About Integration with Purchase Orders

Project and Job Costing integrates with Sage 300 Purchase Orders, letting you track committed and actual quantities and costs by contract, project, category, and—on standard projects—resource.

When you post a job-related purchase order, the Purchase Orders program updates the committed quantities and costs for the specified contracts, projects, categories, and resources in Project and Job Costing. Purchase Orders also updates commitments in Project and Job Costing when you post the following types of changes for a job-related purchase order:

  • Change in quantity
  • Change in cost
  • Adding new detail lines
  • Deleting a detail line or a purchase order
  • Change in exchange rate
  • Change in tax rates

When you post a job-related receipt, Purchase Orders updates information in Project and Job Costing by reversing the commitments and updating the actual quantities and costs for the received amounts, and by recording additional costs you post with the receipt. Purchase Orders also updates actuals in Project and Job Costing when you post an adjustment to a job-related receipt for any of the following:

  • Quantity received
  • Cost
  • Additional cost
  • Tax amounts
  • Exchange rates

If you use retainage accounting, retainage amounts are calculated for receipts and returns during day-end processing, using defaults as specified for the project category in Project and Job Costing.

Note: Project and Job Costing performs any overhead calculations, and sends the information back to Purchase Orders for inclusion in the general ledger entries.

Tracking Commitments and Purchase Orders Transactions

You can track commitments and transactions sent from Purchase Orders in a variety of ways:

  • Use the PJC Detailed Transactions report to print transactions generated by Purchase Orders.
  • Use the PJC Transaction History screen to view transactions sent from Purchase Orders. You can also drill down to an original Purchase Orders transaction.
  • Use the PJC Contract Maintenance screen to view committed quantities and costs for each level of a contract:
    • On the Totals tab of the Contract Maintenance screen, view commitments for the contract as a whole.
    • On the Totals tab of the Project Maintenance screen, view commitments for an entire project, or use the individual project resource tabs (for example, Employee or Equipment) to view commitments for the project by resource type.
    • On the Estimates tab of the Category Maintenance screen, view commitments for a specific project category.
    • On the Estimates tab of the Resource Maintenance screen, view commitments for a specific project resource.
    • On the Estimates tab of the resource Category screen, you can view a further breakdown for a project resource by category.