Purchase Orders

Applicable Packages This article applies to the Kahua for K-12 Education, Kahua for Owners, Kahua for General Contractors, and Kahua for Subcontractors packages. If you are not sure if this is relevant to you, please contact your domain administrator.

The Purchase Orders app allows you to create and manage purchase orders for vendors and contractors. The application tracks cost information, supports workflow approvals and signatures, and integrates with Work Breakdown to reflect financial impacts based on status.

Key elements of the app include the following:

Purchase Orders track cost amounts and integrate with Work Breakdown based on status changes.
Workflow can be configured for review and signature, automatically updating status and dates.
Line items support quantity-based pricing and optional tax calculations.
Vendors and materials can be selected to auto-populate related fields.

How to . . .

Create and manage a purchase order

To create a new purchase order, complete the following steps:

Review the header to ensure that you are in the correct project or partition.
Navigate to the Purchase Orders application (Apps > Cost Management > Expenses > Purchase Orders).
Click New in the action bar.

Complete the following fields as appropriate:

Note Depending on how this app is configured for your domain, there may be fields or sections listed here that do not appear for you, fields and sections that appear for you which are not listed here, or fields and sections which appear in a different order. If you have any questions, check with your domain administrator.

Field	Description
Details
Number	Allow Kahua to auto-number the record, or enter a different value. Note The number format can be configured by your domain administrator. Refer to Number.
Date	Enter the purchase order date.
Description	Enter a description of the purchase.
Category	Select the appropriate category. Note This lookup list is managed in the Configuration app. Refer to Lookups.
Requisitioned By	Select the contact requesting the purchase.
Date Requisitioned	Enter the requisition date.
Authorized By	Select the approving contact.
Authorized Date	Enter the authorization date.
Expiration Date	Enter the expiration date if applicable.
Notes	Enter internal notes.
Printable Notes	Enter notes that will appear on printed documents.
View Template	If appropriate, select a portable view template other than the default here. Note For more information on portable views, refer to Portable Views.
Vendor
Contact	Select the vendor contact. Note The company and office populate automatically.
Company Name	Select the vendor company.
Office Name	Select the vendor office.
Shipping
Ship To / Ship To Company / Ship To Office Name	Select the appropriate delivery contact, company, and office. For information on configuring shipping address options, refer to Purchase Orders - Expanded shipping address options.
Delivery By	Enter the required delivery date.
Delivery Method / FOB / Unloading	Select the appropriate values. Note These lookup lists are managed in the Configuration app. Refer to Lookups.
Invoicing
Invoice To	Select the billing contact.
Payment Terms	Select the payment terms. Note This lookup list is managed in the Configuration app. Refer to Lookups.
Enforce Overbilling Limits	Select this option to prevent overbilling for this purchase order.
Dates & Workflow
Workflow Status	The current workflow status appears here.
Assigned To	If present, the user currently assigned to this purchase order appears here.
Sent for Review / PO Required Date / Reviewed / Sent for Signature / Executed	If using the available workflow options, date fields will auto-populate as the contract moves through the workflow. Remaining fields can be completed manually. Refer to Submitting into Workflow
Items
Currency	If using multi-currency, this field will appear and auto-populate with the currency set for the project. Modify as needed. Note Currency for a project is managed on the Currency tab in the Configuration app. Refer to Currency.
Status	Select the item status.
Entry Type	Defaults to Unit Price.
Tax Type	Select tax handling (for example, Separate Line Item or None).
Activity Code	Select the appropriate activity code. This activity code is the default for the individual line items, but those values can be changed. Note Activity codes are set up and maintained in the Work Breakdown app. For more information, refer to Work Breakdown Structure (WBS).
Click Insert to insert the selected number of lines on the grid. For more information on working with grids, refer to Item grids.
Number	This field auto-populates and is read only.
Activity Code	Select the appropriate activity code. Note Activity codes are set up and maintained in the Work Breakdown app. For more information, refer to Work Breakdown Structure (WBS).
Cost Item Type	Select the appropriate value.
Description	Enter a description of the item. Note If Default Description to Activity Code Description is selected in Configuration, the activity code description will be applied by default but can be edited.
Tax Rate	This field auto-populates and is read only. Note This field displays when the Separate Line Item Tax Type is selected.
QTY / UOM / Unit Price	Enter the appropriate values.
Status	The status of the line item appears here.
Total	The total amount for the line item appears here.
Currency	If multi-currency has been configured, available currencies can be selected here.
Additional information and options are available in the Item Detail view. From the Items grid, click on the Details icon on a line item or the grid. From the detail view, click on the View Details icon .
Category / Type	Select the appropriate values. Note These lookup lists are managed in the Configuration app. Refer to Lookups.
Date / Date Approved / Date Expected / Date Returned	Enter date values as appropriate.
Scope of Work / Disclaimer / Item Notes	Enter as appropriate.
Product Info / Manufacturer / Product Number / Product Type / SKU / UPC / Lead Time	Enter as appropriate.
External Links	Enter as appropriate.
References	Upload any relevant files or documents. For more information on using this section, refer to References section.
Comments	Enter as appropriate. Note Comments are threaded. The author's name and date and time posted populates automatically when the record is saved.
Reviewers
Reviewer information appears here when review workflow is enabled. Note To use the review workflow, the Use Review Workflow setting must be enabled on the Settings tab in configuration and the approval must be configured in Configuration > Approvals. Refer to Approval configuration.
Signatures
Signature information appears here when signature workflow is enabled.. Note To use the signature workflow, the Use Signature Workflow setting must be enabled on the Settings tab in configuration and the approval must be configured in Configuration > Approvals. Refer to Approval configuration.
Comments
New comment	If desired, enter a comment. Note Comments are threaded. The author name and the time and date it was posted will auto-populate once the contract has been saved.
References
Upload or select any relevant files or documents. You can use drag and drop to add a file to this section. For more information on using this section, refer to References section.

