Working with Purchase Orders

This chapter discusses how to:

Work with special order-entry features.
Work with budgets.
Work with orders on hold.
Work with log information.
Print orders by batch.
Print orders individually.
Work with order information.

Working with Special Order-Entry Features

This section provides an overview of special order-entry features and discusses how to:

Duplicate an order.
Enter orders for multiple suppliers.
Select a supplier for an item.
Enter items using supplier catalogs.
Enter items using order templates.
Create orders from existing detail lines.

Understanding Special Order-Entry Features

You can use several timesaving features to enter order information; for example, you can duplicate an order to create another order, and you can also create orders for multiple suppliers simultaneously. Other features let you quickly locate item and supplier information and enter the information on purchase order detail lines.

Order entry has several special features.

Order Duplication

To avoid entering the same information for multiple orders, you can duplicate an order. You can also duplicate an order to create a new type of order from an existing order, for example, to create an order from a requisition. You cannot duplicate orders that are on hold.

You can also duplicate an order to create a certain type of order from the original order. You set the processing options for Order Entry to specify the order type code for the duplicate orders. For example, you enter the order type code for purchase orders (usually OP) if you want the system to create a purchase order every time you duplicate a requisition. You must also specify the status codes for detail lines on the duplicate order, and you must indicate whether the system duplicates notes that are attached to the original order.

Orders for Multiple Suppliers

You can enter orders for multiple suppliers simultaneously instead of entering a separate order for each supplier. You specify the items you want to purchase and the supplier from whom you want to purchase each item on the Purchase Order Workbench form.

If the supplier has an internet home page set up with items that they offer, you can preview supplier and item information in the electronic catalog before entering the order.

You cannot order from a supplier who has a noncertified status. If the supplier has a partially certified status, the system displays a warning message before generating the order. If you need to change a supplier's certification status, you can do so on the Supplier/Item Relationships form.

After you enter the items, you must direct the system to create purchase orders. The system combines items for each supplier on a separate purchase order; the information for each detail line comes from master information for the item or procurement instructions for the supplier. You can review the orders that the system generates using the Order Detail form.

Choice of Suppliers

When you order an item, you must specify the supplier from whom you want to purchase the item. You can review all suppliers that provide a particular item and the price that each supplier charges for the item on the Supplier Price Comparison form. The system displays only those items for which:

Costs are maintained at the branch/plant level.
Purchase prices are maintained at the supplier level.

After you identify the supplier from whom you want to order the item, you can specify the quantity you want to order and return the information to the Purchase Order Workbench (P43101).

Supplier Catalogs

Suppliers might organize their products into different catalogs due to seasonal changes in products, different product lines, and so forth. If you maintain items in catalogs on the system, you can use the catalogs to locate and select items to order.

After you locate a catalog, you can select the items that you want to order. The system enters each item that you select on an order detail line, along with the unit price for the item as specified in the catalog. If the supplier has an internet home page set up with items that it offers, you can preview item information in the electronic catalog. On the Catalogs - Item Selection form, you can use a form exit to preview item information.

Note that an item can have different prices, each based on the amount that you purchase. You can review all item prices for the items in a catalog on the Catalogs - Item Selection form. An item that has multiple prices appears several times, and each listing represents a different purchase quantity and the price that applies to that quantity.

Order Templates

You can use order templates to locate lists of items that you frequently order and to select items that you want to order.

Each order template contains a specific group of items. When you enter a purchase order, you can select to review a certain template. From the template, you select the items you want to order, and the system returns the items to the purchase order.

The order templates can be specific to a supplier or they can be generic, in which case you do not usually purchase the items on the template from any specific supplier. If you access order templates before entering a supplier on the purchase order, you can review a list of generic templates.

Creation of Orders from Existing Detail Lines

You can avoid manually entering purchase orders by having the system create new purchase orders based on existing detail line information. If the detail lines you are working with are applicable to several different suppliers, the system creates a separate purchase order for each supplier.

If there are multiple detail lines for a supplier, it is because each line pertains to a different branch/plant. The system uses the Next Numbers program to assign a single purchase order number to each supplier. You can also assign the order numbers manually.

You can use processing options to specify default values for the orders that the system creates. These values include the order type and the beginning status code. You can also indicate special processing for the new orders, such as approval routes and budget checking.

Creating purchase orders from existing detail lines is the final procedure for several different JD Edwards EnterpriseOne Procurement system programs, including:

Purchase Order Workbench.
Generate Purchase Orders from Requisitions.
Generate Purchase Orders from Blanket Orders.
Generate Quotes from Requisitions.
Purchase Order Generator.

Forms Used to Work with Special Order-Entry Features

Form Name	FormID	Navigation	Usage
Work With Order Headers	W4310I	Purchase Order Processing (G43A11), Enter Purchase Orders	Work with order headers.
Order Detail	W4310A	Select an order on the Work With Order Headers form, and then click the Copy button.	Review and modify order details. Duplicate an order.
Purchase Order Workbench	W43101B	Purchase Order Processing (G43A11), Purchase Order Workbench	Access forms to work with purchase orders.
Supplier Price Comparison	W43103C	On Purchase Order Workbench, select Price Comparison from the Form menu.	Locate suppliers for an item to compare prices.
Supplier Catalog Search & Select	W41061CA	On Purchase Order Workbench, select Catalogs from the Form menu.	Access a list of available catalogs.
Catalogs - Item Selection	W41061WB	Select a catalog on the Supplier Catalog Search & Select form, and click the Select button.	View items on separate detail lines on a purchase order. Click OK for the system to automatically generate a separate purchase order for each supplier from whom you are ordering items. If you do not want the system to automatically generate separate purchase orders, you must first cancel the orders before exiting Purchase Order Workbench.
Work With Available Order Templates	W4015A	On the Purchase Order Workbench form, select Order Templates from the Form menu.	Work with available order templates.
Order Templates	W40215A	Select a template on the Work With Available Order Templates form, and click the Select button.	Order items on a template. You can order all items on the template in their usual quantities by selecting Preload With Usual from the Form menu.
Suppliers Selected for Order	W43032A	On the Purchase Order Workbench form, select Review Order(s) from the Form menu.	Verify that all releases are combined into a separate line for each supplier and branch/plant.
Items Selected for Order	W43032B	Select an order and select Details from the Row menu.	Make changes to information about the individual items or accounts to be included on the order.

