Purchase Order Types

Modified on Thu, 25 Jun at 2:56 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 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.

How the Job ID field works — see Create a Purchase Order for full details:

The following applies to all PO types unless an exception is noted in the table below.

Path A - Leave Job ID blank: A Job is created automatically on Authorisation using the PO costs.
Path B - Enter an existing Job ID: PO costs are added to the existing Job as additional billing rows on Authorisation.
Path C - Tick No Charge: No Job is created. Costs are not passed on to the client.

Order Types	Exceptions
Purchase General Purchase from a Supplier	PO costs are treated as billable — the sell rate is taken from the rate card or quote rather than the PO line value.
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	PO costs are treated as billable — the sell rate is taken from the rate card or quote rather than the PO line value.
	Includes additional 'Shipping Note (OUT)' checkbox for return of hired equipment. If checked, inbound and/or outbound notes are created on Authorisation
	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 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.	Shows Start Date & End Date fields (instead of Del. Date)
	Editing detail line Qty calculates Unit Charge (Total / Qty)
	A. Automatic (If you raise a PO and let it auto-schedule a Job on Authorisation)	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.
	C. Manual (Raise a PO and link it manually to an existing Job ID)	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.
Lease Financing or extended rental of Assets such as equipment, rather than purchase it outright
Outsource* Contracting work to a company that provides Artists 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.	Shows Start Date & End Date fields (instead of Del. Date)
	Editing detail line Qty calculates Unit Charge (Total / Qty)
	A. Automatic (If you raise a PO and let it auto-schedule a Job on Authorisation)	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.
	C. Manual (Raise a PO and link it manually to an existing Job ID)	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.
Maintenance Maintenance services
Petty Cash Usually day-to-day items paid for with cash
Office Supplies Materials such as stationery that are needed