Creating Purchase Order Lines

The icon will appear on the Details tab if there is a substitute item in use.

Click the Line Details button to access the Details for Line page.

See Details for Line Page.

The Part of Line Group button displays when there is a group ID value and at least one of the schedules for the line has an event ID value. The button does not perform an action.

Depending on how you set up PO Item Supplier Security on the Purchasing Definition - Business Unit Options page, the items available may be limited to predefined choices that you established for the selected supplier.

When you select an item, the description, category, unit of measure, and price tolerances appear by default.

You may also choose to order by description-only when an item is not defined in the system. Enter a description of the item in the Description field, a value in the Category field, and the item price on the Maintain Purchase Orders - Schedule page.

Purchase orders can contain standard and stockless items, but you cannot mix them on the same purchase order.

This field is not available if the purchase order is used with a recurring purchase order voucher.

If you perform one of these actions on a purchase order line that is associated with a PeopleSoft Maintenance Management work order, the system will remove the work order information and the peg to the non-inventory work order:

• Change a description only or non-inventory item to an inventory item.

• Change the category.

Click the Item Search button to access the Item Search Criteria page where you can define search criteria for items to add to the purchase order.

Enter the quantity of the item that you want to order.

If you are using the order multiples functionality, when you enter the purchase order quantity the system will validate the line quantity against the order quantity multiple factor that you specified for this item supplier and unit of measure on the supplier's UOM & Pricing Information page. If the quantity you enter is not a multiple of the order quantity multiple factor, based on the rounding rule, the system will issue a warning message that the item should be ordered in multiples of this factor and it suggests the correct order quantity. You can accept the system suggested quantity at that time or keep the original quantity that you entered.

Order quantity multiples are not validated and checked for these information:

• Non item Supplier UOMs.

• Inventory item UOMs.

• Adhoc or description only transaction lines.

• Purchase orders that have a status of Dispatched or Canceled.

If the purchase order line built by the PO Calculations (PO_POCALC) and Create Purchase Order (PO_POBUILD) processes references an RFQ and you change the purchase order quantity, the system prompts you asking whether you want to increase or decrease the RFQ order quantity. For example, if you decrease the purchase order quantity from 10 to 5 and want to award the difference to another supplier, choose to decrease the RFQ award quantity. This makes the remaining quantity of 5 available to be awarded to another supplier.

If applicable, a similar prompt appears asking whether you want to increase or decrease the requisition line quantity.

This field is not available for entry for amount only lines.

Select the UOM of the item that you want to use to place the order.

This field is not available if the purchase order is used with a recurring purchase order voucher.

Displays the item's category. Category information helps reduce redundant data entry during item setup and requisition and purchase order processing. The purchasing attributes of an item category are assigned as defaults to any item in that category.

Display the price of the item.

Purchase order quantity multiplied by the unit price. Appears in the transaction currency or the supplier preferred currency. If the line has been designated as an amount-only line on the Line Details page, you can edit this field.

This field is not available if the purchase order is used with a recurring purchase order voucher.

Status of the line appears. Values are: Active, Canceled, Hold, or Closed.

Displays the default due date for the schedule. This is the date the item is due at the ship to location.

Displays the business unit to which the item is being shipped.

Displays the status of the purchase order line.

Displays the back order status for this line.

Click the Create Line Change button to make this purchase order line fields available for change. When you click the button, the system makes the fields that are eligible for change available. When you make changes and click Save, the Create Line Change button becomes available again for the saved line.

Click the Cancel Line button to cancel the purchase order line only.

Displays the original Item ID on a procurement transaction that is being substituted. Once an Original Substituted Item is designated for a procurement transaction, it is carried all the way through to the Receipt and cannot be changed. (This is also referred to as only ‘Original Item’ in some cases where the Item may or may not have been substituted.)

Displays the description associated with the original substituted item

The icon will appear on the Item Information tab if there is a substitute item available.

The Item Search icon will appear on the Item Information tab if there is a substitute item available. Clicking on this icon will allow the user to manually select substitute items.

