Deployment Guide for Purchasing
As a member of the AP/Purchasing Staff, you will want to be familiar with:
How to enter a Voucher/Vendor Invoice
If you do not see items described in this guide following your login to Workamajig, please contact your agency's Workamajig Administrator(s).
How To Enter A Misc Cost
A Miscellaneous Cost is used to associate a portion of a bulk purchase against a client project. This is often used for Color Fiery or stock photos.
From the Project: Misc Cost screen, click the icon
located along the left side of the screen.
Note: You may also enter Misc Costs via Menu>Projects>Misc Costs> or via import from the Misc Cost listing screen.
Enter the appropriate information and SAVE.
Date: Default to today's date. This will be used to set the Expense date in the system.
Project: This will be preselected. It should correspond to the current project.
Task: Select a task to associate the cost with.
Item: Select the Purchase Item.
Description: This will default in from Purchase Item. This can be edited after Item selection.
Quantity: Amount of Item to be associated.
Unit Description: This will default from Purchase Item. This can be edited after Item selection.
Unit Cost: Cost of 1 unit.
Net Cost: Calculated: Quantity (Unit Cost).
Billable: Checked by default. Uncheck if not billable to the client. If unchecked, Gross will equal 0.00.
Markup: Percentage to markup item. Enter numbers only.
Unit Rate: Calculated: (Unit Cost)(Markup).
Gross: Calculated: Quantity (Unit Cost)(Markup).
How To Enter A Purchase Order
For Project related purchase orders, you will probably receive a notification from the Project Manager regarding the need to create an order. Go to the project.
From the Project: Estimate.
From the Project:Budget: Estimate (beta)>>open the appropriate approved estimate.
Click on the Create PO button in the top right corner.
Select the line(s) you need to create a PO for and click Create PO.
Because this may create more than one PO, you will need to go to the PO listing screen (Menu>Purchasing>Purchase Orders) to review the orders you have just created.
Open the appropriate Purchase Order to review contents.
You will note that all of the information has been prefilled for you.
Click on Address/Instructions tab.
Enter in appropriate information needed for the vendor. Click the Actions: Approve to approve the order and allow the billing of the order to the client.
How To Enter A Voucher/Vendor Invoice
When a voucher is received from your vendor, you want to make sure you tie the voucher back to the order.
Menu>Purchasing>Vendor Invoice>
From the Edit Vendor Invoice screen: enter in the Order Number associated with the voucher.
Once selected, the screen will refresh and bring you directly to the order lines.
Check the order line. If the voucher is for the same amount as the order, Click Done.
If the voucher is higher or lower, enter the amount in the Open Net column>Check Close checkbox>Done.
You will be returned to the Edit Invoice Screen.
Fill in the Invoice Number and Invoice Date>> SAVE
Click the Approve button in the top right corner, or Submit if you are not designated as a voucher approver.
How To Pay Your Vendors
Paying vendors are usually done at month-end, but can be performed anytime.
Menu>Purchasing>Select Invoices For Payment.
Select the appropriate Filters, if necessary, and click Search.
Invoices Billed to Client: This restricts results to only vouchers or orders that have been billed to the client.
Invoices Paid by Client: This restricts results to only vouchers or orders that have been billed to the client and the client has paid the invoice.
Select the payments that you would like to pay.
Select the Bank Account to use for the payment.
Enter the Payment Date that will be set on the Check/Payment.
Click Create Payments.
Print Checks
Menu>Purchasing>Print Checks
Select the Cash Account. The payments associated with the account will auto-display.
Click Print Checks: This will create a PDF file that will be sent to the printer that contains your Check stock.
Following the printing, the screen will have refreshed to show the Confirm Printing screen.
Click Confirm Printing: this will set the check number on the payment.
Tracking Purchasing
You will be tracking purchasing via the following locations:
Menu>Purchasing>Purchase Orders
Menu>Purchasing>Vendor Invoices
Menu>Purchasing>Payments