Entering Purchase Orders (MPOE)
Overview: New purchase orders are entered by vendor number and/or name. A scan screen of current vendors is available to quickly search for the appropriate vendor. Vendor names and numbers are entered and maintained in the Vendor table. The system checks the Vendor table to determine whether Drop Ship POs should be created. See Selecting a Vendor for PO Entry for more Drop Ship PO information.
Purchase order numbers can either be automatically generated by the system or manually assigned. This is controlled by a System Control table value. Additionally, purchase orders can be entered individually or grouped together and entered in batches for ease of entry and tracking.
Purchase Order Outbound API: You can use the Purchase Order Outbound API to pass purchase order information to download to another system, such as a warehouse management system (WMS) or EDI vendor system.
For more information: See Generic Outbound Purchase Order API for overview and setup.
Creating POs using the PO Upload Interface: See the PO Upload Process for more information on creating a PO through the PO Upload Interface.
Maintaining POs: See Maintaining Purchase Orders (MPOE).
In this topic:
• Related System Control Values and Secured Features
• Selecting a Vendor for PO Entry
• PO Maintenance Select Prompt Screen
• PO Entry Select Prompt Screen
• Select Vendor Screen (By Item/SKU for PO Entry)
• Work with Purchase Order Screen (Header)
• Create PO Detail Standard Screen (Standard PO Entry)
• Reviewing the Previous Purchase Order Detail Line
• First Purchase Order Horizontal Entry Screen (PO Entry)
• Second Purchase Order Horizontal Entry Screen
• Create PO Detail Vendor Item Screen (PO Entry)
• PO Detail Non Inventory Screen (PO Entry)
• Purchase Order Line Discount Screen
• Applying Discounts to a Purchase Order Line
• Combined Discount Calculation
• PO Entry - Maintain Detail Screen
• PO Entry - Change PO Detail Screen
• Display Purchase Order Detail Screen
• Purchase Order Overrides Pop-Up Window
• Recurring Purchase Order Screen
• Work with PO Messages Screen
• Work with FOB for Purchase Order Screen
• Create FOB for Purchase Order Screen
• Work with Hold for Release Lines Screen
• Work with PO Header Estimated Charges Screen
• Work with PO Detail Estimated Charges Screen
• Work with Vendor Item Notes Screen
• Work with PO Detail Messages Screen
• Purchase Order Summary Screen
Related System Control Values and Secured Features
System Control Value |
Description |
Determines whether the system assigns the PO number or you need to manually assign the PO number. |
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Determines the status of the PO when created, open, or held. |
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Determines whether the item entry screen is based on your item number or the vendor's. |
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Determines if the Reference field is required. |
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Determines if the Offer code is required on POs. |
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Determines if you are allowed to create recurring POs. |
Secured features:
• Approve Purchase Order (A31)
• Maintain from within Inquiry (A16)
• Override Vendor's Discount Percentage (A10)
• Purchase Order Maintenance Security (A08)
• Update Existing Vendor Notes (A14)
• Update Existing P/O Messages (A13)
Selecting a Vendor for PO Entry
Purpose: New purchase orders are entered by vendor number and/or name. A scan screen of current vendors is available to quickly search for the appropriate vendor. Vendor names and numbers are entered and maintained in the Vendor table. Vendors play a major role in drop ship processing, as described below.
Drop ship POs: Creating a drop ship purchase order expedites the shipment of a drop ship order to the customer. The system performs the following procedures during drop ship processing:
1. An item is flagged as “Drop Ship” in Order Entry (Open Drop Ship line).
2. The system checks the Item/SKU table to determine the primary vendor assigned to the item/SKU that was ordered.
3. The system then checks the Vendor table to determine whether this vendor creates drop ship purchase orders or drop ship pick slips. If drop ship POs are created for this vendor, PO Print automatically prints the Drop Ship PO.
4. Once confirmation has been received from the vendor, PO Receipts closes the purchase order, closes the order, and generates a billing record for the customer.
How to advance to PO entry: Enter MPOE in the Fast Path field at the top of any menu. Depending on your authority to maintain POs, you advance to either the PO Maintenance Select Prompt Screen or the PO Entry Select Prompt Screen.
PO Maintenance Select Prompt Screen
How to display this screen: Enter MPOE in the Fast path field at the top of any menu. You advance to this screen if you are authorized to maintain POs.
About this screen: See the PO Entry Select Prompt Screen, which you can display by selecting Enter P/O, for field descriptions.
How to display this screen: Enter MPOE in the Fast path field at the top of a menu. You advance to this screen if you are not authorized to maintain POs. See Selecting a Vendor for PO Entry.
If you advance to the PO Maintenance Select Prompt Screen, select Enter P/O to display the P/O Entry Select Prompt screen for PO entry.
Selecting a vendor: At this screen, you can enter a vendor number or vendor name. Do not enter both.
Field |
Description |
Vendor |
A code assigned to the vendor. See Working with Vendors (WVEN). Numeric, 7 positions; optional. |
Vendor name |
The name of the vendor. If you are unsure of the vendor name, type a partial vendor name to obtain a list of vendors from which you may select. Alphanumeric, 20 positions; optional. |
Item/SKU |
A user-defined code that represents a unit of inventory, either a SKU or non-SKU item. Alphanumeric, 12 positions (for item), three 4-position fields (SKU); optional. |
Note: Once you enter the vendor information, you advance to the Work with Purchase Order Screen (Header).
Screen Option |
Procedure |
Maintain purchase order |
Select Maintain P/O to advance to the PO Maintenance Select Prompt Screen (if you have the authority). |
Select Vendor Screen (By Item/SKU for PO Entry)
Purpose: Use this screen to select a vendor for a PO.
How to display this screen: Enter an item/SKU on the PO Entry Select Prompt Screen.
