Linking a Work Order and a Purchase Order

Work orders and purchase orders can be tied together in Fleet360, and there are two different links that people mean when they ask how to tie a work order to a purchase order, add a work order number to a PO, or link a WO to a PO.

Link

What it does

PO Number on the work order

A reference field on the work order. It records which purchase order relates to the work, and it does not move any parts or costs.

Work Order and Work Order Line on a purchase order line

The working link. When the part on that PO line is received, it posts straight to that work order line instead of going into inventory.

Before the purchase order side can be used, the Post Part to WO system switch must be set to Yes or Auto. If it is set to No, the Work Order fields on a PO line are unavailable and there is no post to work order option when receiving, so parts have to be received into inventory and then posted to the work order from the work order. See Purchase Order System Switches.

Option 1: record the PO Number on the work order

Enter the PO Number on the work order when the work order is created. This is a reference only, so it does not send any part to the work order and it does not create a purchase order. Use it when the fleet wants to see which purchase order relates to the work. See Create a Work Order.

Option 2: add the Work Order and Work Order Line to a purchase order line

This is the usual answer to tying a work order to a purchase order. The work order number lives on the individual PO line, not on the purchase order header, so different lines on the same PO can go to different work orders or to inventory.

While adding the line

  1. Open the purchase order and add a line as usual.

  2. Enter the Work Order number the part is being ordered for, then enter the Work Order Line the part should post to.

  3. Finish adding the line. See Purchase Order Lines.

On a line that already exists

  1. Open the purchase order and go to the Line Items tab.

  2. Select the line, then open its WO Info tab.

  3. Click Edit, enter the Work Order and Work Order Line, and save.

The WO Info fields on a line are described in Purchase Order File Line Items Tab.

What happens at receiving

When the line is received, the receive panel offers Receive to Inventory or Post to Work Order. A line that already carries a work order number defaults to posting to that work order, and the part goes to the work order without passing through inventory. See Receiving Purchase Order Items.

Enter the work order number on the line before using bulk receive. Bulk receive posts to work orders only for the lines that already carry work order information, and any other line is received into inventory.

Option 3: Quick PO

Quick PO creates, receives, and closes a purchase order in one pass. Enter the Work Order and Work Order Line on the Quick PO screen and mark the line to be received, and the part posts to that work order rather than to inventory. See Quick PO.

Option 4: outside jobs that create their own purchase order

For an outside or sublet job, Fleet360 can create the purchase order for the work order automatically when the work order is created, so the two records are linked from the start. See the auto-create section of Creating a Purchase Order.

Troubleshooting

What you see

What to check

There is no Work Order field on the PO line, or no post to work order option when receiving

The Post Part to WO switch is set to No. Change it to Yes or Auto in Admin ➝ System Switches ➝ Purchase Order ➝ Post Part to WO.

The work order number is not in the list on the PO line

Only open work orders in your current working facility are offered. Confirm the work order is open, and that you are working in the same facility as the work order.

The Work Order Line will not let you pick a line

Select the work order first. The line list is built from the selected work order.

Quick PO reports a facility mismatch

The work order belongs to a different facility than the one selected on the Quick PO. Use a work order from the same facility.

The Work Order fields are greyed out on a line

The line came from a part request. Handle the posting from the part request or the work order instead.

The part was received but did not reach the work order

The line was received into inventory, either because it carried no work order number or because inventory was chosen on the receive panel. Post the part to the work order from the work order.

Also see Receiving Parts Directly to a Work Order and Purchase Order System Switches.

Search