Creating a Purchase Order (optional feature)

Technician Quick Reference Guide: Creating a Purchase Order (PO)

⚠ Before making a purchase:
Call your dispatcher or after-hours dispatcher, if available, to request a Purchase Order (PO) number.

All credit card purchases require a PO.

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PO Detail Feature

This optional feature must be activated in your RFS Profile by an RFS Administrator.
After activation, you must perform a Reset Database before using it.

The PO Detail feature is primarily used for after-hours purchases. During normal work hours, always discuss PO creation with your manager. 

Tip! Allowing technicians to create POs will save time in calling their dispatcher.

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Creating a Purchase Order

Step 1: Create the PO

1. Open Menu.

2. Select PO Details.

3. Select Add PO at the bottom of the screen.

4. Select Vendor (Search Field).

   • One Card is currently the only available option. (Adding open account, Vendors, and Sub-Contractor Vendors are pending discussion)

5. Enter a Description (example: Vendor – Home Depot).

6. Select Save.

This will generate a PO number.

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Step 2: Add a PO Line Item

1. On the next screen, select Add PO Line.

2. Complete the form:

   • Item Type: Select Miscellaneous for materials and rentals, or (Sub-Contractor for additional job requirements)

   • Enter Description: Example: (Type it in the Field box)

     • Anchor bolts

     • Misc. Pipe and Pipe Fittings

     • Rags, etc.

   • Quantity: Enter 1 if using the total receipt amount

   • Unit Cost: Enter the total amount from your receipt

3. Select Save. (The PO is now replicated in Vision in the Purchasing Tab)

4. Go back to the previous screen to write the WO# and the PO# for Step 3-1

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Step 3: Attach Your Receipt

1. Write the PO number and Work Order (WO) number on the receipt.

2. Capture an image of the receipt. (Select, Menu/File Room/ADD File/Capture Image - Name it and Take Picture)

3. Note! It is now in the File Room and is replicated to the Attachments in Vision.

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Register Entry (Required)

No assistance for after-hours? You must also enter the purchase into the Miscellaneous Register for the customer's signature.

Example entry:

• Description: Home Depot PO XXXXX – Anchor Bolts

• Quantity: 1

• Unit Cost: Enter the total receipt amount

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Billing Process

The billing agent will:

• Remove the miscellaneous item from the Register

• Receive the PO

• Process billing correctly.

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During Regular Work Hours

You may:

1. Call your dispatcher to enter the actual purchased line items.

2. Have them receive the PO in Vision.

3. Refresh the schedule in RFS to pull the updated information to your tablet.

4. Verify the correct entries in your Register.

5. Continue to Check Out.

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⚠ Important Reminder:
Always write the PO number and Work Order number on the receipt and upload it to the File Room to ensure proper accounting and billing.