Select an existing Procurement Group ID for the item (search on partial or full values of the Procurement Group ID, Short Name or Description). When you select a Procurement Group ID, an edit enforces that the Receiving Required option is set. A save-time edit verifies that all items in the Procurement Group ID belong to the same Asset Management Business Unit value when the Allocate Purchasing Group to Assets option is selected on the Purchasing Options page. See Purchasing Options PageSee also,Setting Up Procurement Groups

At the time a Purchase Order is copied to create a new Purchase Order, the Procurement Group-related fields ( Procurement Group ID, Primary Unit, Unit Allocation Quantity and Unit Allocation Amount fields) will be cleared on the new purchase order lines. At the time a Requisition line is copied to a Purchase Order, the Procurement Group-related field values found on the corresponding Requisition line populate the new Purchase Order line. When the Procurement Group ID is being copied from the Requisition to a PO, the Receiving Required field is selected for the PO line.

Select this item as the primary unit for the procurement group. If this item has already been designated as primary for the procurement group, then the primary unit check box is automatically selected when the item ID is entered on the transaction line. Only one Item ID (or Description-Only item) can be set as Primary Unit for a procurement group. If you try to select an item (or Description Only item) as the primary unit and one has already been designated for the group, this results in an error message that disallows selection. This edit spans all transactions for Requisitions, Purchase Orders, Receipts and Vouchers.

When an Item is Serialized and set as the Primary Unit, the system forces a Unit Allocation Qty = 1. If the Primary Unit flag is selected after Unit Allocation Qty > 1, a message lets you know that the system is resetting the Primary Unit Allocation Qty to 1 because this is a serialized item. When an Item is Non-serialized and the Unit Allocation fields are blank, an error message informs you that the Unit Allocation fields are blank and you need to enter a Unit Allocation Qty or Allocation Amt.

Enter a Unit Allocation Quantity if the Amount Only field is deselected.  If the Allocate Purchasing Group option is enabled on the Purchasing Options page, the value in this field determines how many asset lines are generated (one asset line per each unit of allocation quantity until the sum totals the receipt line distribution quantity).

Enter a Unit Allocation Amount when the Amount Only field is selected. If the Allocate Purchasing Group option is enabled on the Purchasing Options page, the value in this field will determine how many asset lines are generated (one asset line per each unit of allocation amount until the sum totals the receipt line distribution amount)

Click the Find Contract button to search for a contract when you are adding a new purchase order line. Contracts returned in the search include the corresponding item. Ensure that the contract effective date is within the purchase order date. The system displays a message if the dates are not compatible.

Displays the contract associated with the corresponding line item.

Select a contract version. Versions enable you to create and maintain multiple versions of the contract in the system and to view information in older contract version. Contracts can only have one current version. The version that appears in this field is the version at the time that it was selected for the purchase order. Versions are only available if the Use Version Control check box is selected on the Contract and supplier Rebate Controls page.

Displays the contract line for this line item.

Displays the contract line number to which this line item belongs.

Displays the release number for the release. A release is the transaction for the contract. For example, a one-year lease contract with monthly payments would have 12 releases. This field appears for purchase order event types only.

Identifies the milestone number that is associated with the release line. A milestone is a significant event in the life of a contract.

Displays the GPO contract ID associated with the corresponding line item. The ID is a unique alphanumeric code assigned to each group purchasing organization.

See Understanding GPO Contracts.

Displays the GPO contract associated with the corresponding line item. The contract is a unique alphanumeric code assigned to each contract from a group purchasing organization.

Displays the line group to which this line item belongs. A line group is a bundle of items that buyers use in PeopleSoft Sourcing to obtain better pricing for items. The system populates the Group ID field when:

• The line is being awarded from PeopleSoft Strategic Sourcing to the purchase order.

• Purchase order sourcing selects a contract line that has a group ID assigned to it.

  The group ID is copied from the contract line to the purchase line.

• A line group contract line is selected when you create a new purchase order and the group ID is copied from the contract line to the purchase order line.

