buttonUse this document window to define the initial terms and amounts associated with a Purchase Order (Purchase Order). The Purchase Order Document is divided into many tabs. You can use these tabs to enter the related details. This help topic contains information about the following parts of the Purchase Order document window:
Review Status tab - When using the workflow-based approval process
Review Status tab - When not using the workflow-based approval process
Contract Summary tab - This tab contains the following subordinate tabs:
buttonThis button displays when you click either the name of a document, or
the round, gray icon ( 
) in front
of the name of the document, on the Purchase Order log window. Click to
enter Edit mode to edit the Purchase Order document. If you clicked the
edit icon ( 
) on the Purchase
Order log window, the document is already in edit mode, and the button
does not display.
buttonClick to spell check the document. If a mistake is found, the Spelling dialog box opens.
buttonClick to print the default Purchase Order form.
buttonClick to display the default document form on screen the way it will look when it is printed.
Click the arrow to open a drop-down list containing actions you can perform, including adding a new document, editing, printing, or deleting the current document, generating a new Purchase Order based on an existing one, setting requisition options, generating a transmittal, applying markup, or sending the document to a user's Inbox. Select the action that you want to perform.
Click this link to display the items in the Transmittals list. From there you can select the create or remove functions you want to perform on a transmittal.
Click to return to the log window.
Click to return to the Workspace.
Use the following tabs to enter information about the Purchase Order.
The name of the company and key contact receiving the receiving the purchase order.
If a default was specified on the Select Default Values dialog box, this field is automatically filled in.
If no default was specified on the Select Default
Values dialog box, or if you want to change the company and key contact
to receive the purchase order, click 
to open
the Select
Contact dialog box to choose a contact.
To view or edit the address information for the company
to which this Purchase Order is going, click the Address 
icon to open the To
dialog box.
The name of the company and key contact issuing the purchase order.
If a default was specified on the Select Default Values dialog box, this field is automatically filled in.
If no default was specified on the Select Default
Values dialog box, or if you want to change the company and key contact
issuing the purchase order, click
to open the Select
Contact dialog box to choose a contact.
To view or edit the address information for the company that issued
this Purchase Order, click the Address
icon to open the From
dialog box.
Contract Management automatically assigns a unique number to identify the Purchase Order. You can edit this number only when you create a new document.
The date this Purchase Order was created. Contract Management enters the current system date. You can edit this field.
Enter a title that identifies this Purchase Order.
Select the specification item that best describes this Purchase Order from the drop-down list. Documents can be sorted or filtered by their respective specification numbers, so you can easily locate and view documents of a particular spec type.
The specification section codes are part of the MasterFormat standard coding system, which was developed by the Construction Specifications Institute (CSI) and the Construction Specifications Canada (CSC). If necessary, you can add a new specification section to this list in the Specification Sections Detail dialog box (right-click on the top-level folder and choose Dictionaries, Spec Sections).
The total cost of the Purchase Order.
This section describes the fields for the flexible, workflow-based approval process for Purchase Order available in versions of Contract Management 12.0 and later.
Mark this checkbox to use the new approval process. This will display the fields for the workflow-based approval process, and will hide the fields that would be available for versions of Contract Management prior to version 12.0. This checkbox is only available until you save the document.
If you mark the checkbox to use the workflow-based approval process, and then save the document, you will not be able to use the fields described in the Review Status - When not using the workflow-based approval process section.
If you leave this checkbox unmarked, fill in the fields using the fields described in the Review Status - When not using the workflow-based approval process section, and then save the document, you will not be able to use the workflow-based approval process.
Note: If you have reports that were built against approval data using the approval fields available in Contract Management versions 11.1 and prior, use the approval fields described in the Review Status - When not using the workflow-based approval process section. If you use this workflow-based approval process, the reports that you built against the approval data may not work.
This is a required field if you are using the new approval process available
in Contract Management
12.0 and later. The Document Owner is the contact responsible for administering
the new approval process. The contact you choose must be one who is already
linked to a user account when adding
a contact or when editing an existing contact. To choose a Document
Owner, click next to the field
to open the Select
Contact dialog box.
The contact responsible for this contract. Click
to open the Select
Contact dialog box to choose a BIC. When using the workflow-based
approval process, this field is updated during the review process.
buttonAfter setting up all the information and creating the list of reviewers, click this button to start the approval process. Only one of the following can initiate a contract:
The project owner
The document owner
A Contract Management administrator
Caution: If you click this button before all fields are complete, and all reviewers are listed, you will be unable to make any changes in this cycle. The field to the right of the Initiate field lists the cycles. You can use the pull down list to pick a different cycle to review. This field will be blank until after the first cycle is initiated.
buttonThis button displays when a reviewer rejects a document. The project owner, document owner, or Contract Management administrator can use this button to start a new cycle in order to either begin the review process again or delete the document. A rejected document cannot be deleted without first starting a new cycle.
buttonThis button displays when all reviewers have approved a document. The project owner, document owner, or Contract Management administrator can use this button to revoke the approval and start a new cycle in order to either begin the review process again or delete the document. An approved document cannot be deleted without first revoking the approval.
