18 Purchase Order Entry
This chapter contains these topics:
18.1 About Purchase Order Entry
This chapter describes how the setup activities function for the Procurement Management system. When you enter purchase orders, you can either enter the tax explanation code and tax rate/area for each purchase order or, if you have set up this default information for your suppliers (as described in the chapter Default Codes/Rates), the system automatically displays the information.
This chapter describes tax information for the Enter Purchase Orders and the Match Voucher to Open Receipt programs. The following describes when to use which program.
-
Enter Purchase Orders. You can use this program to enter inventory and non-inventory items, requisitions, bids, purchase orders, subcontracts, and so on. With processing options, order activity rules, and line types, you can design the type of display you need.
You can view tax information for:
-
Suppliers, in Enter Purchase Orders header
-
Items on the order, in Purchasing Information (accessed using the Purchase Order Detail program)
-
Tax calculations for the entire order, in Summary Information
-
-
Match Voucher to Open Receipt. You can use this program for both inventory and non-inventory environments. For inventory-based environments, you can use this program to match or clear inventory already received but not yet vouchered and also to create A/P vouchers and journal entries. For non-inventory-based environments, you can use this program to record receipts against purchase orders or subcontracts and to create A/P vouchers and journal entries.
Note:
Before you can voucher inventory receipts, you must record the receipts. You can use either the Enter Receipts by PO or the Enter Receipts by Item programs. Both programs have processing options to display formats for entering receipts by purchase order, receipts by item, or receipts by general ledger account. You can select these programs from the Purchase Order Processing menu (G43A11).18.2 Entering Purchase Orders
From Distribution Logistics Systems (G4), choose Procurement
From Procurement (G43), choose Stock Based
From Stock Based (G43A), choose Purchase Order Processing
From Purchase Order Processing (G43A11) choose Enter Purchase Orders
You can use the Enter Purchase Orders program to enter requisitions, bids, purchase orders, and subcontracts. With processing options, order activity rules, and line types, you can design the type of display you need.
When you enter purchase orders, you can view tax information with three programs:
-
The Enter Purchase Orders header program displays the tax explanation code and tax rate/area fields for the supplier.
-
The Purchase Order Detail program displays the taxable field. From this program, you can access Purchasing Information and view the tax explanation code and tax rate/area fields for individual items on the order.
-
The Order Summary Information program displays the amount taxable and the tax amount that the system calculated for the order.
To Enter Tax information on Purchase Orders (P4310)
You can use the Enter Purchase Orders program to add, change, or inquire about purchase orders.
The Enter Purchase Orders header screen displays the tax explanation code and tax rate/area fields. You can either enter values in these fields or let them populate from the Supplier Master Information.
Processing options control which order entry screens display, and their order.
-
In this example, your processing options are set to display header information first.
-
If your options are set to display detail information first, use the PO Header function (F15) to display the header information and tax information fields.
On Order Heading Information
Figure 18-1 Order Heading Information screen
Description of "Figure 18-1 Order Heading Information screen"
-
Complete the following fields, as needed:
-
Tax Expl Code
-
Tax Rate Area.
-
-
Press Enter save your header information and Access the Purchase Order Detail program
-
Complete the following fields:
-
Item Quantity
-
Quantity
-
-
Press Enter to save your record.
Note:
The Purchase Order Detail program displays items in the order. The screen above shows the Item, Quantity, Cost format. If you need more information about the program, fields, or formats, see the JD Edwards World Procurement Guide.
To view the tax explanation code and tax rate/area fields for an item
On Enter Purchase Orders
-
Inquire on your Purchase Order.
-
Enter 1 in the following field for the item:
-
O (Option) field
-
-
Press Enter to display Purchasing Information.
Figure 18-3 Purchasing Information screen
Description of "Figure 18-3 Purchasing Information screen"
-
Review the following fields, as needed:
-
Tax Expl Code
-
Tax Rate/Area
-
-
Press F3 to return to the Purchase Order Detail program.
To view summary tax information
The Order Summary Information program displays the amount taxable and the system-calculated tax amount. This display indicates how the system calculated the taxes for the entire order. If the order has items that are taxed at different rates, the system calculates the taxes and prints N/A (not applicable) instead of a tax rate.
Figure 18-4 Order Summary Information screen
Description of "Figure 18-4 Order Summary Information screen"
Access the Order Summary Information program in one of the following ways:
If you first display the Enter Purchase Orders header screen, press Enter. The Purchase Order Detail screen appears. Use the Exit to PO Summary function (F6) to display the Order Summary Information screen.
If you first display the Purchase Order Detail screen, use the Exit to PO Summary function (F6) to display the Order Summary Information screen.
To override tax default values
Depending on your intentions, you will use different programs to override the tax defaults.