Click Save when you are done.
Once the purchase order is saved you can complete the following actions:

Note These are dependent on workflow and may not show up for you. For information on setting up workflows see Submitting into Workflow.
- Void
- Submit for Review
- Submit for Signature
- Set to...
  - Projected

Generate a log report or other reports

You can generate a report from a selected log view, or use one of the built-in reports available by default in each application. For more information on creating your own reports, including how to set up scheduled reports, refer to Creating ad hoc reports.

Note For information on modifying the logo that appears on reports in your project, refer to Managing report logos.

To generate a report from a log view with up to 10,000 records, click the More icon and select Print. If your log view contains more than 10,000 records, the Print option will be disabled and you can select to download the records to a CSV file instead.

To generate an application report, complete the following steps:

Navigate to the application.
Select Reports in the application title bar.
Select the report you want to run.
Apply any desired filters.
Select View or Download as appropriate. For more information, refer to Viewing Reports.
Click the Close icon when you are done.

Perform standard actions on a single record
(print, send, view history, delete, etc.)

From the detail view of a record, there are several standard actions you can take. Depending on your permissions, some or all of the following options may be available to you:

View and View w/References - Select View or View w/References to open a PDF view of the current record. The PDF file can be printed or shared from the viewer by clicking on the Open PDF icon .

Note Only references where the Include on Send value is set to "Yes" are included in the View w/References.
Additionally, if Include Markup on Send is set to "Yes", any markups on the file are included.
Discussions - Select this icon to open the Discussions panel. If enabled in your domain, the discussions feature allows you to participate in public or private conversations associated with specific records. For more information, refer to Discussions.
View History - Select this icon to open the History page for the record. The history page provides details regarding all activity (creation, edits, saves, etc.) performed on the record. Click view edit to drill down into more detail on a specific action. Click hide edit to close the action detail. Click the Close icon to close the history page.
Send actions - Click this icon to select an appropriate Send action for the record. The following options may be available to you:
- Copy Link and Copy Portable View Link - Select this option to copy a URL link for the record or record's portable view to your clipboard. This link can be sent outside of Kahua. Users with the appropriate permissions will be able to open Kahua directly to that record or portable view by using the link.
- Copy QR Code and Copy Portable View QR Code - Select this option to generate a QR code for the currently open record or record's portable view. The QR code can be shared directly from your screen, or copied to your clipboard to be shared as appropriate. This QR code can be shared outside of Kahua. Users with the appropriate permissions will be able to open Kahua directly to that record or portable view by using the link.
- Send - Select this option to open a new Kahua message with the open record included as an attachment. References with the Include on Send value set to "Yes" are also included. For more information, refer to Messages app.
Delete - Select this option to delete the open record. You must agree to the confirmation message before the record is deleted.