When a purchase order line has a group ID value and the line was awarded by Strategic Sourcing to the purchase order line has a value and at least one of the line's schedules has an event ID, the system displays a warning message if you attempt to cancel the line, change the item ID, UOM, price, quantities, including schedule and distribution quantities that change the displayed quantity.

If you select to continue to cancel or change the line, the system cancels the line if the purchase order has been dispatched. The system performs the same process on any other line on the purchase order that has the same group ID value. If the PO has never been dispatched, an error message will be issued to explain the change cannot be made. In this case the other option the user would have is to delete the PO.

See Line Groups.

Depending on the Rebate ID Security Control setting this field will appear or will be hidden. The approved vendor rebate agreement that matches what is being ordered on the purchase order line appears. You can only modify the vendor rebate agreement if the Rebate ID Security Control Setting field value is Update. Otherwise, you will only be able to view the vendor rebate agreement.

In addition, once the purchase order line has a receipt transaction or a vendor rebate accrual transaction associated with it the Rebate ID field will no longer be available for modification. At this time you would use the Backdate Supplier Rebates page to modify the vendor rebate agreement association with the purchase order line.

Depending on the Rebate ID Security Control setting the Look Up Rebate ID button will appear or will be hidden. This button is only active if the Rebate ID Security Control Setting field value is Update. Click this button next to the Rebate ID field to access the Maintain Purchase Order - Rebate Agreement ID Look Up page. Use this page to search for available vendor rebate agreements for what you are ordering on the purchase order.

Select the value that you want to apply for receiving this line item. Values include:

Do Not Receive: Select to indicate that PeopleSoft Accounts Payable matching and receipt accrual are not applicable. Lines with this value are not eligible for closing short.

Receiving is Optional: Select to indicate that PeopleSoft Accounts Payable does not match receipt lines and the system does not accrue the receipt.

Receiving is Required: Select to indicate that PeopleSoft Accounts Payable matches receipt lines and the system accrues the receipt.

Select to require that this item be inspected upon receipt. When you select the check box, the Inspect ID check box becomes available for entry.

Select an inspection ID for use with this line item. Inspect IDs contain instruction for inspecting an item. You define the ID using the Inspection Routing page.

Select to close short the corresponding purchase order line. Closing purchase order lines short is when you remove the remaining balances on a purchase order and close the order. The system applies the Close Short check box setting from this purchase order line to the receipt line. You can change the value as long as the receipt line has not been processed by the Receipt Push process.

When you select this check box, the next time the system runs the Close Short process and all other requirements are met, the system either reduces the quantity of the line's schedule to what has been received or cancels the schedule if there has been no receiving activity.

You can select the Close Short check box for a purchase order line if receiving is required for the line. Selecting the check box does not affect the value of the stockless item setting and the replenish code. The system automatically selects the Close Short check box for purchase order lines if the replenish code has a value of stockless. In this case, you cannot deselect the check box manually.

You can analyze over due purchase order schedules using the PO Close Short Workbench. Using the workbench, you can also select the Close Short check box on the purchase order line or update the purchase order schedule due date from the workbench.

The user definable fields in this Custom Fields section are available when you check the Enable Custom Fields checkbox on the Purchasing Installation Options page. You can customize these fields for your use. The custom fields are informational only. .

For more information See Understanding User-Definable Fields

Click to access the work order where you can view details about the work order.

See Understanding Services Work Orders.

Displays the service provider. This is the person who has been assigned to perform the service.

Displays the service coordinator. This is the person who has been assigned to source requisitions and work orders.

Amount that is still open on the purchase order displays.

When you change the purchase order quantity or amount by changing the price, the system verifies the distribution method and liquidation methods. If the distribution method is Amount or if the method is Quantity and the liquidation method is Amount, the system does not allow the quantity or amount to be reduced to less than the quantity or amount vouchered.

Also when you change the price, the system does not allow you to make changes when there are vouchers matched to the line or schedule. The system provides a message that you should unpost and unmatch the voucher before it allows the change.