Duplicating an Order

Access the Order Detail form.

On Order Detail, change the order dates and other information, as necessary. If you want to add a new line to the order, you must first scroll through all existing detail lines to the first blank line to ensure that the system assigns the correct number to each detail line.

Entering Orders for Multiple Suppliers

Access the Purchase Order Workbench form.

Selecting a Supplier for an Item

Access the Purchase Order Workbench form.

Entering Items Using Supplier Catalogs

Access the Work With Order Headers form.

Entering Items Using Order Templates

Access the Purchase Order Workbench form.

Creating Orders from Existing Detail Lines

Access the Order Detail form.

Working with Budgets

If you set up budgets for jobs, projects, departments, and so forth, you might want to verify that the purchase amounts you incur do not exceed these budgets. You can compare budget amounts to actual amounts you have spent and to the amounts that you are committed to spend in the future.

This section provides an overview of budget-checking, lists a prerequisite, and discusses how to review a budget.

Understanding Budget-Checking

You use budget checking to identify the detail line amounts that exceed the budget for a specific job, project, department, and so forth.

Note. To work with budgets, you must enter purchase order detail lines by account numbers.

Each time you enter or change a purchase order, the system checks the account number for each detail line and compares it to the available budget for the account. If the detail line amount exceeds the available budget amount, the system places the entire order on hold. You can set a budgeting processing option in the Purchase Orders program (P4310) to provide a warning message that a detail line amount exceeds the available budget amount, but the system will still place the order on hold. The system allows no further processing of the order until you remove the budget hold. You must set up budget hold codes for each business unit.

The system calculates available budget amounts by subtracting actual amounts (AA ledger) and committed amounts (PA Ledger) from the budget amount that you specify for an account number. The system uses this budget calculation:

Available Budget = Original Budget Changes - Actual amounts spent - Commitments - Encumbrances

The system uses this budget calculation for ledgers:

Available Budget = BA or JA Ledger Amounts - AA Ledger Amounts - PA Ledger Amounts

You use the processing options on the Budgeting tab from Order Entry to activate budget checking and to specify information such as:

The budget ledger from which the system retrieves budget amounts.
The hold code the system assigns to detail lines that exceed budget.
The percentage by which a detail line can exceed budget before being put on hold.
The method by which the system determines budget amounts.

Do not use the JA ledger type for budgeting. The system reserves this ledger type for JD Edwards EnterpriseOne Job Cost.

To understand budget checking, review these topics:

Search scenarios for level of detail.
Budget totaling.
Calculating available budget to date for the fiscal year.

Search Scenarios for Level of Detail

When you create an account, you assign each account number a level of detail. The range for the level of detail is one through nine, with one being the highest and nine being the lowest.

You enter the level of detail in the processing option for the system to search for the available budget. This processing option also controls how the system accumulates the actual and committed and encumbered amounts for the account.

Budget Amount Accumulation

Two search scenarios exist:

If the account number that you enter on the order is the same as the budget account number, and the level of detail of this account is equal to the level of detail you enter in the processing option, the system does not roll up the budget.

The system calculates the available budget on the account. If the detail line exceeds the available budget then the system applies a budget hold to the line.
If the account number that you enter on the order does not have the same level of detail that you enter in the processing option, and the level of detail of the account is lower than the level of detail that you enter in the processing option, the system retrieves the budget from the account whose level of detail matches the level of detail that you enter in the processing option.

Actual and Committed Amount Accumulation

If you set the budget accumulation processing option to accumulate, then the system accumulates budgets starting from the level that you enter in the level of detail processing option and continues to the lowest level of detail.

To accumulate the actual and committed and encumbered amounts for the account, the system first searches higher levels of detail in the chart of accounts. The system locates the first account number that has a level of detail that is equal to the level of detail that you enter in the processing option. This account number must be above the level of detail of the account number on the order.

The system then searches lower levels of detail in the chart of accounts to locate the first account number with a level of detail equal to the level of detail you specify in the processing option. This account number must be below the level of detail of the account number on the order.

The system then totals the actual and committed/encumbered account balances for the account range it identifies and subtracts the total from the budget ledger to determine the available budget. The system compares the available budget amount with the amount you enter on the order.

If the detail line exceeds the available budget, the system applies a budget hold to the line.

Budget Totaling

Use the Budget Total Method processing option of Purchase Order Workbench to specify how the system calculates the budget total.

The system uses these fields in the F0902 table for budgeting:

BORG - the original or beginning budget.
AN01 through AN12 - the net posting fields which contain changes in the current year.
AYPC - the balance forward field contains the sum of the prior year's changes, which the system rolls into the current year.

Enter 1 in this processing option for job cost accounting. The system adds the amounts in the fields. The total of these fields is the budget amount the system uses for budget checking.

Note. The original budget cannot be spread when you enter a 1 in this processing option.

Enter 2 in this processing option for Public Sector and Not-For-Profit entities. Use this method when the system spreads an original budget to the net posting fields. The system calculates the total budget from the net posting fields to use in budget checking.

