Creating Purchase Order Distributions

This section discusses how to:

Enter distribution information.
View distribution SUT details.
Enter distribution VAT details.
Enter distribution information directly.

Pages Used to Create Purchase Order Distributions

Page Name	Definition Name	Navigation	Usage
Maintain Purchase Order - Distributions for Schedule	PO_SCHED_DISTRIB	select Purchasing, then select Purchase Orders, then select Add/Update POs, then select Maintain Purchase Order - Purchase Order Click the Schedules button on the Maintain Purchase Order - Purchase Order page. Click the Distributions/ChartFields button from the Maintain Purchase Order - Schedules page.	Define multiple distributions for each purchase order schedule.
Item Description	PO_ITEM_DESCR2	Click the Item Description link on these pages: the Maintain Purchase Order - Distributions for Schedule page or the Distribution Sales/Use Tax Details page The item description link includes the first 30 characters of the item's description in the Transaction Item Description text box on the Item Description page.	Enter and view descriptions for a specific item.
Multiple SpeedCharts	RUN_POSPCHARTS_OL	Click the Multi-SpeedCharts link on the Distributions for Schedule page.	Add, append, and override speed charts for the purchase order schedule.
PO Currency Information	PO_DIST_CURR_INFO	Click the Currency link on the Maintain Purchase Order - Distributions for Schedule page. Select the Details/Tax tab.	View the date, rate, and other currency information.
Exchange Rate Detail	EXCH_RT_DTL_INQ	Click the Exchange Rate Detail link on the PO Currency Information page.	Display the rules used to calculate exchange rates for the transaction.
Requisition Details	PO_DISTRIB_REQ	Click the Requisition Details link on the Maintain Purchase Orders - Distributions for Schedule page. Select the Req Detail tab.	View the details of the requisition from which this purchase order distribution originated and clear the requisition from the distribution.
Sales/Use Tax Details for Distribution	PO_DISTRIB_SUT	Click the Sales/Use Tax Information button next to a distribution line on the Maintain Purchase Order - Distributions for Schedule page. Select the Details/Tax tab.	View sales and use tax information pertaining to this purchase order distribution.
VAT Details for Distribution	PO_DISTRIB_VAT	Click the Distrib VAT button next to a distribution line on the Maintain Purchase Order - Distributions for Schedule page. Select the Details/Tax tab.	Review the VAT details for this distribution and change the VAT transaction type.
Maintain Distributions	PO_CF_DTLS	select Purchasing, then select Purchase Orders, then select Maintain Distributions	Enter distribution information directly which enables you to maintain a purchase order distribution directly without accessing the Maintain Purchase Order - Schedules page first.

Maintain Purchase Order - Distributions for Schedule Page

Use the Maintain Purchase Order - Distributions for Schedule page (PO_SCHED_DISTRIB) to define multiple distributions for each purchase order schedule.

Navigation

select Purchasing, then select Purchase Orders, then select Add/Update POs, then select Maintain Purchase Order - Purchase Order

Click the Schedules button on the Maintain Purchase Order - Purchase Order page.

Click the Distributions/ChartFields button from the Maintain Purchase Order - Schedules page.

Image: Maintain Purchase Order Distributions for Schedule page

This example illustrates the fields and controls on the Maintain Purchase Order Distributions for Schedule page. You can find definitions for the fields and controls later on this page.

The settings of the Override and Default options on the PO Defaults page affect defaulting behavior on this page when you split distribution lines.

For example, suppose that you select the Override option, and you split 50 percent of distribution line 1 to distribution line 2, the system checks the purchase order defaults for a matching distribution line number (in this case, it is 2). If no match exists, it applies the value from distribution line 1. If no value exists on distribution line 1, the system looks to the next levels in the default hierarchy.

If you select the Default option and perform the same split, the system checks the default hierarchy first. If no values exist, the system checks the purchase order default values as described previously.

Distribute by

Select the method by which you want to allocate or charge the expense account distribution. Values are:

Amount: Select if the sum of all distribution amounts must equal the schedule amount (merchandise amount). Inventory items cannot be distributed by amount.

