Purchase Order

The Purchase Order screen allows you to establish a contract with a vendor to buy goods and/or services based on agreed terms (price, delivery dates, delivery methods, etc.). The purchase order, once entered, can be printed and mailed or emailed to the vendor.

The purchase order can be amended after it has been sent to the vendor to change existing detail or add more items. Changes and revisions can be tracked for auditing purposes. The revised purchase order document may also be sent to the vendor.

Items that are delivered may need to go through a receiving procedure, which will check against the purchase order to ensure the right product and quantity has been delivered. Once the vendor invoice is received, a voucher will be entered. The voucher is again checked against the purchase order and purchase order receipt to ensure that the quantity and price agreed upon in both the purchase order and purchase order receipt are correct.

Purchase Order enables you to view the purchase order image and other attachments, eliminating the need for routing paper documents or emails for approval. Purchase Order does this by utilizing a split-pane view where the left viewing panel displays the purchase order image or attachment associated with the purchase order and the right action panel displays the purchase order details.

Note: The Vendor Insurance policy is checked through the receiving procedure and must be valid before engaging a vendor to begin work.

General

In the General area, enter purchase order information.

Req'd	Field	Description
	Source Company	Enter or select an active company. This is the company responsible for the document. This is read-only if purchase order is Final.
	Organization	Enter or select the organization to use for the purchase order. The organization must belong to the source company selected.
	Document Number	Enter a unique document number to identify this document. This field automatically prepopulates and be read-only if an auto-counter has been defined for this type of document. Also read-only if purchase order is Final.
	Document Date	Enter or select the document date. The default is the current date.
	Purchase Order Type	Enter or select a purchase order type if needed for an active purchase order.
	Vendor	Enter or select an active vendor associated with the purchase order. This field is read-only if purchase order exists in Final. The vendor selection defines payable vendor, payment routing and payment term in the Terms area if they exist for the selected vendor.
	Currency	Enter or select the purchase order currency for an active purchase order. This defaults to the source company currency. If vendor is updated and currency changes, the new vendor currency should be used.
	Description	Enter text to further describe purchase order information beyond the typical data.
	Buyer	Select the name of the active or pending active employee creating the purchase order.
	Comment	Enter text to describe any purchase order comments.
	Bill Location	Enter or select the location where the vendor should send the purchase order.
	Stage	Select if the purchase order is Open or Closed. This defaults to open.
	Status	Select if the purchase order status is Active, Inactive or Ignore. This defaults to active.

Terms

In the Terms area, enter purchase terms for the purchase in the General area.

Req'd	Field	Description
	Payable Vendor	Displays the active vendor selected in the General area. This can be updated to another vendor selection. If the vendor is updated in the General area, the payable vendor will be updated to match the vendor displayed in the General area. The payable vendor will be the vendor set on the voucher.
	Payment Routing	Enter or select an active vendor payment routing associated with the payable vendor. This value is set and displays when payable vendor has a single payment routing.
	Payment Term	Enter or select an active payment term for the vendor. This defaults to the payment term associated with the payment routing. Update to another payment term if payable vendor is updated.
	Incoterm	Enter or select from the active Incoterms associated with the purchase. An example is F.O.B. (Freight on Board).
	Inco Destination	Enter the destination associated with the incoterm. This is optional if not required by the Incoterm.
	Purchase Term	Enter or select an active purchase term associated with the purchase.
	Require Date	Enter or select the date that the ordered item is required to be delivered. The date selected is used as the default require date for the selected line item.

Ship To

In the Ship To area, enter unique shipping information for location and delivery method.

The default columns are marked with an indicator ( ). For information on how to display the optional columns, see Manage Columns.

Req'd	Field	Description
	Sequence	Displays the automatically generated sequence number that identifies the transaction.
	Address Type	Select the address type as Company or Project. This defaults to company.
	Company / Project	Select the company or project information associated with the address type selected.
	Location	Select the location associated with the company or project selected in company / project selected. For company, the reference stored is for a location.
	Primary	Select if the ship to location is the primary location. Default is the first ship to location added. Primary can only be selected for one ship to location. Selecting another ship to location deselects any other ship to location marked as primary. In addition, if there are multiple ship to lines and primary ship to location is deleted, last ship to is then set to primary.
	Delivery Method	Select an active delivery method for the goods and services being purchased. This field allows you to specify ship to information of the goods or services.
	Delivery Instructions	Enter any instructions regarding the delivery of goods or services.

Line Items

In the Line Items area, enter detail lines for each purchase order.

The default columns are marked with an indicator ( ). For information on how to display the optional columns, see Manage Columns.

Req'd

Field

Description

Sequence

Displays the automatically generated sequence number that identifies the transaction.

Category

Enter or select an active purchase item category.

This is read-only if purchase order is Final.

Item

Enter or select an active purchase item.

This is limited to items based on the category selected. This is cleared when category is changed.

This is read-only if purchase order is Final.

Item Description

Item Description is read-only and displays the description of the item selected.

Description

Enter text to further describe the line item beyond the typical posting data.

This field is used to describe items that do not exist in the system.

Company

Enter or select the company. Only companies that exist for item or item category posting group can be used.

This defaults to the purchase order's source company.

Project

Enter or select the project. Only active projects for the company selected are eligible for input.

Task

Enter or select a task. Only active tasks that belong to the line item's project are eligible.

Organization

Enter or select the organization. Only active organizations that belong to the line item's company can be selected.

The default is the purchase order's organization.

Quantity

Enter the amount of the items. The value can have up to two decimal places.