Enter 3 in this processing option for Profit entities. You enter changes to the budget in the net posting fields. The system adds the net posting fields and the original budget to determine the budget amount to use in budget checking. Use this method when an original budget is not spread to the net posting fields.

Calculation of Available Budget to Date for the Fiscal Year

Use the Period Accumulation Method processing option to specify how the system calculates the available budget.

When you enter a 1 in this processing option, the system reviews the fiscal date pattern for the company and determines the current general ledger period. The system then adds the sum of the period budget amounts from period one through the current period. The system uses this amount as the original budget for budget checking.

Enter 1 in this processing option only when you enter 2 in the Budget Total Method processing option.

Budget Review

You might want to compare the amounts you have budgeted for goods and services to the amounts that you have actually spent and to the amounts you are committed to spend in the future. For each account you can review:

The budget amount.
The actual amount you have spent.
The total amount of commitments through a certain date.
The variance between the budget amount and the amount you have spent or are committed to spend in the future.
The transactions that have affected a certain account and the journal entries that relate to a particular transaction.

Prerequisite

To work with budgets, ensure that commitments are set up and processed.

See Setting Up Commitment Tracking.

See Processing Purchase Order Commitments.

Form Used to Work with Budgets

Form Name	FormID	Navigation	Usage
Trial Balance/Ledger Comparison	W09210AA	Purchasing Inquiries (G43B112), Budget Comparison Purchasing Inquiries (G43C112), Budget Comparison	Work with budgets.

Reviewing a Budget

Access the Trial Balance/Ledger Comparison form.

Ledger Type 1	Enter a value from user-defined code (UDC) 09/LT that specifies the type of ledger, such as AA (Actual Amounts), BA (Budget Amount), or AU (Actual Units). You can set up multiple, concurrent accounting ledgers within the general ledger to establish an audit trail for all transactions.
LT 1 Thru Date (ledger type 1 through date)	Enter a date that identifies the financial period to which the transaction will be posted. You define financial periods for a date pattern code that you assign to the company record. The system compares the date that you enter on the transaction to the fiscal date pattern assigned to the company to retrieve the appropriate fiscal period number, as well as to perform date validations.
Level Of Detail	Enter a number used to summarize and classify accounts in the general ledger by level of detail. Level 9 is the most detailed and Level 1 is the least detailed. Levels 1 and 2 are reserved for company and business unit totals. Levels 8 and 9 are reserved for job cost posting accounts in the JD Edwards EnterpriseOne Job Cost system. Examples of the other levels are: 3: Assets, Liabilities, Revenues, Expenses. 4: Current Assets, Fixed Assets, Current Liabilities, and so on. 5: Cash, Accounts Receivable, Inventories, Salaries, and so on. 6: Petty Cash, Cash in Banks, Trade Accounts Receivable, and so on. 7: Petty Cash - Dallas, Petty Cash - Houston, and so on. 8: More Detail. 9: More Detail. Do not skip levels of detail when you assign a level of detail to an account. Nonsequential levels of detail cause rollup errors in financial reports.
Variance Period Balance	Enter a number that identifies the amount that the system will add to the account balance of the associated account number. Enter credits with a minus sign (-) either before or after the amount.
Ledger 1 Period Balance	Enter a number that identifies the amount that the system will add to the account balance of the associated account number. Enter credits with a minus sign (-) either before or after the amount.

Working with Orders on Hold

This section provides an overview of orders on hold, lists a prerequisite, and discusses how to:

Enter order holds.
Set processing options for Held Order Release (P43070).
Release order holds.

Understanding Orders on Hold

You can place an order on hold to prevent it from being processed. You might place an order on hold for reasons such as:

You have yet to settle prices and terms with the supplier.
You are not sure if you want to use the supplier.
The supplier's minimum order amount is not being met.
The order exceeds the budget.

You cannot print or receive orders on hold. You must release the hold to continue processing the order. To release an order on hold, you must have the correct password.

When you place an order on hold, you prevent it from being processed. You might want to put an order on hold if you have yet to reach price negotiations with the supplier or if the order exceeds budget.

There are two types of order holds: budget holds and regular holds. Budget holds are for orders that exceed the budget. Regular holds are for all other holds.

Prerequisite

Set up hold codes and assign a responsible individual to each hold code.

Form Used to Work with Orders on Hold

Form Name	FormID	Navigation	Usage
Work With Held Orders	W43070A	Order Generation/Approve/Release (G43A13), Release Held Orders Order Generation/Approve/Release (G43B13), Release Held Orders (Budget) Order Generation/Approve/Release (G43D13), Release Held Orders	Work with held orders.

Entering Order Holds

You can put an order on hold one of three different ways:

Assign a hold code to the order on the order entry form.
Assign a hold code to a supplier on purchasing instructions so that each time you enter an order for the supplier the system assigns the hold code to the order.
Specify a budget hold code in the processing options for the Enter Orders program.

If budget checking is activated, the system assigns the hold code to orders when detail lines exceed budget.

Setting Processing Options for Held Order Release (P43070)

Processing options enable you to specify the default processing for programs and reports.

Defaults

These processing options enable you to enter default information that the system uses for held order release processing.

1. Order Type

Enter a value from UDC 00/DT that identifies the type of document. This code also indicates the origin of the transaction. JD Edwards EnterpriseOne has reserved document type codes for vouchers, invoices, receipts, and time sheets, which create automatic offset entries during the post program. (These entries are not self-balancing when you originally enter them.) These document types are defined by JD Edwards EnterpriseOne and should not be changed:

P: Accounts Payable documents.