-
To change tax information for all items on an order, use the Enter Purchase Orders Header program
-
To change tax information for a single item on an order (such as changing an item to an exempt status), use the Purchasing Information program
To enter a purchase order header
-
Replace the default values with new values in the following fields:
-
Tax Explanation Code
-
Tax Rate/Area fields
-
-
Press Enter.
The system will recalculate the taxes due.
To change tax information for a single item on a PO
To change tax information for a single item on an order (such as changing an item to an exempt status), access the Purchasing Information program from the Purchase Order Detail screen.
-
Replace the default values with new values in the following fields:
-
Tax Explanation Code
-
Tax Rate/Area fields
-
-
Press Enter.
The system will recalculate the taxes due.
18.2.1 Entry with Tax Defaults
If you have set up default values for tax information (tax explanation code and tax rate/area) for a supplier in Supplier Master Information, it displays when you enter a purchase order for that supplier.
After you enter purchase order information, the system automatically displays the default tax explanation code and tax rate/area on the Enter Purchase Orders header screen. It displays the same default tax explanation code and tax rate/area for items on the order on the Purchasing Information screen.
18.2.2 Automatic Loading of Header Values to Detail Lines
When the processing option is set to load header values to the detail lines, and you change tax information on the Enter Purchase Orders header screen, the system changes:
The tax explanation code and tax rate/area for the header
The tax explanation code and tax rate/area for the detail items on the order
Note:
When you use the Purchasing Information program and view individual items, they will all have the same tax explanation code and tax rate/area that you specified on the Enter Purchase Orders header screen.If you do not have the processing option set to load header values to the detail lines, can enter header information and then use the Update Detail Records with Header Information function (F18).
18.3 Match Voucher to Open Receipt (P4314)
From Distribution Logistics Systems (G4), choose Procurement
From Procurement (G43), choose Stock Based
From Stock Based (G43A), choose Purchase Order Processing
From Purchase Order Processing (G43A11) choose Receipts Matching & Posting
From the Receipts Matching and Posting menu (G43A15), choose Match Voucher to Open Receipt
You can use the Match Voucher to Open Receipt program to add, change, delete, or inquire on vouchers. You can use this program for both inventory and non-inventory environments.
-
For inventory environments, use this program to match or clear inventory already received but not yet vouchered and to create A/P vouchers and journal entries.
-
For non-inventory environments, use this program to record receipts against purchase orders or subcontracts and to create A/P vouchers and journal entries.
-
You can also use this program to add tax information if you did not add it at the time you entered the purchase order.
For inventory environments, you must record the receipts before you use the Match Voucher to Open Receipt program. You can use either Enter Receipts by PO or Enter Receipts by Item. Both programs have processing options to display formats for entering receipts by purchase order, receipts by item, or receipts by general ledger account. You can access these programs using the Daily Operations menu (A43A1).
The Open Receipts by Supplier inquiry program is also helpful. For each supplier, the display shows the amount received and the amount to voucher. The Open Amount field shows the amount yet to voucher.
Figure 18-5 Match Voucher to Open Receipt screen
Description of "Figure 18-5 Match Voucher to Open Receipt screen"
The Match Voucher to Open Receipt program has tax information in several places.
-
The tax explanation code and tax rate/area in the upper portion of the screen are the defaults from the purchase order header.
-
The tax explanation code and tax rate/area in the detail area of the lower portion of the screen are those for each item on the purchase order.
Processing options control how your screens appear. The information on the screen will differ depending on how you define the options. If you need more information about the program, fields, or formats, see the JD Edwards World Procurement Guide
If you have set up tax information (tax explanation code and tax rate/area) for a purchase order, it displays when you create a voucher for that purchase order.
After you create a voucher, the system automatically displays the default values for the tax explanation code and tax rate/area from the purchase order, and calculates the tax and taxable amount.
You can change the tax explanation code or tax rate/area on this screen. The system creates the correct entries and adjustments.
18.3.1 What You Should Know About
| Topic | Description |
|---|---|
| Tax Explanation Codes | For purchase orders, tax explanation codes V, V+, U, S, E, B, and C are valid. Tax-only codes are invalid. |
| Order Summary Information | This program shows how the system calculated taxes for the entire order. If the order has items that are taxed at different rates, the system calculates the taxes and prints N/A (not applicable) instead of a tax rate. |
| Tax Rules | For purchase orders, set the System field to 2 on the Tax Rules by Company program. The tolerance percentages and tolerances amounts are not used. The method for calculating tax on gross and the method for calculating discount on gross can be set up as needed. |
| Tax Rules | For purchase orders, set the System field to 2 on the Tax Rules by Company program. The tolerance percentages and tolerances amounts are not used. The method for calculating tax on gross and the method for calculating discount on gross can be set up as needed.
Depending on how you set up the tax rules for purchase orders, as described in the chapter Tax Rules by Company, the system might do the following:
|
| Processing Options | There are no processing options specifically for taxes. |