quantity that is not associated with a user-defined work order. You can submit the procured part quantity to billing at any time, regardless of whether the part quantity has been shipped or received by the customer.

The Parts page maintains each part's name, vendor, unit cost, and list price. The list price can be overridden using the Procurement page.

Actions

• New - Adds a new procurement.
• Edit - Edits a selected procurement.
• Delete - Deletes a selected procurement.
• Submit - Reports actuals for a parts item and submits it for billing. The fields you can edit while reporting actuals include:
  • Quantity to Bill - The quantity to bill the customer.
  • Bill Unit Price - Price per unit.
• - Click this icon to display a list of standard options.
  • Export - Generates a CSV file of user data provided by the page that you can download. Options include All, Selected, Current Page.
  • Refresh - Refreshes the page.
  • Reset - Clears any filtered set on this page.

Adding / Editing a Procurement

General Info

• Customer Name - The name of the customer.
• Work Order Name - The name of the work order
• Work Order Item - The name of the work order item.
• Use Procurement - This checkbox is always checked when editing a procurement using the Procurement page. When editing a part in a work order, this checkbox is optional.
  • Status - The status of the procurement.
    • Pre Order
    • On Order
    • Complete - Selecting this value permanently closes procurement tracking for a part quantity. The part quantity can still be submitted for billing.
    • Overdue
  • Stage - The stage of the procurement.
    • None
    • Order Placed with Vendor
    • Shipped from Vendor
    • Received from Vendor
    • Shipped to Customer
    • Arrived at Customer
    • Installed
    • Part on Backorder
    • Part no Longer Available

Part Info

• Part Name - The name of the part.
• Vendor - The name of the vendor.
• Unit Price - The price per unit. Defaults from the standard price defined for this item.
• Override Unit Price - If checked, you can override the default unit price.
• Quantity - The estimated quantity.
• Taxable - If checked, this item is taxable.
• Billable - If checked, this item is billable.
• Update Totals - Click to update the Order Information totals in this same dialog.

Order Information

• List Price - The standard price per unit for this part.
• Total Price - The total price for this part quantity in this order.

Cost Information

• Each Cost - The cost per unit for this part.
• Total Cost - The total cost for this part quantity in this order.

Details

Manually update each of the following.

• Ordered Date
• Estimated Receive Date
• Receive Date
• Ship to Customer Date
• Estimated Customer Receive Date
• Customer Received Date
• Installed Date
• Completed Date
• Vendor Order No - The vendor order number for this part quantity.
• Vendor Tracking No - The vendor tracking number for this part quantity.
• Ordered By - The VSA user who created the procurement.
• Notes - A note about the procurement.