R:Accounts Receivable documents.

T: Payroll documents.

I: Inventory documents.

O: Purchase Order Processing documents.

J: General Accounting/Joint Interest Billing documents.

S: Sales Order Processing documents.

2. Release Code

Enter a value to specify the release code at the time the held order was released.

Display

These processing options enable you to control the types of information that the system displays.

1. Enter a '1' to display SO's, else display PO's

Enter a value to specify the type of order displayed. Values are:

Blank: Display purchase orders.

1: Display sales orders.

2. Enter 'Y' to display previously released orders

Enter a value to display previously released orders. Values are:

Y: Display previously released orders.

Versions

These processing options control which version the system uses when you call other programs from the Held Order Release program. You can define different versions in accordance with the business processes.

1. Sales Order Entry (P4210)	Specify the version of Sales Order Entry. If this processing option is left blank, the ZJDE0001 version will be used.
2. Purchase Order Entry (P4310)	Specify the version of Purchase Order Entry. If this processing option is left blank, the ZJDE0001 version will be used.
3. Print Pick Slip (R42520)	Specify the version of Print Pick Slip. If this processing option is left blank, the ZJDE0001 version will be used.
4. Ship and Debit (R45100)	Specify the version of Ship and Debit. If this processing option is left blank, the ZJDE0001 version will be used.
5. Manufacturing Work Order (P48013) (Applicable to Release of Sales Orders only)	Specify the version of Manufacturing Work Order. If this processing option is left blank, the ZJDE0001 version will be used.

Process

These processing options enable you to control how the system processes information.

1. Automatic printing of Pick Slip	Enter a value to specify the printing of pick slips. Values are: 1: Print pick slips.
2. Enter the release status code of the work order	Enter a value from UDC 00/SS that describes the status of a work order, rate schedule, or engineering change order. Any status change from 90 through 99 triggers the system to automatically update the completion date.
3. Ship and Debit Processing	Specify whether the system uses subsystem processing or batch processing (R45100) to identify and adjust ship and debit agreements when you run the Release Held Orders program. Values are: Blank: Do not use subsystem processing or batch processing. 1: Use subsystem processing. 2: Use batch processing.
4. Parent or Ship To Credit Hold Release Processing (Sales Only)	Specify if the system allows users to inquire-and-release credit hold sales orders by parent or ship to address numbers (sales only). Values are: Blank: Do not allow inquire-and-release by parent or ship to address. 1: Allow inquire-and-release by parent or ship to address.

Warehouse

These processing options enable you to enter warehouse information.

1. Enter the request processing mode

Indicates whether a controlled update record has been processed as requested, updated, or rejected. Values are:

Blank: The record has been requested for approval.

0: The record requested for approval has been rejected.

1: The record requested for approval has been updated to the master file.

2. If processing pick requests using the subsystem, enter the version

Enter the version the system will use.

3. Override next status for sales order lines for which requests have been generated

Specify a value.

Prepayment

These processing options enable you to enter prepayment information.

1. Release Authorization Hold and Advance Prepayment Status.	Specify whether the system releases the authorization hold and advances the status. The system can release the authorization hold only if authorization has been received.
2. Release Settlement Hold and Advance Prepayment Status.	Specify whether the system releases the settlement hold and advances the status. The system releases the settlement hold only when settlement has been received.

Releasing Order Holds

Access the Work With Held Orders form.

To have the system process an order that has been put on hold, you must release the hold. You can review all holds on a certain order and select the holds that you want to release.

For budget holds, you can review the budget before releasing budget hold orders by accessing Trial Balance/Ledger Comparison from the Release Held Orders (Budget) program. Note that you cannot use Release Held Orders (Budget) to release an order on budget hold if the order is assigned an approval route. In that case, you must use the Approval Review program to approve and release the order.

Working with Log Information

This section provides an overview of log information, lists prerequisites, and discusses how to:

Set processing options for Logs Entry (P4305).
Enter log information.
Run the log report/update.
Set processing options for Log Report/Update (R43300).
Copy information from a model log.

Understanding Log Information

Log information is supplemental to the information contained in an order. It includes details such as submittals and transmittals. A submittal is information that you need to receive from a subcontractor or supplier, for example, proof of insurance and licensing. A transmittal is information that you need to send to a subcontractor or supplier, such as permission to proceed. Logs can also include information relevant to the order such as meeting dates, notes, and so forth.

Checks and balances are put into place during the progress payment function to enforce compliance with the logs. You can assign dates to log information so that the system issues an outstanding submittal warning when you try to make payments before you receive all of the submittals. For example, if you require a subcontractor or supplier to submit insurance information to you before you make a payment against the order, you can specify for outstanding submittal warnings. The system then warns you if you try to make a payment before you receive the information. Thus, a hold code is placed on the payment until the requirement is satisfied.

You can enter new log information into a contract, or you can copy log information into an order from a model log. A model log is a set of standard log information that you can copy into the contracts and then modify for each contract. The copy feature saves you time when you have log information that is duplicated across many orders.

Log information is typically specific to the vendor and not on a contract-by-contract basis. However, bonding can be at a job or contract level. Logs can be entered and modified at multiple hierarchical levels. Log details can be added at an individual contract level or at global levels, such as company, subcontractor, project, or job. These individual levels can then be activated or deactivated based on the business process.

Entry of logs is available from contract entry as well as any time during the project. The logs and hierarchies are maintained in the Log Master table (F4305).

You can view log details through multiple online views and reports. You can search and view all levels of a hierarchical log with the Logs Entry program (P4305) by setting the processing options to specify the contract type and log view options. You can use the Log Hierarchy Constants program (P4304) to review any outstanding logs.