Quantity that has not been received and is still open on the purchase order displays.

The status of the line appears. Values are: Active, Canceled, or Closed.

Backorder status displays. Values include:

None.

Backorder.

BO Recv (backorder received).

Amount of the line in the purchase order business unit base currency. This amount is used for amount and ChartField approvals, if required.

Indicates that this purchase order line item belongs to a line group. A line group is a bundle of items that buyers use in PeopleSoft Strategic Sourcing to obtain better pricing for items.

Changes are limited to line group item fields and these fields are grayed out:

Item ID.

PO Qty (purchase order quantity): This includes changes to the schedule or distribution quantities that affect the quantity value displayed for the line.

UOM (unit of measure).

PriceThis includes price changes for the line or on one of the schedules for the line.

You can cancel a line directly on the line or indirectly by cancelling the schedules for the line.

When the purchase order status is Dispatched, or it has been dispatched in the past, the system issues a warning message if you attempt to cancel a line associated to an event line grouping. You can select to continue with the cancellation or not to continue. If you continue, the line item and all other line items in the line group will be cancelled from this purchase order.

Supplier catalog and item ID assigned to the selected item-supplier combination appear. These values appear by default from the Purchasing Attributes - Item Supplier page.

Displays the manufacturer ID.

Select a value that the manufacturer uses to identify the item.

Universal product number ID displays.

Displays the replenishment code setup for the line item if it is either a replenishment or stockless item. A purchase order can have either stockless or replenishment items only. You cannot have both types on the same purchase order.

Indicates if the line item is a stockless item. This value is supplied directly from the supplier and is based on a previously established agreement.

If the item is defined as a stockless item on the item attribute's Purchasing Controls page, then the system initially displays this field as selected. In this case, you can deselect the field. If the item's stockless attribute is deselected on the Purchasing Controls page, the Stockless Item field is initially deselected, but you can select it. This enables you to order the item as a stockless item or as a stock item. However, you cannot order a stock item as a stockless item when the item is not selected as a stockless item.

If a stockless item purchase order line cannot be fulfilled on the first receipt, the remaining quantity on the line is canceled. You can then run the Close Short process to close partially received stockless orders or orders that have not been received within a specified number of days.

If approvals are not required for either the Approval Framework or Virtual Approver, the system automatically approves stockless item purchase orders. The orders are approved even if the Create POs in Approved Status option is deselected on the run control. The system ignores the buyer's purchase order creation status in the sourcing programs and only applies the run control value.

If approvals are required, the system goes through the stockless item approvals the same as it does for any other type of item where it checks the exception codes to bypass approvals.

Select this check box to indicate whether a line contains a device-tracked item.

Select this check box to indicate that the voucher line that matches this purchase order line may be subject to withholding.

supplier defaults determine whether this option is checked or unchecked.

Select to indicate whether the object is a physical good or service.

Quantity that the system uses to determine minimum order quantities and price adjustment quantities. Select Line or Schedule.

If you set up an item-supplier relationship for the purchase order line item, there is a specific price for the item with that supplier, as well as a minimum quantity that you are required to purchase.

If you have set up price adjustments for the item and supplier, they may depend on the purchase order quantity.

Date that the system uses to determine minimum quantity and price adjustment dates. Select PO (purchase order date) or Due (schedule due date). The price date works in conjunction with the value in the Price Qty field.

Select this check box to designate the line as an amount-only line. If selected, the purchase order quantity value on the line is set to 1 and the field becomes unavailable for entry.

The Amount field on the line becomes available for entry. The line amount that you enter becomes the schedule price and amount.

If you have an existing purchase order quantity value, line amount, schedule amount, and schedule price, and then select this option, each of these values is reset:

• The purchase order quantity value is overridden with value of 1.

• The line amount, schedule amount, and schedule price are reset to the unit price of the item on the line but can be overridden.

