InTime allows for the capture of purchase order numbers against placements, timesheets, expenses and invoices.
Placement Level
Purchase order numbers for timesheets and expenses can be stored directly against placements which will automatically be applied to any timesheets or expenses. These can be added on the Financial Tab of the placement profile.
When creating a timesheet, the purchase order number is shown in the Additional Details section.
The purchase order number set for expenses on the placement isn't shown on the expense claim form but is automatically stored against it.
Timesheet Level
Purchase order numbers can be directly applied to timesheets as a whole or by shift. Setting the purchase order number in the PO number field at the top of the timesheet entry screen will override any purchase order number which is at placement level.
Adding a purchase order number to the PO Number field against each shift will override any purchase order number set at timesheet level or at placement level.
Expense Level
Purchase order numbers can be directly applied to expense items which will override any purchase order number set on the placement.
Purchase Order Number on Invoices
You can set up invoices to show the purchase order against individual items depending on your consolidation and layout settings or at invoice level. When invoicing items which have different purchase order numbers, these will appear as 'various' at invoice level but can be displayed by line depending on your agency settings as shown below.
When only the placement level purchase order number has been used against the invoiced items or they all use the same purchase order number, this will be shown at invoice level as shown below.
Reporting
Using the standard functionality, you can run margin reports which output the purchase order numbers against items in the results but you cannot run reports specifically to check the value or hours amount currently accrued against each purchase order number. This may be required where a client has provided a purchase order number for a set value or number of hours and you need to track the current and remaining values. In this case the Enhanced Purchase Order functionality may be more suitable for your agency.
Purchase Order FAQs
If a placement doesn’t have a PO number when the manager goes to authorise the timesheet he can put any PO number in to authorise time?
There are two ways to set a PO number, either on the placement or the timesheet.
The scenarios are:
1. No PO on the placement, and no PO entered on timesheet approval by the manager will mean no PO set when invoicing.
2. A PO has been entered on the placement but there has been no PO added on approval by the manager. The PO on the placement will be set when invoicing.
3. No PO has been set on the placement but a PO has been added when the timesheet is approved. The PO entered on the timesheet will be set when invoiced.
4. A PO has been entered on the placement, and a PO has been added to the timesheet when approving. It is the PO entered on the timesheet that will be set when invoicing.
Can a PO be entered by a manager at shift level?
Yes for managers to enter PO’s at shift level on approval you need to set Purchase Order at Shift Level against the client record, however this is only applicable when “PO Mandatory on Approval” is enabled against the client.
Can we default the PO number field on the timesheet authorisation to the current PO number attached to that placement?
You can have a PO on the placement however the field for the manager to enter a PO will still be there as you can add a PO at a timesheet level as well as the placement level. Currently the field will always show and this can not be populated by the PO on the placement.