The F4305 Logs Report program (R43050) prints logs at different hierarchies for you to review. The Logs (F4305) Report/Update program (R43540) allows you to specify whether you want to print and review associated text and contract management reports when running the report. You can also specify whether the system changes the log status code. You can also use the Order Detail Print report (R4401P) to print contract details for the logs at either all hierarchical levels, or on just the contract level.

If you are currently using the Log Master Revisions program (P4303) for single level logs at the contract level, data is stored in the Log Master table (F4303). You can run conversion programs and use the hierarchal logs feature.

Note. You can use either the Log Master Revisions program (P4303) or the Logs Entry program (P4305) to create and maintain log information. You cannot use both log programs in the system. Purchase Order Entry and Voucher Match read UDC 40/VF and call the Log Master Revisions or Logs Entry program based on the setting in the UDC.

Prerequisites

Before you can use hierarchical logs, you must:

Set up log hierarchy levels in UDC 43/LL.
Activate log hierarchy levels in the Log Hierarchy Constants program (P4304).
Activate log functionality in UDC 40/VF.
Set up log view options in UDC 43/VO.

See Setting Up Hierarchical Logs.

Forms Used to Work with Log Information

Form Name	FormID	Navigation	Usage
Work With Order Headers	W4310I	Purchase Order Processing (G43A11), Enter Purchase Orders	Work with order headers. Note. The Order Header form appears only if the Header Display processing option on the Processing tab on the Enter Purchase Orders program is set to display the header form first.
Work With Order Details	W4310G	Purchasing Inquiries (G43A112), Open Orders	Work with order details.
Work With Logs	W4305A	Select an order on the Work With Order Headers form, and then select Log Details from the Row menu.	Enter log information. Review log details.
Work with Model Logs	W4303B	Purchase Order Processing (G43A11), Order Log Revisions Enter an order on the Log Details form, and select Model Log from the Form menu. Subcontract Processing (G43D11), Order Log Revisions Enter an order on the Log Details form, and select Model Log from the Form menu.	Copy log information from a model log. Access model logs, which contain standard log information that you can copy into the orders. Note that before you use the Work with Model Logs form, you must create model log information.

Setting Processing Options for Logs Entry (P4305)

Processing options enable you to specify the default processing for programs and reports.

Default

1. Contract Type

Specify the type of contract.

Certain document type codes are reserved for vouchers, invoices, receipts and time sheets, which create automatic offset entries during the post program.

You must enter a value that has been set up in UDC 00/DT.

2. Log View Option

Specify the default for the Log View option.

You must enter a value that has been set up in UDC 43/VO.

Versions

Specify which version of the Voucher Match program (P4314) the system uses.

1. Progress Payments (P4314)

Specify the version of Progress Payments (P4314) that the system uses to determine how to display open and outstanding logs.

Entering Log Information

Access the Work With Order Headers or the Work With Order Details form.

Enter log information to identify information that is relevant to an order. The system provides you with multiple detail lines in which you can enter log information. After you enter log information, you can enter descriptive text for each line item within the log. You can also delete any of the log information for a contract.

Status Code

Enter a code that specifies whether the requirements for the log line have been satisfied. Values are:

Blank: The requirements have not been satisfied, the log line is not active, or no status is required.

Y: The requirements have been satisfied.

N: The requirements have not been satisfied.

Pay Effect

Enter a code that indicates whether the submittal requirement is of such importance that regular payments to the subcontractor can be suspended if the submittal requirement is not properly satisfied. This code is normally used in conjunction with submittal log entries. Values are:

Y: Issue warning messages if log requirements are not met.

N: Do not issue warning messages.

If Pay Effect is set to Y, various warning messages can appear during progress payment entry when outstanding log requirements exist.

The outstanding log warning is set up in the Pay Effect field. For an outstanding log warning to occur, the status of the log must be N, the Pay Effect field must be set to Y, and the required and expired dates must be earlier than the system date. The system also checks for all log types in the Outstanding Log Types UDC (43/OL).

Running the Log Report/Update

Select Subcontract Reports (G43D111), Log Report/Update.

You can run the Log Report/Update to update the value of the Pay Effect field in the F4303 table. The report displays this information:

Log items and text that relate to a contract.
Submittal and transmittal status information.

When you run the report, you can specify whether to update the status of expired logs to not complete, which creates an outstanding submittal warning. You can review the information on the report to determine whether to post payments against contracts that have expired logs.

Setting Processing Options for Log Report/Update (R43300)

Processing options enable you to specify the default processing for programs and reports.

Print Options

Change Log Status

Specify whether you want the system to change unsatisfied, expired logs that have a Pay Effect of Y to a Status of N. Values are:

1: Change unsatisfied, expired logs that have a Pay Effect of Y to a Status of N.

Blank: Do not update the status of the logs.

Print Contract Management Report

Specify whether the system prints a contract management report. If left blank, no report will print. Values are:

1: Print.

Blank: Do not print.

Print Associated Log Text

Specify whether the system prints associated log text. Values are:

1: Print.

Blank: Do not print.

Copying Log Information from a Model Log

Access the Work with Model Logs form.

Note. You can use both the Log Master Revisions program (P4303) and the Logs Entry program (P4305) with model logs.

Printing Orders by Batch

This section provides an overview of batch printing and discusses how to:

Print by batch.
Set processing options for Purchase Order Print (R43500).

Understanding Batch Printing

After you enter orders, you can print them to review the orders and then send them to the appropriate suppliers. The system prints the orders in the language that is specified for the supplier in the supplier master table.

You can also print orders to a work file, which enables you to customize the report. Before you customize a report, you must retrieve the appropriate address information and attachments or notes.