Use this drop-down list when a document has multiple cycles to choose a different cycle in order to view its information. A document may have several cycles when:
A reviewer rejected a document, and a document owner, project owner, or Contract Management administrator initiated a new document review cycle.
An approved document has had its approval revoked by a document owner, project owner, or Contract Management administrator. This automatically starts a new cycle.
A review cycle was stopped by a document owner, project owner, or Contract Management administrator. This automatically starts a new cycle.
Each cycle contains all information relevant to that cycle. When you view a previous cycle, you cannot make any changes to the information for that cycle. The information is strictly read-only.
buttonThis button displays when a review cycle has been initiated. The project owner, document owner, or Contract Management administrator can use this button to stop the approval cycle.
Lists the status code for the document. This field will change, depending on what action a reviewer designates for a document.
Select the priority level for this Purchase Order, which will appear in the BIC’s Action List. Priority can be High, Normal, or Low.
Use the drop-down list to choose the method of approval. This can be one of the following:
Approve in Sequence - Use this when the document must be approved in the order in which the reviewers are listed under the Review section.
All must Approve - Use this when every contact listed under the Review section must approve the document before approval is final.
Any can Approve - Use this when any contact listed under the Review section can approve the document and make the approval final.
buttonClick this button to create the list of reviewers. This displays the Select Contact dialog box that you use to choose the reviewers. You must already have added the contacts and linked them to a user account. You add contacts when you add companies.
Click the calendar icon to the right of the Required Start field to display a calendar that you can use to select the date on which the approval process must start. Use the arrows on either side of the name of the month to select a different month. Use the arrows on either side of the year to select a different year.
Click the calendar icon to the right of the Required Finish field to display a calendar that you can use to select the date on which the approval process must end. Use the arrows on either side of the name of the month to select a different month. Use the arrows on either side of the year to select a different year.
This read-only field displays the number of days in this cycle that the approval process has exceeded the Required Finish date.
This read-only field displays the number of days in this cycle that have passed since the Required Start date of the approval process.
This read-only field displays the total number of days in this cycle that have passed since start of the approval process, including the number of days overdue.
This read-only field lists the contacts who will review and decide whether to approve the document.
This read-only field lists what each reviewer decided regarding the document. The status can be:
= The
document was rejected.
= The document was approved.
= Ball in court
This read-only field lists the date on which the reviewer received the document.
This read-only field lists the date on which the reviewer sent the document to the next reviewer on the list.
This read-only field lists the number of days that the reviewer had the document before sending it to the next reviewer on the list.
Lists each reviewer's comments regarding the document.
If you do not want to use the flexible workflow-based approval process for this document, you can use the approval fields described in this section to add a new Purchase Order. Once you save this document using these fields, you will not be able to switch to the workflow-based approval process for this document.
Note: If you have reports that were built against approval data using the approval fields from versions 11.1 and prior, you should use this section of this dialog box to set up the approval structure. If you use the workflow-based approval process available in versions of Contract Management 12.0 and later, reports and forms that contain the original approval structure will not display the approval data.
Leave this check box unmarked if you do not want this Purchase Order to use the new approval process. If you mark this check box, and save the document, you will not be able to access the approval fields available in Contract Management version 11.1 and prior.
The contact responsible for this Purchase Order document. This is a
new field. This field is optional if you are not using the workflow-based
approval process for this document. To choose a Document Owner, click
next to the Document
Owner field to display the Select Contact dialog box. Then click
the Select link next to the company
name to select the key contact for the company, or expand the company
and click the Select link next
to the contact you want to make the document owner. The Select Contact
dialog box will only contain contacts that are linked to a user account.
See "Add a new contact in the Contact section" of the Add
Companies and Contacts help topic for information on linking contacts
to user accounts.
The contact currently responsible for this Purchase Order. Click to open the Select
Contact dialog box to choose a BIC.
Select the priority level for this Purchase Order, which will appear in the BIC’s Action List.
Select a valid status code from the drop-down list.
Click 
to approve the Purchase
Order. The default is No. You must fill in the Approved By information
before you can approve a Purchase Order.
This section provides fields for two authorized contacts to approve the Purchase Order. Enter their names and companies by clicking Select to open the Select Contact dialog box and typing the dates in the Date fields. (Or, click the calendar icon to select a date from the pop-up calendar.) Two contacts must sign off on the Purchase Order before you can click Approve and Save.
The fields on this tab display a summary of the costs associated with the contract this Purchase Order is linked to. This tab has the following subordinate tabs:
The original value of the contract.
