Post a sublet (outside) vendor invoice to a work order line

Summary

When a vendor performs work on a work order line (sublet or outside work), record the vendor’s invoice as outside postings on that line. This article covers adding those charges to an existing work order line.

Which path to use

  • Manual outside posting (this article) — records the vendor invoice costs on an existing job line. Use this when the line already exists or you do not have the invoice-capture add-on.

  • Sublet Invoice Capture — uploads an invoice file and creates new outside lines on the work order. It is an add-on and cannot add charges to an existing line. See Sublet Invoice Capture.

  • Sublet Quick Repair — the built-in path for recurring sublet jobs (Shop > Quick Repair > Sublet Quick Repair). See Sublet Quick Repair.

Posting the invoice to an existing line

  1. Open the work order, then open the job line for editing.

  2. Turn on Outside Work and select the Vendor that did the work, then save the line.

  3. Choose Post on that line.

  4. On the Outside Labor, Outside Parts, or Outside Tires tab, enter the item, description, price, and quantity, and set the posting date. The vendor and PO number shown come from the job line, and the fleet’s configured outside markup is applied on top of the vendor price you enter.

  5. Select Post. Use the Miscellaneous tab for other charges on the outside line.

Notes

  • Vendor invoice number. There is no dedicated searchable vendor-invoice field on work order postings — record the invoice number in the line’s PO number field or in the line or work order notes.

  • Permissions. Posting outside charges requires the Post Outside Labor and Post Outside Parts permissions, and the work order and line must be open. See Work Order permissions.

  • Purchase orders. The Outside WO / Create PO system switch can create a purchase order automatically for outside work. If the invoice should be received and paid through purchasing, record it on the purchase order instead — see Work Order system switches info and Linking a Work Order and a Purchase Order.

  • The invoice file itself. To keep a copy of the vendor invoice with the work order, attach it to the work order — see Add attachments to a Work Order.

See also

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