You cannot print orders on hold.

You can print orders by batch so you can review the orders and then send them to the appropriate suppliers.

Use the processing options to specify which information prints on orders. You can have the system print:

Taxes.
Open item information only.
Supplier item numbers.
Foreign and domestic currencies.
Exchange rates (for foreign currency users).
Messages.

The system can automatically print adjustments on the report if you set the Price Picklist field to print prices and adjustments when you define the purchasing instructions.

Printing by Batch

Select Purchase Order Processing (G43A11), Print Purchase Orders.

Setting Processing Options for Purchase Order Print (R43500)

Processing options enable you to specify the default processing for programs and reports.

Status Codes

These processing options enable you to specify the range of status codes that you want the system to update when you print purchase orders, and whether you want the system to update the status codes.

1. Next Status Code From (optional)	Specify the start of the status code range that you want the system to update. You must use a UDC (40/AT) that has been set up on the Order Activity Rules form for the order type and line type that you are using.
2. Next Status Code Thru (required)	Specify the end of the status code range that you want the system to update. You must use a UDC (40/AT) that has been set up on the Order Activity Rules form for the order type and line type that you are using.
3. Next Status Code Override (optional)	Specify the next status code that you want the system to update. The override status is another allowed step in updating status codes. You must enter a UDC (40/AT) that has been set up on the Order Activity Rules form for the order type and line type that you are using.
4. Status Update	Specify whether the system updates the status on an order. Status codes are UDCs (40/AT) that you set up on the Order Activity Rules form for the order type and line type that you are using. Values are: Blank: Update to the next status. 1: Do not update to the next status. 2: Update next status of all lines, but only print lines that have been changed. If no lines have been changed, then all lines will print.

Tax Information

This processing option enables you to specify the tax information that the system includes when printing a purchase order.

1. Print Tax

Specify the tax information that the system includes when printing a purchase order. Values are:

1: Tax information prints by group.

2: Tax information prints by area.

3: Tax information prints by authority.

Report Display

These processing options enable you to select the information that the system includes in the report, such as quantities and amounts, exchange rates, global messages, and notes.

1. Quantity & Amount Display	Specify whether the system prints the original quantity and amount or the open quantity and amount. Values are: Blank: Print original quantity and amount. 1: Print open quantity and amount.
2. Exchange Rate Display	Specify whether the system prints the exchange rate. Values are: Blank: Do not print the exchange rate. 1: Print the exchange rate.
3. Global Message to be printed	Specify the text messages that you want the system to print on each order. Examples of text messages are engineering specifications, hours of operation during holiday periods, and special delivery instructions. Text messages are UDCs that are set up in 40/PM.
4. Purchase Order Note Display	Specify whether the system prints the purchase order note. Examples of notes are the name of the individual who placed the order, the buyer responsible for procuring the items and services on the order, the company responsible for delivering the order, confirmation numbers and job numbers. Values are: Blank: Do not print the purchase order note. 1: Print the purchase order note.
5. Report Heading Display	Specify whether to suppress the printing of the report title and company name when you use preprinted forms. Values are: Blank: Print the default report title and company name. 1: Do not print the report title and company name.
6. Purchasing Agent Name Display	Specify whether the system prints the purchasing agent on the purchase order. Values are: Blank: Do not print the purchasing agent name on the purchase order. 1: Print the purchasing agent name on the purchase order.

Item Number Display

These processing options enable you to specify how the system displays item numbers.

1. Item No. Display

Specify whether the system prints either The item number only or both The item number and the supplier's item number. Values are:

1: Print only the item number.

2: Print both the item number and the supplier's item number.

2. Enter Cross Reference Type

Specify the type of cross-reference that the system uses when printing a supplier's item number. The system stores the cross-reference information in the F4013 table.

Cross-reference information is UDCs that are set up in 41/DT.

Order Revision

These processing options enable you to specify both the order revisions that the system prints and which order lines appear.

1. To print Order Revision

Specify whether the system prints a specific order revision, the entire purchase order, or the latest order revision. To print a specific order revision, enter the order revision number. Other values are:

Blank: Print the entire purchase order.

*: Print the latest order revision.

2. Lines for a Revision

Specify whether the system prints only revised order lines or all order lines. Values are:

Blank: Print only revised lines for a revision.

1: Print all lines on the order for a revision.

Currency

This processing option enables you to specify whether the system prints amounts in domestic or foreign currency.

1. Amount Display

Specify whether the system prints amounts in domestic or foreign currency. Values are:

Blank: Print amounts in domestic currency.

1: Print amounts in foreign currency.

EDI

These processing options enable you to specify which Electronic Data Interchange (EDI) information the system displays.