Quantity: Select if the sum of all distribution quantities must equal the schedule quantity.

Liquidate by

Liquidate the outstanding pre-encumbrance and encumbrance balances by amount or quantity. This field is only available on schedules that are set to distribute by quantity. Distributions that are set to distribute by amount will always be set to liquidate by amount.

Note: This field is only visible if commitment control is enabled, and you choose the Liquidate by Quantity option on the Purchasing Definition - Business Unit Options page. If commitment controlled is not installed, or you do not choose the option to liquidate by quantity on the purchase order business unit page, the budget processor balance liquidates by amount only.

SpeedChart

If you charge by amount, you can define distributions using speed charts. Speed charts are templates that contain preset distributions. Select a speed chart and accept or override the default values. If a purchase order schedule has already been vouchered, you cannot override the value in this field.

Multi-SpeedCharts

Click to access the Multiple SpeedCharts page where you can add, append, and override speed charts for the purchase order schedule.

Doc Tol Status

If document tolerance checking is enabled, the system displays the document tolerance status. The system runs the Document Tolerance process before budget checking when you click the Budget Check button, or you can run the process separately. Document tolerance checks the change in percentage or a fixed dollar amount between the purchase order and requisition at the ChartField distribution level.

Values are:

V (valid): The purchase order has passed document tolerance checking.

N (not checked): The purchase order requires document tolerance checking. If any amounts, quantities or ChartFields are modified after the document tolerance is checked, the system resets the document tolerance status to Not Checked.

E (error): Exceptions were generated for the purchase order during document tolerance checking. You can override document tolerance exceptions on the Document Tolerance Exception page.

Doc Base Amount

Displays the document base amount. This is the Amount value converted to the base currency of the purchase order. The base currency is the currency of the PeopleSoft General Ledger business unit for this PeopleSoft Purchasing business unit.

Chartfields

Status

The default distribution status is Active. This status is updated by the PO RECON process (PO_PORECON), or when a line is canceled.

Percent

Enter the distribution percentage for the line. If you distribute by amount or quantity and change either of the values, the percent is adjusted. If you change the percent, the amount or quantity is adjusted. In either case, the percent total must be 100.

PO Qty (purchase order quantity)

If you are distributing by quantity, enter a quantity.

Amount

If you are distributing by amount, enter an amount. The transaction currency of the distribution amount appears.

GL Unit (PeopleSoft General Ledger business unit)

Displays the PeopleSoft General Ledger business unit associated with the PeopleSoft Purchasing business unit.

Note: If the purchase order schedule is associated with a work order, the general ledger business unit appears by default from the work order parts template.

ChartFields

If the purchase order schedule is associated with a work order, the ChartFields will appear by default from the work order parts template if you are procuring non-inventory or description-only items.

PC Business Unit, Project, and Activity

If the purchase order schedule is associated with a work order, the project information will appear by default from the work order parts template if you are procuring non-inventory or description-only items. If you are procuring inventoried items the projects information will not be sent.

Details/Tax

Select the Details/Tax tab.

Base Amt (base amount)

Distribution amount expressed in the base currency. This amount is converted from the purchase order transaction currency to the base currency on the general ledger unit.

Commitment Control Close Flag

Displays as selected when the budget processor should fully liquidate the outstanding encumbrance when running budget checking on this purchase order.

Location

Internal destination of the item, once it is received. This can be different from the ship to location of the schedule. For instance, the ship to location of the schedule could be corporate headquarters, and the distribution location could be a particular floor's supply room.

IN Unit (inventory unit)

PeopleSoft Inventory business unit for the item. At the distribution level, if the purchase order line is for an inventory item, this field appears by default from the ship to location on the Maintain Purchase Order - Schedules page.

If the item is an inventory item and an inventory business unit is entered on the first distribution line of the schedule, the due date on the Maintain Purchase Order - Schedules page is validated against the inventory business unit calendar. This ensures that the inventory business unit is open to receive merchandise on that day. You can also enter a PeopleSoft Inventory business unit for items that are identified as stockless.