Alternatively, right-click on the record in the log view and select Delete, or select multiple records from the log view and select Delete.

Note If a record is deleted in error, your domain administrator may be able to recover it through the Recycle Bin app. For more information, refer to Using the Recycle Bin.
Open in a new window - Select this option to open the current record as read-only in a new window (desktop host) or browser tab (web host). This allows you to navigate to other records in the original Kahua instance while keeping the read-only window or tab open for reference. To re-open the record on the read-only window or tab in Kahua, select Open in the header.
Maximize and Minimize - Select Maximize to open the record to a full screen view. From the full screen view, select Minimize to return to the original view.
Close - Select the close icon to close the currently open item.

Configure the app

Your domain administrator can configure the app in the Configuration application.

Important When working in the Configuration app, it is important to review the header and ensure that you are working at the correct level in the hierarchy, either the root domain or at a partition or project level.

Settings that you establish at the root domain or lower levels will inherit down the hierarchy until they are overridden. For more information on the hierarchical structure of Kahua, refer to Understanding the hierarchical structure of Kahua.

The Configuration app can be accessed directly through the apps list (Apps > Administration > Configuration), or, in some applications, by right-clicking on an application in the launch bar and selecting Configure. When you select Configure for an app from the launch bar, the detail view of the configuration page for that application opens automatically.

The following items are specific to this application:

Options	Description
Settings
Use PO to Track Billing
Use Review Workflow	Select this option to make the Review workflow available. Note You must also configure the Review approval in Configuration > Approvals. Refer to Approval configuration.
Use Signature Workflow	Select this option to make the Signature workflow available. Note You must also configure the Signature approval in Configuration > Approvals. Refer to Approval configuration.
Use Manual Status Override	Select this option to allow users with the appropriate permissions to use workflow action buttons to increment status of a record (to Pending, Approved, etc.). This option is typically used when workflow is not enabled.
Use Manual Approve & Lock	Select this option to have the Set to Approved and Lock option available to users with the appropriate permissions. When Set to Approved and Lock is selected, the status of both the document and its items are set to "Approved" and the document moves to the "Locked" step in the workflow.
Cost Status Read Only	Select this option to have the cost status of the purchase order and its line items appear as read-only. The fields cannot be manually edited. This requires the status field to be updated by only workflow or the selection of action items (e.g. Set to Pending, Set to Approved, etc.), depending on other cost configuration selections.
Default Description to Activity Code Description	Select this option to have the activity code's description applied to the Description field of an item in a cost items grid. The activity code's description is applied as the default value, but it can be edited.
Use Materials Catalog
Limit Materials to Selected Vendor	Restricts material selection to the selected vendor.
Settings - Tax Settings
Default Tax Entry Type	Select None or Separate Line Item.
Can View?	If selected, the Tax Type field is visible on the Items section.
Can Change?	If selected, the Tax Type field is editable.
Allow Manual Tax Entry?
Set Taxable on New Items?
Excluded Entry Types	Select tax entry types to remove them from the drop-down list.

Available application roles

Application roles determine which actions users can perform in the app. Roles are assigned to groups in the Groups app > Permissions tab. Members of the group then have the permissions associated with the roles assigned to the group.

The following roles are available for this application:

Role	Details
Administrator	Full administration, including add, configure, create lists, edit, import, export, share, view, send, process, remove, and edit view templates.
Contributor	Can add, edit, open, view, send, and process records.
Moderator	Can add, edit, import, export, remove, share, open, view, send, and process records.
Observer	Can open, view, send, and process records.
Referencer	View-only access to records.
TemplateEditor	Can edit view templates.

Note To manage these permissions, open the Groups app and assign the appropriate application role to the group. Only users with the appropriate permissions can manage application roles. For more information, refer to Managing Permissions.