The total value of approved changes on the contract.
The original value of the contract plus the total value of approved changes.
The amount paid on the contract so far.
The balance remaining on the contract.
The original early finish date for the contract.
The latest early finish date for the contract.
The fields on this tab list all change documents associated with the contract to which this Purchase Order is linked.
buttonClick to open the Change Management document window to start the change management process to link a change document to the contract and this Purchase Order.
The title of the change document associated with the Purchase Order. Click to open the document.
The change document type.
If the change was generated by the Change Management process, this field contains the Change Management item number. Click to open the document.
The date the change document was created.
The date the change was approved.
If the change was approved, its value appears in this field.
If the change is still pending, its value appears in this field.
The status of the change.
The fields on this tab are for the insurance policies associated with the contract to which this Purchase Order is linked.
Click to open the Insurance document window to link a new insurance document to the contract and this Purchase Order.
The type of insurance policy linked to this contract. Click to open the insurance document.
The insurance provider, the name of an agent at the insurance company, or a contact person at the company that is providing the insurance.
The date this policy goes into effect.
The date this policy expires.
The maximum insured limit for this policy.
The fields on this tab are for the contract to which this Purchase Order is linked.
This tab does not appear if you have a requisition against this Purchase Order.
This tab lists invoices associated with the contract this Purchase Order is linked to.
Click to open the Invoice dialog box to link an invoice document to the contract and this Purchase Order.
Contract Management automatically assigns the next sequential number to each invoice.
The date the invoice was created.
A descriptive title that specifies the purpose of the invoice. Click to open the Invoice dialog box.
The contact responsible for acting on this invoice.
The priority level for this invoice, which will appear in the BIC’s Action List.
The status of the invoice.
The amount billed.
The actual amount paid, which may include discounts or interest.
The date the payment was made.
The check number from the sent or received payment.
The scheduled activity from the linked Project Planner Professional project to this invoice.
Click to delete the invoice.
The fields on this tab are for the contract to which this Purchase Order is linked.
This tab is not displayed if you have an invoice against this Purchase Order.
This tab lists requisitions associated with the contract this Purchase Order is linked to.
Click to open the Generate Requisition wizard to create a new requisition for this Purchase Order.
The last day of the billing period in which this requisition was issued. Click the link to open the requisition.
A unique number identifying each Payment Requisition issued per contract. Contract Management assigns the next sequential number to a new requisition.
The amount of payment certified (approved) for this requisition. Authorized persons certify requisitions in the Status section of the Requisition document window.
The currency value of the portion of contract work completed to date.
Contract Management calculates this amount by subtracting the retainage amount calculated from the total currency value earned from the portion of work completed, then subtracting the total previous amount certified from this amount to calculate the payment due for this requisition. The following equation illustrates this calculation:
Current Payment Due= (Total Earned - Retain) - Total Prev Amount Certified
Yes indicates the requisition is certified.
Yes indicates the requisition is the latest one received for the Purchase Order.
The fields on this tab are for submittals associated with the contract this Purchase Order is linked to. You can ”collect” submittals into a contract, which links the submittals to the contract. It also fills in the Received From and Returned By Companies in the submittal workflow with the To Company information from the Contract.
Click to open the Submittal document window to link a new submittal to the contract and this Purchase Order.
Click to open the Select Submittals dialog box to link existing submittals to the contract and this Purchase Order. Use this option if you already entered your submittals and are now awarding the contract for that package. Contract Management automatically fills in the Received From and Forwarded To fields with the To company of the contract.
The submittal's title. Click to open the Submittal document window.
The submittal package this submittal belongs to. Click to open the Submittal Package document window.
The number of the latest submittal review cycle.
The status of the most recent submittal review cycle.
The contact currently responsible for acting on the submittal.
Use this tab to enter itemized costs for the Purchase Order.
buttonClick to open the Purchase Order Item dialog box to enter lump sum line item rows for this Purchase Order.
buttonClick to open the Purchase Order Item dialog box to enter unit price line item rows for this Purchase Order.
Contract Management automatically assigns a unique number to each item row.
The Quantity and Units fields work together to measure the amount of work or the amount of an item. For example, if a job requires 300 hours to complete, enter 300 in the Quantity field and Hours in the Units column. Use whatever units are applicable to the Purchase Order, such as days, weeks, or pounds.
A brief description of the item or service provided.
The cost of a single unit, as specified in the Units column, for example, $40.00 per hour, or $200 per ton.
Contract Management automatically calculates this field based on the Quantity and Unit Price fields.
If a fixed-rate tax (fixed percentage) applies to this item, the percentage appears here.
The amount calculated for sales tax, if applicable.
The net amount plus taxes.
The name of the material for this line item. Click to open the Materials Delivery document window.
A scheduled activity from the linked P6 EPPM project associated with the line item.