1. EDI Processing Selection	Specify whether the system prints a purchase order or uses EDI processing or both. Values are: Blank: Print purchase order only. 1: Print purchase order and create output to EDI. 2: Use EDI processing only.
2. EDI Transaction	Specify whether the system enters the EDI transaction as a purchase order or a quote order. Values are: 1: Enter the EDI transaction as a purchase order. 2: Enter the EDI transaction as a quote order.
3. EDI Document Type	Specify the EDI document type that the system creates in an EDI transaction. In a non-EDI environment, the document type would be consistent with the order type (DCTO) assigned at order entry time, an invoice document type, a voucher document type, and so on.
4. EDI Transaction Set Number	Specify how the system categorizes the type of EDI transaction.
5. EDI Transaction Format	Specify a specific mapping structure used to process both inbound and outbound EDI transactions. This option does not apply to non-EDI transactions.
6. Trading Partner ID (trading partner identification)	Specify the party with whom you are trading documents in this EDI transaction.
7. Transaction Set Purpose	Specify the purpose of the transaction set. Transaction set purpose codes are UDCs that you set up in 47/PU when you send and receive EDI documents. The system uses the action code each time the Transaction Set Purpose field appears in a table.
8. EDI Shipping Schedule Message	Specify whether the system creates an EDI shipping schedule message. Values are: Blank: Do not create an EDI shipping schedule message. 1: Create an EDI shipping schedule message.
9. Shipping Schedule Qualifier	Specify a shipping schedule qualifier. Shipping schedule qualifier codes identify the type of date used when defining a shipping or delivery time in a schedule or forecast. You can enter a valid qualifier value or leave the option blank. Values are: Blank: The system uses Kanban. AB: Authorized delivery-based. AS : Authorized shipment-based. BB: Production-based. DL: Delivery-based. JS: Buyer production sequence schedule. KB: Kanban signal. PD: Planned delivery. PS: Planned shipment. SH: Shipment-based. ZZ: Mutually defined.

Versions

These processing options enable you to customize the printed purchase orders.

1. Print Option

Specify whether the system routes the purchase order information to a workfile and launches a second UBE to read the workfile, and prints the purchase order. For example, use this option when you need to customize the layout of the Purchase Order Print program.

The Print Purchase Orders program (R43500) processes the orders and performs the necessary logic (such as calculating taxes). Values are:

Blank: Launch the Purchase Order Print program (R43500).

1: Launch a secondary UBE.

If you leave this option blank, the system will not route the purchase order information to a workfile and will not launch a second UBE.

2. Name of 2nd UBE

Works in conjunction with the Print Option processing option. Specify the name of the second UBE program to be launched. If you leave this option blank, the system launches the default Print Purchase Order Print program (R43501).

3. Second UBE Version

Define the version that the system uses when you use the Purchase Order Print program (R43501). Enter a valid version or leave this option blank. If you leave this option blank, the system uses the ZJDE0001 version.

When you select a version, review the version's processing options to ensure that the version meets the needs.

If you set the Print Option processing option to 1 and leave the Name of 2nd UBE processing option blank, the system uses the default Print Purchase Orders program (R43501).

Printing Orders Individually

This section provides an overview of individual order printing and discusses how to print on demand interactively.

Understanding Individual Order Printing

You can print orders individually so you can review them before sending them to the appropriate suppliers. If you have set the processing options in Order Entry for the system to store purchase order information for Electronic Data Interchange (EDI), you can send the orders to the suppliers using the JD Edwards EnterpriseOne Electronic Data Interchange system.

You can have the system print three types of messages on an order:

Print messages
Attachments
Global messages

You create print messages using the Purchase Orders program (P4310). After you create a print message, you can assign it to an order or detail line during order entry.

You use processing options in Order Entry to specify whether attachments print. You can assign an attachment to an order or to detail lines during order entry.

You also use processing options to specify whether global messages print. Global messages always print at the top of orders.

Printing orders is usually a step in the sequence of processing orders. You set up these steps in Order Activity Rules. Once you print an order, you can have the system move the order to the next step in the process, or you can leave the order where it is so that you can print it again. You use processing options in Order Entry to specify whether the system updates status codes for orders after they print.

You might want to print orders twice, once to review the orders and again to update status codes. You can access these two versions of the print program through the processing options for Order Entry:

Print Purchase Orders
Reprint Purchase Orders

You might want to use one version to review orders and the other to update status codes for orders.

If you print an order that is on hold, the system prints a blank page.

Forms Used to Print Orders Individually

Form Name	FormID	Navigation	Usage
Work With Order Headers	W4310I	Purchase Order Processing (G43A11), Enter Purchase Orders	Work with order headers.
Order Detail	W4310A	On the Work With Order Headers form, select an order and then select Detail Revision from the Row menu.	Revise order details.
Printer Selection	W986162B	Select a detail line on the Order Detail form, and select Print Order from the Form menu. Select an order on the Work With Order Headers form, and then select Print Order from the Row menu.	Specify how to print an order.

Printing on Demand Interactively

Access the Work With Order Headers form.

Working with Order Information

You can review open order information and print a variety of reports that contain information about orders.

This section provides an overview of order-related tasks and discusses how to:

Review financial status information.
Print order detail information.
Set processing options for Order Detail Print (R4401P).

Understanding Order-Related Tasks

You can review information about orders by accessing forms in the software and by viewing reports.

Open-Order Review

Before you enter an order, you might want to determine if an item is currently on order. You can review open orders, which are orders that contain items and services that you have yet to receive. You can specify the order number, supplier, item, account number, and so on for the open detail lines you want to review.

You also can review open quantities for purchase orders, requisitions, blanket orders, and so forth by choosing the type of order for which you want to review detail lines.

You can review additional information for each open detail line that appears, including the quantity ordered, the quantity open, the quantity received, and the quantity for which vouchers have been created. You can also access address numbers, dates, and tax information.

As If Currency Review

Regardless of whether you enter a purchase order in a domestic or foreign currency, you can review amounts as if they were entered in a different currency. As-if currency processing enables you to review purchase orders as if they were entered in a currency other than the currency in which they were actually entered. For example, a Canadian company that enters a foreign currency purchase order in the euro can review the purchase order amounts as if they were entered in the Japanese yen (JPY), and then compare the JPY amounts to the domestic (CAD) and foreign (EUR) currency amounts.

One of the advantages of as if currency processing is that it does not affect disk space. The as-if currency amounts are not written to a table; instead, they are stored in temporary memory. Although this has no effect on disk space, it can affect processing time.

