Purchase Order Types

Modified on Mon, 6 Jul at 1:42 PM

In the Order Type field, you should select the item that matches your purchase most closely. The Order Type determines how certain fields and costs behave in iCFM — in particular how the PO interacts with Jobs and financial reporting. Most order types are treated in the same way, apart from the exceptions noted below. See Create a Purchase Order for full details on how to raise a PO and how costs are passed on.

Order Types	Description	Exceptions
Order Types	Description	Path A (Automatic) (If you raise a PO and let it auto-schedule a Job on Authorisation)	Path B (Manual) (Raise a PO and link it manually to an existing Job ID)
Default (All Purchase Order Types)		Leave the Job ID blank. When the PO is Authorised, a Job is created using the PO costs, dates and services, and the costs are passed on to the client.	Enter the existing Job ID. No new Job is created. The PO costs are added to that Job as billing rows when Authorised.
Purchase General Purchase from a Supplier			PO costs are treated as billable. The sell rate is taken from the linked Quote if one exists, otherwise from the Rate Card. The PO line value is not used for billing.
CapEx Capital Expenditure is the money spent to buy or maintain fixed assets such as equipment
Service Contract Agreement with a Contractor for the maintenance and servicing of equipment over a specified period
Hire Hire of Equipment required for Project	Includes additional 'Shipping Note (OUT)' checkbox for return of hired equipment. If checked, inbound and/or outbound notes are created on Authorisation		PO costs are treated as billable. The sell rate is taken from the linked Quote if one exists, otherwise from the Rate Card. The PO line value is not used for billing.
	Shows Start Date & End Date fields (instead of Del. Date)
	Editing detail line Qty calculates Unit Charge (Total / Qty)
Freelance Purchase Order for a Freelance Artist	Shows Start Date & End Date fields (instead of Del. Date)	Costs are taken from the PO lines, not from the Resource's contracted Day Rate. If your Freelancer/Supplier has a Day Rate set up in iCFM, this will be ignored.	The PO cost will be ignored. The existing Job's costs are used instead. This prevents double counting where the same cost exists on both the Job booking and the PO. This behaviour is unique to Freelance POs.
	Editing detail line Qty calculates Unit Charge (Total / Qty)
	Please Note: Ensure a Supplier/Company record exists. If a Resource record also exists, the name must match exactly, otherwise one will be created automatically.
Lease Financing or extended rental of Assets such as equipment, rather than purchase it outright
Outsource* Contracting work to a company that provides Artists	Shows Start Date & End Date fields (instead of Del. Date)	Costs are taken from the PO lines, not from the Resource's contracted Day Rate. If your Freelancer/Supplier has a Day Rate set up in iCFM, this will be ignored.	Both the Job costs and the PO costs will be counted. Only manually link an Outsource PO to an existing Job if they represent genuinely different costs.
	Editing detail line Qty calculates Unit Charge (Total / Qty)
	Please Note: Ensure a Supplier/Company record exists. If a Resource record also exists, the name must match exactly, otherwise one will be created automatically.
Maintenance Maintenance services
Petty Cash Usually day-to-day items paid for with cash
Office Supplies Materials such as stationery that are needed