If this check box is selected, the system will also determine and populate the Receiving Required field value for the purchase order line. The system will look first at the Default Amount Only PO to "Do Not Receive" check box setting you specify on the Purchasing Options page associated with the business unit. If that check box is selected, the system will populate the Receiving Required field with Do Not (do not receive). If that check box is clear, the system will then look at the item and then the item category to determine the Receiving Required field value for the purchase order line. Plus, the Inspection Required field will not be available for entry.

This field is not available if the purchase order is used with a recurring purchase order voucher.

Enter a procurement group ID to include this line in a procurement group. A procurement group gathers a group of line items on a requisition, purchase order, or receipt to help organize a larger item. For example, the Procurement Groups feature can be used in combination with PeopleSoft Asset Management to collect all item IDs that belong to a larger asset such as an air conditioning unit.

See .Understanding Procurement Groups in PeopleSoft

Select this check box to choose this line item as the main item for an item-grouping in a procurement group; for example, an air conditioning unit could be the primary unit in a procurement group to create a complete asset. In order to use this check box, you must enter a value in the Procurement Group ID field on this page. If a primary unit item ID has already been selected on the Procurement Groups page then this field cannot change the primary unit.

Enter the quantity of this item needed to complete a primary unit in a procurement group; for example, four brackets per air conditioning unit. If this page is for the primary unit item and it is serial-controlled then this quantity is restricted to one. This field is only available if you have not selected the Amount Only check box. It is utilized during receiving and asset integration.

Enter the amount or price of this item needed to complete a primary unit in a procurement group; for example, 500 USD of installation services per air conditioning unit. This field is only available for amount-only transactions lines that have selected the Amount Only check box. It is utilized during receiving and asset integration.

Appears if the purchase order line originated from an RFQ.

Click the Contract Search button to access the Contract Search page where you can search for specific contracts. The system searches for active, effective contracts based on the search criteria that you enter and displays the results with the most recent contract first.

When you select a contract, the system uses that contract reference for the requisition or purchase order. The price and other fields are not used. If you select a line item contract reference, the system uses the item ID for the requisition or purchase order in addition to the contract reference.

If you enter an item ID before invoking the search page that item is used by the Search page, so that the search is limited to that item. If you leave item ID blank before invoking the search page, then the system includes all items for the category in the search.

Displays the SetID in which this purchase order was created. The SetID controls several contract features available for purchase orders.

To associate a contract with this purchase order line, enter a contract ID and line number (for fixed-item contracts only) or category line number. If the contract is an open item contract, no line number or category line number reference is applicable. This brings information into the purchase order from the contract.

You can enter a contract after selecting the item ID, or select a contract and line number, which copies the contract line information onto the purchase order line.

The contract ID and line number or category line number are not available if the purchase order is used with a recurring purchase order voucher.

If this purchase order is created for either a contract assigned to this specific purchase order (enhanced blanket purchase order) or a recurring purchase order voucher, the contract ID, line number and category line number are display only.

Contracts may be used on a purchase order if:

• The contract status is approved and contract version status is current.

• The contract supplier matches the purchase order supplier.

• The contract is not expired and the begin and expire dates fall within the purchase order (header) date.

The minimum and maximum amounts and quantity on the contract are not exceeded.

See Understanding Voucher and Order Contracts.

Displays the contract version when you are using version control. Contract versions enable contract administrators to create and maintain multiple versions of a contract in the procurement system. If the SetID in which this purchase order exists does not use version control, this field is not available.

Select a contract category line number to indicate that the purchase order line is associated to a category on the contract. If there are any contract category price adjustments associated with the contract, the system reflects the adjustment on the purchase order line.

Contract release number. When you associate a contract with a purchase order line on this page, the purchase order line becomes a contract release. If the line is the first release to the contract, the release number is set to NEXT. When you save the purchase order, the system assigns the next available release number to the line and creates a contract event. This release number is calculated by incrementing by 1 from the last used release number.

The contract ID, contract line number, and release number are joined to give you and the system enough information to tie the contract release to one specific purchase order and to view it in the Contract Events inquiry.