The presence of an PeopleSoft Inventory business unit value in this field causes the items to be received and putaway to the selected PeopleSoft Inventory business unit. If you do not want the items to be received into inventory, be sure to clear this value.

Consigned

If selected, the distribution contains a consignment item. If the inventory business unit is not defined, the consigned check box is clear and cannot be overridden.

This table illustrates the rules that determine the setting of the Consigned check box on this page.

Item designated as consigned on BU_ITEMS_INV?	supplier designated as consignment supplier?	Consigned check box setting	Effect
Y	Y	Selected. Consigned check box is automatically selected by default, but this setting can be overridden.	Item purchased from this specific supplier can be purchased as either a consigned item or an owned item. The item can never be purchased as solely a non-owned item.
Y	N	Clear. Consigned check box is clear by default and the setting cannot be overridden.	When purchased from this specific supplier, item cannot be purchased as a consigned item.
N	N	Clear. Consigned check box is clear by default and this setting cannot be overridden.	Item can never be purchased as a consigned item.

Item designated as consigned on BU_ITEMS_INV?

supplier designated as consignment supplier?

Consigned check box setting

Effect

Selected.

Consigned check box is automatically selected by default, but this setting can be overridden.

Item purchased from this specific supplier can be purchased as either a consigned item or an owned item. The item can never be purchased as solely a non-owned item.

Clear.

Consigned check box is clear by default and the setting cannot be overridden.

When purchased from this specific supplier, item cannot be purchased as a consigned item.

Clear.

Consigned check box is clear by default and this setting cannot be overridden.

Item can never be purchased as a consigned item.

Asset Information

Select the Asset Information tab.

Note: If the purchase order schedule is a non-inventory item and open description item and is associated with a PeopleSoft Maintenance Management work order you are unable to enter asset information for the distribution on this page.

AM Unit (PeopleSoft Asset Management business unit)

Select a PeopleSoft Asset Management business unit to associate with the asset item. If this field is populated by the system, the value appears by default from the PeopleSoft Purchasing business unit or the Purchase Order Defaults page.

Note: If you consider an item to be an asset and plan to pass it to PeopleSoft Asset Management through the PeopleSoft Receiving business process, you must populate both the PeopleSoft Asset Management business unit and Profile ID fields.

If both fields contain values, data is written to the PeopleSoft Asset Management staging tables. If only one of the fields is populated, the system will not consider the item an asset. All of the information that you enter on this page is passed to PeopleSoft Asset Management.

Profile ID

Select an asset profile ID.

CAP# (capital acquisition plan number)

Select a CAP number defined for this item in PeopleSoft Asset Management. This is required only if the item is capitalized.

Sequence

Select a sequence number for the capital acquisition plan.

Tag Number

Enter an asset tag number. The quantity on the distribution must be 1 to enter a tag number. This information becomes available on the Asset Information page once the asset data has passed on to PeopleSoft Asset Management.

In addition, the system checks the tag number you enter on the purchase order to make sure it is not already assigned to an asset, when the Allow Dup Tags option is not set for the PeopleSoft Asset Management business unit. If the tag number has already been assigned to another asset the system will give you a warning message. The system only looks at the Assets table it does not look at the interface tables, previously entered receipts, purchase orders, or requisitions to see if the tag number has been assigned to another pending transaction.

EmplID

Select an employee ID of the custodian for this item. This information corresponds to the employee ID number on the Asset Custodian/License/Manufacturer page.

Capitalize

Designates a capitalized item. A PeopleSoft Asset Management business unit must be selected in order for this check box to be enabled. If the item is capitalized, it can be depreciated before being paid.

Cost Type

Select the cost type associated with the item purchase, if applicable. Cost types represent components of the cost of an asset, such as materials, labor, and overhead. For example, you can differentiate between the cost of building an asset and its market value by allocating production cost to one cost type and the profit margin to another. Cost type, in combination with asset category and transaction code, determines which accounts the costs are entered into in the general ledger.