If the line item was created from a procurement item, a link to the procurement item appears here. Click the link to open the Procurement Item document window.
The cost code this item is costed to.
Click to delete the line item.
Enter a detailed description of the Purchase Order in this area.
Enter a brief description of the work to be performed under this Purchase Order.
Enter the name of the Contract Management or contact person for this Purchase Order.
Purchase orders are always Commitment.
The cost type for Purchase Orders is always Original.
Mark the DBE (Disadvantaged Business Enterprise), WBE (Women Business Enterprise), or MBE (Minority Business Enterprise) checkboxes only if applicable to this Purchase Order.
Yes indicates that the Purchase Order was created when a procurement item was awarded.
Assign your own unique reference number to this Purchase Order.
The work location for the contact this Purchase Order is going to. This is the company name and key contact.
If a default was specified on the Select Default Values dialog box, this field is automatically filled in.
If no default was specified on the Select Default
Values dialog box, or if you want to change the company and key contact,
click to open the Select
Contact dialog box to choose a contact. Click 
if you want to clear the selected contact.
Click the Address
icon to open the Work
At dialog box to view or edit the address information for the
company's work address.
The contact being billed. This is the company name and key contact.
If a default was specified on the Select Default Values dialog box, this field is automatically filled in.
If no default was specified on the Select Default
Values dialog box, or if you want to change the company and key contact,
click to open the Select
Contact dialog box to choose a contact. Click
if you want to clear the selected contact.
Click the
Address icon to open
the Bill
To dialog box to view or edit the address information for the
company being billed.
Enter any special payment terms or conditions for this Purchase Order.
Use this field to enter shipping instructions.
This section shows the start and end dates for the Purchase Order.
Click the 
icon to open
the Schedule dialog box
to view schedule information.
If you are using P6 EPPM, you can use this field to reference and update the Start/Completion dates of the Purchase Order with the schedule activity's early/actual start and finish dates. Link Contract Management to a P6 EPPM project from the Schedule section of the Project Settings dialog box.
To record scheduling information, click Select to open the Select Activity dialog box to select the P6 EPPM activity.
Enter the actual start and completion dates for work related to this
change. Click the calendar 
icon to select a date from
the pop-up calendar, or use the schedule activity early/actual dates from
the activity entered in the Activity ID field. If the checkbox next to
each field is marked, the date is an actual start or finish date.
buttonClick this button to open the Select Issue dialog box to link an issue to this Purchase Order.
Any issues linked to this Purchase Order are listed here. Click to open the Issue document window.
Use the fields on this tab to attach documents or URLs to this document.
Click
the 
button to open the
Attach
File dialog box to attach a file to the document.
Click
the 
button to open the Attach Document
dialog box, which you can use to attach a document from the content
repository. These documents are external to Contract Management
, and are not part of the documents created in Contract Management.
This button will not display unless the administrator set the
Contract Management
project content management properties to use the Repository. See Configure the Content Repository Document
and Attachment Version Feature for more information.
Click
the 
button to open the
Attach
URL dialog box to attach a Web address to the document.
Note:
If you are using the Firefox Internet browser, you cannot attach files when in File Server mode.
If you are using Brava!, an icon appears next to the attachment name on the Attachments tab of document windows, and a checkmark indicates if the file has redlines.
The name of the attachment associated with this Purchase Order. Click to open the attachment.
The subject of the attachment.
The location to which the file is uploaded.
The full path to the file.
The size of the attached file.
The date the file was attached.
The user who attached the file.
This tab only displays when one or more custom fields has been defined for the module. Each custom field assigned to the Purchase Orders module is shown with applicable values. Custom fields enable you to define additional information about a project. Define the custom fields by right-clicking on the top-level folder (for all projects), and choosing Custom Fields. Custom fields cannot be defined when any users other than the Contract Management administrator are logged onto the system. For more information, see Custom Fields Overview and Add a Custom Field.
Use the Versions tab to maintain a history of your document changes.
This tab only displays when you open the document in View mode, not in
Edit mode (open the document by clicking the document name, not the icon beside the document name). On the Versions
tab, you can view and access previous versions of the selected Purchase
Order document, identify who created the versions and when the versions
were created. You can create and preserve a new version of the document
at any stage during a project. To create a new version of the current
document, choose Version Document
from the Select an action drop-down list. You can use the Contract Management Administration
Application to configure the Version Document feature to automatically
create a new version of your document each time you save the document
(see Configure
the Contract Management
Version Document and Attachment Feature for more information).
Version
Lists different versions of the current
document in reverse chronological order. Click 
to open
each version. Each version shows information available in the document
when the version was created.
User Account
Shows the name of the user who created the corresponding version.
Date
Displays the date and time when the version was created.
For more information about versions, see Versions Overview.
From the Purchase Orders log window, choose the appropriate Purchase Order document.