Displays the contract line on which a milestone applies. Milestones are points in a contract cycle, such as a specified period of time or a percentage of contract fulfillment, at which an approval or reevaluation is made by contract participants.

Group purchasing organization identifier.

Group purchasing organization contract number. Appears if the item selected is associated with a GPO contract.

Displays the group ID to which this item belongs. When a PeopleSoft Strategic Sourcing event is awarded to a purchase order, and the event contains a group ID, that group ID appears in this field. If an item is awarded as part of a line group, the line group price applies when the item is ordered from that supplier.

When a contract that has a group ID assigned to it is copied to the purchase order line, that group ID appears on the purchase order line. You can associate the contract reference manually or select to use the automatic search functionality by selecting the Default Contract on PO check box for the business unit. Or, you can select the Contract value in the Copy From field on the purchase order header.

Depending on the Rebate ID Security Control setting this field will appear or will be hidden. The approved vendor rebate agreement that matches what is being ordered on the purchase order line appears. You can only modify the vendor rebate agreement if the Rebate ID Security Control Setting field value is Update. Otherwise, you will only be able to view the vendor rebate agreement.

In addition, once the purchase order line has a receipt transaction or a vendor rebate accrual transaction associated with it the Rebate ID field will no longer be available for modification. At this time you would use the Backdate Supplier Rebates page to modify the vendor rebate agreement association with the purchase order line.

Enter a procurement group ID to include this line in a procurement group. A procurement group gathers a group of line items on a requisition, purchase order, or receipt to help organize a larger item. For example, the Procurement Groups feature can be used in combination with PeopleSoft Asset Management to collect all item IDs that belong to a larger asset such as an air conditioning unit.

See Understanding Procurement Groups in PeopleSoft

Select this check box to choose this line item as the main item for an item-grouping in a procurement group; for example, an air conditioning unit could be the primary unit in a procurement group to create a complete asset. In order to use this check box, you must enter a value in the Procurement Group ID field on this page. If a primary unit item ID has already been selected on the Procurement Groups page then this field cannot change the primary unit.

Enter the quantity of this item needed to complete a primary unit in a procurement group; for example, four brackets per air conditioning unit. If this page is for the primary unit item and it is serial-controlled then this quantity is restricted to one. This field is only available if you have not selected the Amount Only check box. It is utilized during receiving and asset integration.

Enter the amount or price of this item needed to complete a primary unit in a procurement group; for example, 500 USD of installation services per air conditioning unit. This field is only available for amount-only transactions lines that have selected the Amount Only check box. It is utilized during receiving and asset integration.

Depending on the Rebate ID Security Control setting this Look Up Rebate ID button will appear or will be hidden. This button is only active if the Rebate ID Security Control Setting field value is Update. Click this button next to the Rebate ID field to access the Maintain Purchase Order - Rebate Agreement ID Look Up page. Use this page to search for available vendor rebate agreements for what you are ordering on the purchase order.

Select the line item receiving requirement. Values are:

• Do Not (do not receive).

• Optional (receiving is optional).

• Required (receiving is required).

The system will default this field for you. This field will be set to Do Not on amount only lines, when the Default Amount Only PO to "Do Not Receive" check box is selected on the Purchasing Options page. If that check box is clear, or if it is not an amount only line, the system will look at the item and then the item category to determine the Receiving Required field value for the purchase order line.

Select to indicate that inspection is required for the line item. If selected, enter an inspection routing ID for the item.

Click to access the Maintain Procurement Contract page. You can use the page to view and update the contract.

See Understanding Voucher and Order Contracts.

Click the this link to select all purchase order lines for allocation of the miscellaneous charge that appear in the All Charges group box.

Click this link to clear the selection of all purchase order lines for the allocation of the miscellaneous charge that appears in the All Charges group box.

Click this button to calculate charges to the selected purchase order lines for the miscellaneous charge that appears in the All Charges group box.

Miscellaneous charge amount allocated to the purchase order line. The amount is populated based on the amounts of miscellaneous charges selected on the Header - Miscellaneous Charges page when you click the Misc Calculation buttons.