The following conditions exist for quantity:

If purchase item category purchase basis is amount, the value is zero (0).
If purchase item category purchase basis is quantity, the value must be greater than zero (0).

Measure

Enter text to further describe the quantity.

The following conditions exist for measure:

This field is read-only if purchase item category purchase basis is not quantity.
This field is required if purchase item category purchase basis is quantity.
If item changes and contains a value, measure is set to purchase item's measure.

Price

Enter the price of the line item. The value can have up to four decimal places.

The following conditions exist for price:

This field is read-only if purchase item category purchase basis is not quantity.
This field is required if purchase item category purchase basis is quantity.

Base Cost

Enter the base cost of the line item. The value can have up to same amount of decimal places as the document currency.

This field is read-only when category purchase basis is equal to quantity.

When category purchase basis is quantity, this field is calculated as quantity x price.

Additional Cost

Enter any additional costs. The value can have up to same amount of decimal places as the document currency.

Cost

Cost is read-only and is calculated as base cost + additional cost.

Require Date

Enter or select the date the line item of the purchase order is required to be delivered.

Default is the purchase order require date.

This field is required.

Promise Date

Enter or select the date the ordered line item is promised for delivery.

Effective Stage

This is a reference to the purchase order line item stage.

Manufacturer

Displays the manufacturer associated with the purchase item.

Model Number

Displays the model number associated with the purchase item.

Pay When Paid

Select this checkbox if the purchase order voucher needs to be marked as pay when paid.

Preferred Vendor

Enter or select an active vendor to be associated with the purchase order.

This field is cleared when the purchase order item field changes.

Preferred Vendor Name

Displays the name associated with the preferred vendor selected.

Requires Receipt

Select this checkbox if a purchase order receipt is required for the item prior to the vendor invoice entering the voucher process. When requires receipt is selected and the purchase order line item is selected in a voucher when the available voucher quantity is less than the quantity on the vendor’s invoice, a warning validation will occur. Refer to Voucher Extended View for more information.

If item is selected, the requires receipt is selected from item. If no item is selected, the requires receipt is selected from purchase item category.

This field is required if the category purchase basis is amount.

Requires Insurance

Select this checkbox if the purchase item requires insurance.

Requisition

Displays the requisition associated with the purchase order.

Ship To Location

The ship to location field uses the primary ship to location if no location is selected for the purchase order line item.

Note: The purchase order report supports a single ship to address. A custom report is needed if multiple ship to addresses need to be displayed.

Stage

Select if the purchase order line item is Open, Closed, or None.

This defaults to open.

Voucher Complete

Select this checkbox if the purchase order line item is a completed voucher.

Other Charges

In the Other Charges area, enter or select charges that should be used on the purchase order report.

Req'd	Field	Description
	Sequence	Displays the automatically generated sequence number that identifies the transaction.
	Vendor	Enter or select an active vendor for the line item. The default is the general group vendor.
	Charge Type	Select the type of charge that should apply. The choices are Delivery Method or Charge Type.
	Delivery Method / Other Charge	Enter or select a specific delivery method or other charge to provide additional information. This information depends upon selection made in the charge type field.
	Description	Enter text to further describe project information about the line item beyond the typical posting data.
	Amount	Enter the amount of the line item delivery method charge or other charge. The value can have up to same amount of decimal places as the document currency.

Tax

In the Tax area, enter the tax for the purchase order line items.

Req'd	Field	Description
	Sequence	Displays the automatically generated sequence number that identifies the line item.
	Pretax Amount	Enter the amount on which the tax is calculated.
	Tax Code	Enter or select the active tax code. This contains the tax rate.
	Tax %	Enter the current tax percentage for this purchase order. This defaults to the rate defined in the tax code.
	Tax Amount	Enter the amount of tax to charge on the purchase order. This field defaults to the calculated value: Pretax Amount x (Tax Percent / 100).
	Post Tax Amount	Displays the amount, including tax, to charge on the purchase order. This value is calculated as: Pretax Amount + Tax Amount.

Totals

The Totals area displays the total values recorded on the purchase order.

Req'd	Field	Description
	Base Cost	Displays the sum of the line items base cost for the purchase order. This field defaults to zero (0).
	Additional Amount	Displays the sum of the line items additional cost for the purchase order. This field defaults to zero (0).
	Cost	Displays the sum of the line items cost for the purchase order. This field defaults to zero (0).
	Delivery Method / Other Charge	Displays the sum of the line items other charges for the purchase order. This field defaults to zero (0).
	Tax	Displays the sum of the line items taxes for the purchase order. This field defaults to zero (0).
	Full Cost	Displays the full cost of the line items for the purchase order. This field defaults to zero (0). This is calculated as: total cost + other charges + tax.

Revisions

The revisions area lists the revisions that have been made to the purchase order. This area can also be used to add revisions. At the time a new revision is added, processing uses the content of the existing purchase order to create a new purchase order revision document.

This area also allows for revisions to be flagged for removal. In this case, during purchase order processing, the purchase order revision document with a matching purchase order and revision number will be deleted.

This group area defaults to collapsed upon display.

Purchase Assistants

The Purchase Order Purchase Assistant dialog box, accessed by the Purchase Assistant button on the Line Items toolbar, allows you to view and select previously requested and purchased line items. This dialog box is available from Purchase Requisition, Purchase Order, Purchase Receipt and Voucher (Extended).

The Create Purchase Order Lines from Purchase Requisition Assistant dialog box, accessed by the Purchase Order from Requisition button on the Line Items toolbar, allows you to search requested items from Purchase Requisitions. You can select one or more instances from the search results. Selected results that are applied will populate items into purchase order line items.