To review purchase order amounts in an as-if currency, you must enter a default currency code and an exchange rate date in the processing options for the Purchase Orders program (P4310). This data activates the As If Currency field on the Work with Order Details form.

The system retrieves the exchange rate from the F0015 table and calculates the as-if currency amounts based on the base (domestic) currency of the purchase order. Because of fluctuating exchange rates, the as-if currency amount you are reviewing might not be the same amount as the actual voucher or payment.

Change Order Review

After you enter a change order, you might need to review all of the changes. You can specify criteria such as the order number, supplier, item, and account number for the change order you want to review.

You can review additional information for each change order that appears, including the quantity ordered, the quantity open, the quantity received, and the quantity for which vouchers have been created. You can also access address numbers, dates, and tax information.

Summary and Detail Information Review

You can review summary information for an order, including items, account numbers, order quantities, prices, and extended volumes and weights. You can also review the total tax and dollar amount for the entire order.

You can review a detailed summary of information about an order or change order. For example, you can review information about vouchers, retainage, or changes made to an order.

Financial Status Review

You can review up-to-the-minute details of the financial status information for any order. You can also review the financial details of any progress payment voucher that relates to an order.

Financial status information includes:

Order details
Amount units billed
Amount paid
Amount retained
Amount units open

If you have multicurrency turned on, you can review financial information in foreign or domestic currency using the Foreign option on the Work With Financial Status Inquiry form. The system automatically converts the amounts based on the exchange rate that you specify.

Forms Used to Work with Order Information

Form Name	FormID	Navigation	Usage
Work With Order Details Work With Contract Detail	W4310G	Purchasing Inquiries (G43A112), Open Orders Subcontract Inquiries (G43D112), Open Orders	Work with order details. Open specific orders to review.
Additional Selection Criteria	W43041F	On the Work With Order Details form, select Added Selections from the Form menu.	Enter additional selection criteria.
Purchase Order Detail Inquiry	W430301C	Select a detail line on Work With Order Details, and then select Order Detail from the Row menu.	Review additional information for an open detail line.
Order Detail	W4310A	Select an order on the Work With Order Details form, and then select Change Orders, View All Chg Order from the Row menu.	Review change orders.
Order Entry - Summary Order Information	W430114A	Select an order on the Work With Order Details form, and then select Order Summary from the Row menu.	Review order summary information.
Order Recap	W4310C	Select an order on the Work With Order Details form, and then select Order Recap from the Row menu.	Review order detail information.
Work With Financial Status Inquiry	W44200A	Select an order on the Work With Order Details form, and then select Financial Status from the Row menu.	Review financial status information.
Supplier Ledger Inquiry	W0411G	On the Work With Financial Status Inquiry form, select Supplier Ledger from the Form menu.	Access voucher information.

Reviewing Financial Status Information

Access the Work With Financial Status Inquiry form.

Document Number	Enter a number that identifies the original document, such as a voucher, invoice, or journal entry. On entry forms, you can assign the document number or let the system assign it using the Next Numbers program (P0002). Matching document numbers (DOCM) identify related documents in the JD Edwards EnterpriseOne Accounts Receivable from Oracle and JD Edwards EnterpriseOne Accounts Payable systems. Examples of original and matching documents are: Accounts Payable Original document - voucher Matching document - payment Accounts Receivable Original document - invoice Matching document - receipt Note that in the JD Edwards EnterpriseOne Accounts Receivable system, these transactions simultaneously generate original and matching documents: deductions, unapplied receipts, chargebacks, and drafts.
Doc Co (document company)	Enter a number that, with the document number, document type, and general ledger date, uniquely identifies an original document, such as an invoice, voucher, or journal entry. If you use the Next Numbers by Company/Fiscal Year feature, the Automatic Next Numbers program (X0010) uses the document company to retrieve the correct next number for that company. If two or more original documents have the same document number and document type, you can use the document company to locate the desired document.
Doc Type (document type)	Enter a value from UDC 00/DT that identifies the origin and purpose of the transaction. The system reserves several prefixes for document types, such as vouchers, invoices, receipts, and timesheets. The reserved document type prefixes for codes are: P: Accounts payable documents. R: Accounts receivable documents. T: Time and pay documents. I: Inventory documents. O: Purchase order documents. S: Sales order documents.
Invoice Date	Enter the date of the supplier's invoice to you.
G/L Date (general ledger date)	Enter a date that identifies the financial period that the transaction will be posted to. The company constants table for general accounting specifies the date range for each financial period. You can have up to 14 periods.
Due Date	Enter the date the discount is due. If there is no discount, the system displays the net due date in this field. If you leave this field blank during voucher entry, the system calculates the due date using the invoice date and the payment terms code. If you leave the Payment Terms field blank, the system calculates the discount due date and net due date based on the payment terms you specified for the supplier on the Supplier Master Revision form. The net due date does not appear on the voucher entry forms. It is calculated or assigned by the system based on the value entered in the Discount Due Date field. If the Discount Due Date field is blank, the system calculates it and the net discount date. If you enter a discount due date manually, the net discount date is assigned the same date. If you change the discount due date to a value other than blank after the net due date is calculated or assigned, the net discount date calculated previously is not changed.
Gross Amount	Enter a value that specifies the total amount of the invoice or voucher pay item. The gross amount might include the tax amount, depending on the tax explanation code. The system does not decrease the gross amount when payments are applied. When you void a transaction, the system clears the Gross Amount field.

Printing Order Detail Information

Select Purchasing Reports (G43A111), Print Order Detail.

Setting Processing Options for Order Detail Print (R4401P)

Processing options enable you to specify the default processing for programs and reports.

Display

1. Log Information

Specify whether the system prints the log information associated with subcontracts. Values are: