Where Purchase Costs Appear in TransMaS

A one-page reference to every place purchase order costs show up in TransMaS. Handy when you know a cost exists but not where to look for it.

The Purchase Orders screen

The home of every PO. Open shows orders still in progress, Invoiced shows orders fully matched to bills (five years back), Cancelled the last year of cancelled and rejected orders. See Getting Started with Purchase Orders.

Quick search

The quick search at the top of the screen has a PO option - type a purchase order number to jump straight to it.

On the job (order view)

When a purchase line is linked to a consignment, the cost appears in the Financials tab of that order alongside the sales invoice, shown against the supplier's name. The job's profit figures include it. Cancelled POs are excluded automatically.

On the scheduler (load costings)

Purchase costs linked to a job flow into the load costings for whichever load carries that job, and are counted in the load's profit. If a load carries several jobs, the PO cost is shared across them in the same proportion as the revenue. Costings update automatically when the job is scheduled, when the PO changes, and when a PO is cancelled.

Subcontracted work shows as a single Subcontract Cost line on the load's costings, driven by the rates you set when allocating - see Setting subcontractor rates when allocating work.

The Subcontract Summary

Subcontracted jobs that have not yet been put on a purchase order, with their agreed rates - the value still to commit. Once a PO is generated the job moves off this screen and into the Purchase Orders list. See Subcontractor Summary and POs.

Bills

Accounts > Bills shows the supplier invoices you have recorded and matched against POs - the point where a committed cost becomes an actual bill. See Recording Supplier Bills.

Reports

Purchase Orders - Spending by Type - your purchase spend broken down by PO type.
Purchase Orders - Supplier Analysis - spend by supplier.
Purchase Orders - Delivered but Not Invoiced - committed costs where the work is done but no supplier bill has been matched yet.
Purchase - Uninvoiced - open purchase orders awaiting billing.
Fleet P&L - includes job-linked purchase costs in each vehicle's profit and loss.

Tagging a purchase line with a Vehicle or Trailer records which asset the cost belongs to for reporting - it is the job link, not the vehicle tag, that drives the costings above.

Common questions

Does a cost only count once the bill arrives? No - a PO cost counts in job and load profitability from the moment the order exists. Cancelling the PO removes it.
Why does a job's profit look wrong? Check its Financials tab for linked POs you did not expect, and remember subcontracted jobs carry their subcontract rate as the cost.