Project Inventory Tracking by Warehouse Location: Purchases of Materials and Services

In MYOB Advanced, you can purchase materials and services for a particular project so that these purchases will be recorded as commitments to the cost budget of the project. This helps you to track the amount of money and resources spent on the project against the budgeted values and the project profitability.

The following sections explain how you process purchases for a project in which separate warehouse locations are configured for each project task.

Learning Objectives

You will learn how to do the following:

  • Create a purchase order with materials and services for a project
  • Prepare a purchase receipt for the purchase order
  • Enter the accounts payable bill for the purchase order
  • Review the project and GL transactions that are generated during the processing of a purchase

Applicable Scenarios

You process a purchase order for a project if you need to record the receipt of items to a warehouse for the project. As a result of a purchase being processed, the actual values of the project budget are updated with the cost of the purchased items.

Purchase of Materials and Services for a Project

To process a purchase of materials and services for a project with these items being received to a warehouse, you use a purchase order of the Normal type. On the Details tab of the Purchase Orders (PO301000) form, to associate a purchase order line with a project, you specify the project and project task. It is possible to process purchases for multiple projects with a single purchase order.

Tip: If you purchase some material from a vendor directly to a customer and do not need to receive the material to your warehouse, use a purchase order of the Project Drop Ship type for processing this purchase. For more information, see Purchases to the Project Site: General Information and Purchases to the Project Site with a Receipt: General Information.

The processing of a purchase order line depends on its type. When you select an inventory item in a purchase order line, the system assigns the line one of the following types, depending on the selected item:

When the items of a purchase order have been received to a warehouse, you create a purchase receipt by opening the purchase order and clicking Enter PO Receipt on the form toolbar of the Purchase Orders form. The system automatically adds the purchase order lines of the Goods for IN and Non-Stock types to the created purchase receipt and opens it on the Purchase Receipts (PO302000) form. When the purchase receipt is released and the corresponding inventory receipt is released on the Receipts (IN301000) form, the system updates the actual values in the corresponding budget lines of the project with the same project budget key (that is, with the same project, project task, account group, and inventory item) on the Cost Budget tab of the Projects (PM301000) form.

After the items have been received, you create an accounts payable bill for the purchase order selected on the Purchase Orders form by clicking Enter AP Bill on the form toolbar. Then you release the prepared AP bill on the Bills and Adjustments (AP301000) form.

When the bill is released, for the purchase order lines of the Service type, the system updates the actual values in the cost budget lines of the project with the same project budget key on the Cost Budget tab of the Projects form.

Workflow of Purchasing Materials and Services for Projects

The following diagram illustrates the workflow of purchasing materials and services for projects using purchase orders.