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Purchase Order number with Project ID

Posted on by Microsoft Employee

I would like to be able to enter a date range and pull all transactions (total cost, project ID, purchase order number).  I can't find a way to get purchase order number included.  Purchase order transactions are there, but I need the purchase order number included as well.

  • Suggested answer
    guk1964 Profile Picture
    guk1964 10,877 on at
    RE: Purchase Order number with Project ID

    Maybe enter a purchase pool  on those purchase orders for POs that are for projects.

    A minor refinement is to create a new PO pool; for the project related orders for each new fiscal year e.g. P17, P18 etc.

    This is currently an optional memo field only. Not mandatory, no validation etc, but it can be very useful for filtering, sorting, grouping etc.

    One possible challenge  is that you may sometimes buy to project, and at other times buy centrally to inventory and then issue items from the same PO either to several different projects, or also for other inventory transactions.

    In general I prefer to buy to inventory to a project warehouse i.e .one warehouse per project and then issue as required either to  project requisition, or to specific wbs lines  Otherwise the full installed quantity is booked direct to Project wip at project header level,  there is no visibility of any excess inventory, and the inventory is not booked by WBS line .

    If you define  a project warehouse for each project,  with a prefix PW1, PW2 etc, then maybe you can filter  all POs raised/ received for warehouses PO*. You will also then be able to track all project inventory issues.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Purchase Order number with Project ID

    Thank you Ludwig for your help

  • Verified answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: Purchase Order number with Project ID

    Hi JJFitz,

    If you want to have all projects included all projects would have to be organized under a single 'main-project' because the cost control form allows including sub-projects. This might not be realistic in your case and you can thus either make a system modification of this control form or check if you can retrieve the data from the project cube.

    Best regards,

    Ludwig

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Purchase Order number with Project ID

    apologize if this is a redundant reply....(my first day in this forum).  Thank you Ludwig for your quick response.  You answered my question perfectly, unfortunately my question did not fully explain my problem.  We have many many projects and each month I would like to see all transactions for all projects with a Purchase Order column that contains a purchase order number for each material transaction.  Your solution works for a single project, but I need to see purchase order number for each material transaction for all projects all it once.  Can you help me with that?  Thanks again.

  • Verified answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: Purchase Order number with Project ID

    HI JJFitz,

    You can retrieve this information as follows:

    Open your project and select the cost control tab.

    Run the calculation for the period you specified

    In the cost control form select 'Export to Excel'

    In the form that opens, make sure that you include the total cost, Project ID and order number.

    Once you hit ok, the data are exported to an Excel Pivot Chart and you can analyze the data there.

    Best regards,

    Ludwig

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