Work Instruction – Creating and Editing a PO through the PO App

 Version 1.0 05/02/2018

Purpose:

This document will explain how to complete a new PO and edit an existing PO through the PO App on a mobile device.

1. Log into the PO App using the app shortcut on your device, if you don’t have the app already on your device then use the following link: http://po.shadcivil.com.au:8060/
2. Enter your login details into the screen below
   
3. Select Create new PO
4. Fill in specific details of the PO
   1. Supplier: Select supplier by typing in the name and suggestions will start to appear
   2. Description: Explain/describe the goods or service
   3. Requested By: Select a name of the person who requested the PO
   4. Special Instructions: Explain if there is a special instruction required i.e. Delivery area
   5. PO Type: Construction PO’s use ‘Job’ and Workshop PO’s use ‘WO’
   6. Job: Select Job Number, type or scroll to search
   7. Phase: Select phase, type the number or name of the required phase or scroll through the list to search
   8. CT: Select cost type from the drop down menu
   9. UM: Select unit of measure, this field is very important (if unsure please contact VP Support)
   10. Units/Cost/Total: If prompted enter amount of units and unit cost for an automatic generated total
   11. If the item is not subject to GST, untick the GST box
   12. Once all details are completed select ‘Create PO’
   13. If you are required to complete more than 1 line item on the one PO please refer to step 7 in this document
5. After selecting ‘Create PO’ a PO number will appear on the screen. The system will then generate a PO document and email it directly to the creator.
   
6. When an email of PO is received the creator can then print or forward to the supplier as required
   Additional Line Items:
   Creator may need to create additional line items on a PO for the following reasons:
   1. Additional line item is required for coding to different job or phase code
   2. Additional line item is required to show separate costings
7. To create an additional line item simply select the + key as shown below, and to delete line items select the red How to edit an existing PO:
8. On the dashboard select ‘PO History’
   
9. Search for the PO that requires amending (please note the search field screen will look different depending on the device the creator is using, refer to step 12)

   1. Search by PO Number, Description, Job, Name, Order Date or Order By or search by a multiple of these fields

      

10. When the PO is found, click and select
    
11. This will now show the PO in its editable form, from here the PO can be:
    1. Edited and additional line items added (PO cannot be edited if it already has an approved invoice assigned to it, it will not allow you to edit if this is the case and it will flag letting you know)
    2. Copied to a new PO (will keep old information and creator can amend to suit current information required)
    3. Resent to the logged in user
       
12. Please note there will be different screen views depending on the type of device the creator uses
    1. Search view is different on an iPad setting landscape as per below example

ACKNOWLEDGEMENT RECEIPT
I have been issued with the training paper for Purchase Orders and understand the information provided to me.
____________________________ _____________________________ ___/___/___
Employee’s Name (PRINT) Employee’s Signature Date
_________________________________ ______________________ ___/___/___
Trainers Name (PRINT) Trainers Signature Date
Note If this was completed on site a copy must be sent to the compliance department or emailed to [email protected]