See Understanding the Manufacturing Standard Cost Foundation.

Req Detail

Select the Req Detail (requisition details) tab.

Use this tab to view the details of the requisition from which this purchase order distribution originated. You can view the requisition business unit, line, schedule, distribution, as well as other requisition related purchase order distribution information.

Click the Clear Requisition Info button to clear the requisition information from the purchase order distribution without changing the purchase order quantity. Information cleared from the purchase order distribution line includes the requisition business unit, requisition ID, requisition line number, requisition schedule number, and requisition distribution line number. The purchase order distribution remains, but is no longer sourced from the requisition. If you take this action, the system will increase the open quantity on the requisition by the quantity on this distribution. If you increase the open quantity on the requisition, you can source the quantity to another purchase order.

Attention To

Displays the person to whom, or place to where the services or goods are to be delivered. If the purchase order's scheduled shipment originated from the requisition, the Attention To field value is carried onto the purchase order. When the purchase order distribution is manually entered, this field is blank.

Note: If the purchase order is sourced form a requisition, click the related requisition links to access the requisition component.

Budget Information

Select the Budget Information tab.

Status

Distribution line status. Values are:

Complete: The distribution line is closed.

Open: The distribution line is open.

Processed: The distribution line has been processed and is unavailable for sourcing.

Canceled: The distribution line has been canceled.

Final

Select this check box if you want to fully liquidate the predecessor requisitions pre-encumbrance balances. This check box will get selected based on a finalized action at any level of the purchase order.

The system does not display this check box if commitment control is off or if the purchase order is not sourced from a requisition, and thus has no predecessor.

Note: If you identify a distribution line as final for less, you must run budget checking afterwards.

Budget Status

When commitment control is on, the system displays whether this distribution has been budget checked. Values for the field include Not Chekd and Valid.

Budg Dt (budget date)

Displays the date used by commitment control to determine the budget period to which this item cost belongs.

Encumbrance Balance

Displays the encumbrance balance when commitment control is installed. When you create a purchase order, commitment control liquidates the pre-encumbrance balance from the requisition and establishes an encumbrance for the purchase order.

You can view budget details for the purchase order. Click the Encumbrance Balance link to access the PO Accounting Entries Inquiry where you can select a General Ledger business unit and commitment control ledger group to use as a budget inquiry.

See Viewing Budget Details and Transaction Activity.

Currency

Displays the currency code for the encumbrance amount at the distribution level of the purchase order. The code is in the currency of the default commitment control ledger group for the distribution level General Ledger business unit.

Encumbered Base Balance

When commitment control is on, the system displays the encumbrance balance in base currency.

Base Currency

When commitment control is on, the system displays the base currency of the encumbrance balance.

Expensed To Date

Displays the amount reflects the total expensed to date, not the remaining expense balance. This creates a relationship to the encumbrance balance.

Commitment Control Close Flag

Displays as selected when the purchase order associated with the requisition has been fully liquidated, thus indicating that the outstanding pre-encumbrance has also been fully liquidated. This option can also display as selected when the distribution has been canceled.

Click the Cancel Distribution button to cancel the distribution. If the distribution that you cancel is sourced from a requisition, the system prompts you to see whether you want to increase the open requisition quantity and allow the requisition quantity to be re-selected. To cancel a distribution, you must have the proper authorization defined on the User Preferences - Procurement: Purchase Order Authorizations page.

Sales/Use Tax Details for Distribution Page

Use the Sales/Use Tax Details for Distribution page (PO_DISTRIB_SUT) to view sales and use tax information pertaining to this purchase order distribution.

Navigation

Click the Sales/Use Tax Information button next to a distribution line on the Maintain Purchase Order - Distributions for Schedule page.

Select the Details/Tax tab.

Sales/Use Tax Information

SUT Code Pct (SUT code percent)

This is the sum of the percentage rates of all the tax authorities contained within the selected SUT tax code.

VAT Details for Distribution Page

Use the VAT Details for Distribution page (PO_DISTRIB_VAT) to review the VAT details for this distribution and change the VAT transaction type.

