When a job is confirmed, any purchase orders or stock (providing it is a controlled stock)
required for it are automatically added to a new tab called the Committals tab. From that moment
on, any changes you make in the calculation tab won't impact stock reservations or purchase
orders. Because it is a live job, its stock and purchase orders are now ready to be actioned, and
you can only do this through the Committals tab. In the same way, any changes you make to the
committals tab will not impact the calculations tab.
In the above example we can see two lines, though there could be many. You can delete a line
(provided it hasn't been actioned), edit it, and add new lines.
The first line shown here is a purchase order, and we can see that the status of this is 'waiting'.
This means that it has not yet been approved for ordering. There might have been a reason for
delaying. If we select it and click Edit, (or double click it) we can see the details:
We can action this order by dropping down the status list in the bottom right hand corner and
changing the status from 'waiting' to 'approved'. This means that this order will be included in the
next purchase order print run. If it hasn't
yet been approved, you can change the quantity, the
external cost, and the expense type. Note that the expense type determines the total cost,
because the markup assigned to this expense type is automatically added on to allow this item's
share of the indirect cost to be included.
The second line is a stock reservation:
Here your only possible action would be to change the quantity in the reservation (of course, you
can't reduce the requirement to less than the quantity issued, if any). If you wanted to change
this paper, for instance, you would simply delete this record and add a new one.
If you need to add a new line, click on 'Add' in the main committals tab and you should see:
As we said above, every item in this tab has to be defined either a stock requisition or a purchase
order. You then have to assign this item to a task group and task, so we can keep track of
expenditure in the different areas.
Pressing 'next' for a new stock requisition gives:
and all you have to do is enter the quantity.
If instead you were adding a new purchase order you would see:
where you can specify the supplier and your contact there, the description which you want to see
on the order itself, the quantity, and external price you expect to be charged for the order, and the
type (and therefore the markup) on the external cost. You can't override this markup here, as
you've already quoted the price, and we are now only interested in the theoretical cost.