Navigation

Click the Distrib VAT button next to a distribution line on the Maintain Purchase Order - Distributions for Schedule page.

Select the Details/Tax tab.

VAT Controls

Use Type

Displays the use type entered on the schedule line, which determines the split between recoverable (taxable) and non-recoverable (non-taxable) VAT.

For the Canadian public sector, the use type also determines the rebate of the non-recoverable VAT. VAT rebates are calculated based on statutory rebate rates that are established for each public service body.

The value comes from the VAT defaulting hierarchy, either from the item, item business unit, item category, supplier location, supplier, or purchasing options.

Apportionment Control

Business unit that you want to use to retrieve VAT apportionment information for the distribution line. This value appears by default from the Purchasing business unit VAT driver in the VAT defaults table.

Dist GL BU (distribution general ledger business unit).

TXN BU (transaction business unit).

TXN GL BU (transaction general ledger business unit).

Recovery Source

Select whether the VAT recovery is Automatic or Manual. This value appears by default from the Purchasing business unit. If you select manual, enter a value in the VAT Recovery Percent field.

Rebate Source

Select whether the VAT rebate is Automatic or Manual. This value appears by default from the Purchasing business unit. If you select manual, enter a value in the VAT Rebate Percent field.

Note: The Recovery Source and Rebate Source fields are only available when you select the Allow Override Recovery/Rebate option on the Purchasing Options VAT driver in the VAT defaults table.

VAT Treatments

Use this group box to review the VAT treatment for the distribution line.

Treatment

Displays the VAT treatment. The value is copied from the schedule line.

VAT Details

Use this group box to review and change the VAT transaction type for the distribution line.

Transaction Type

Displays the code that categorizes and classifies this transaction for VAT reporting and accounting. The value is copied from the schedule line, but you can override the default.

VAT Calculations

Use this group box to review the VAT calculations for the distribution line.

Transaction Amount

Displays the amount of the transaction in the transaction currency.

Transaction Amount Base

Displays the amount of the transaction in the base currency.

Basis Amount

Displays the amount on which the VAT is calculated in the transaction currency. If VAT is being calculated at net, this amount is net of any discounts.

Basis Amount Base

Displays the amount on which the VAT is calculated in the base currency. If VAT is being calculated at net, this amount is net of any discounts.

Tax Rate

Displays the applicable VAT percentage.

Recorded Amount

Displays the calculated VAT amount that is recorded for this transaction in the transaction currency.

Recorded Amount Base

Displays the calculated VAT amount that is recorded for this transaction in the base currency.

Recovery Percent

If recovery percent source is set to Manual, enter the recovery percent.

Rebate Percent

If rebate percent source is set to Manual, enter the rebate percent.

Recovery Amount

The amount of VAT that is recoverable in transaction currency.

Recovery Amount Base

The amount of VAT that is recoverable in base currency.

Rebate Amount

The amount of VAT that is available as a rebate in transaction currency.

Rebate Amount Base

The amount of VAT that is available as a rebate in base currency.

Recalculate

Click this button to recalculate the VAT for the line.

Maintain Distributions Page

Use the Maintain Distributions page (PO_CF_DTLS) to enter distribution information directly which enables you to maintain a purchase order distribution directly without accessing the Maintain Purchase Order - Schedules page first.

Navigation

select Purchasing, then select Purchase Orders, then select Maintain Distributions

Budget Status

If commitment control is on, the system displays whether or not this distribution has been budget checked.

Final

Select this check box to indicate that the purchase order distribution is final and, thus, can be liquidated. The system checks the current purchase order distributions for its predecessor requisition distribution. If the associated requisition has been finalized, the system disassociates the requisition from the purchase order before budget checking so that the pre-encumbrance is not over liquidated.

If multiple purchase order distribution lines are associated to the same requisition distribution line, the system only finalizes one requisition distribution line.

The system does not display this check box if commitment control is off or if the purchase order is not sourced from a requisition, and thus has no predecessor.

Note: If you identify a distribution line as final for less, you must run budget checking afterwards.