How to use this screen: Select for the item to select the vendor.
Field |
Description |
Item |
The item number. Alphanumeric, 12 positions; optional. |
SKU |
A code to further define the item. Alphanumeric, three 4-position fields; optional. |
PO# |
The purchase order number. Numeric, 7 positions; optional. |
Line |
The purchase order line number. Numeric, 3 positions; optional. |
The date the purchase order is due. Numeric, 6 positions (MMDDYY format); optional. |
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Ord qty (Order quantity) |
The amount ordered. Numeric, 3 positions; optional. |
Vendor |
A code that defines the supplier of an item. See Working with Vendors (WVEN). Numeric, 7 positions; optional. |
Work with Purchase Order Screen (Header)
Purpose: Use this screen to enter purchase order header information. The PO header contains vendor name and address, ship-to information and other instructions for the vendor.
The information you enter at the bottom of the screen defaults to the lines on the purchase order.
How to display this screen:
1. Enter MPOE in the Fast Path field at the top of a menu screen, or select Purchase Order Entry/Maintenance from a menu.
2. You advance to the PO Maintenance Select Prompt Screen. Select Enter P/O.
3. You advance to the PO Entry Select Prompt Screen. Enter the Vendor number or the Vendor name.
4. You advance to a scan screen where you can select the vendor for the PO. Select for the vendor.
You can also display this screen by selecting Header at the PO Maintenance - Maintain Detail Screen; see PO Maintenance - Header Screen.
Field |
Description |
PO # |
The number assigned to a PO, based on the System Control table value, System Assigned PO # (B76). Determines whether the system assigns purchase order numbers automatically or whether the purchase order number is assigned by the user. If you are assigning your own PO numbers, you must enter this value. The program will ensure that you have not already used that number. If the system is assigning PO numbers, the number will be assigned automatically, and cannot be changed. Numeric, 7 positions; display-only or required. |
Ship to |
You have the option to select Warehouse, Customer number, or Order number. Each option is described below. Warehouse Defaults from the Default Warehouse (A04) system control value. See Creating and Maintaining Warehouses (WWHS). Note: The warehouse code can be overridden for any line on the order. The system will track the on order total for each item in each warehouse, based on the code entered here or on the detail line. In addition, the warehouse code will control which shipping address prints on the PO or is transmitted in the EDI table. A separate PO will be printed for each warehouse to each different ship-to address. Numeric, 3 positions; optional. |
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Customer # or Order # Unique numbers assigned to customers or orders for identification purposes. If you are entering a drop ship PO where the merchandise will be shipped directly to the customer, you must enter either a customer or order number. The system checks one of these tables to determine the ship-to address for the purchase order. If customer number is entered, the system does not tie this number to the order, nor does it pull through the items on the order. Note: See Selecting a Vendor for PO Entry for Drop Ship PO processing information. Numeric, 9 positions; optional. |
Status |
The status of the new purchase order. The PO Default Status (A49) in the System Control table determines whether the initial status of new purchase orders is O (Open) or H (Held). If held, each new purchase order must be approved via PO Maintenance before you can print or receive the PO. Alphanumeric, 10 positions; display-only. |
Vendor |
The number of the vendor that you entered at the PO Entry Select Prompt Screen. Numeric, 7 positions; display-only. |
Vendor name/address |
The supplier's name and address. This information defaults from the Vendor table and cannot be changed. Alphanumeric, 30 positions; display-only. |
Warehouse/ customer |
The name and address of the warehouse or the customer, depending on which information you entered previously. This information defaults from the Warehouse or Customer table and cannot be changed. Alphanumeric, 30 positions; display-only. |
Placed with |
The name of the person at the vendor site with whom you placed the purchase order. This name is used for future reference. When you first enter this screen, the cursor is in this field. Alphanumeric, 30 positions; optional. |
Type |
Indicates whether this purchase order is an initial buy (I) or a reorder (R). Valid values are: • Initial Buy (default) • Reorder Optional. |
Buyer |
A code that identifies a person who is authorized to make purchases for your company. Buyer codes are defined in and validated against the Buyer table; see Working with Buyers (WBUY). Numeric, 3 positions; required. |
A code that identifies the shipper to deliver the merchandise to you. This code is validated against the PO Ship Via table. See Working with Purchase Order Ship Via (WPSV). These shippers are defined separately from, and may differ from, those who deliver merchandise to your customers. If the Require Ship Via on Purchase Order Header (E96) system control value is selected, this field is required. Ship Via Hierarchy Each detail line on the purchase order requires a ship via code. • If you have defined a PO ship via for the vendor/item, the system defaults this ship via to the detail line. • If you enter a ship via code on the PO header, the system defaults this ship via to the detail lines that do not have a PO ship via defined for the vendor/item. • If a PO ship via is not defined for the vendor/item and you do not enter a ship via code on the PO header, you will need to enter a ship via code for each detail line on the purchase order. Note: If you enter PO lines and then change the ship via on the PO Header, the system defaults the new ship via to all of the lines on the PO, regardless of how the ship via originally defaulted to the line. Numeric, 2 positions; may be required. |
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Offer |
The code for the offer (catalog) you will use to sell the merchandise. See Working with Offers (WOFR). Required if Offer Required Entry on Purchase Orders (A36) system control value is selected. The system creates a SKU/Offer record for each item on the purchase order if one does not already exist. Alphanumeric, 3 positions; may be required. |
Due date |
The date the purchase order is due for receipt. This is the date the operator sees in Order Entry. Numeric, 6 positions (MMDDYY format); optional. |
Cancel date |
The date the purchase order will be marked for cancellation if you do not receive it. See Printing the PO Auto Cancel Report (MPAC). Numeric, 6 positions (MMDDYY format); optional. |
Promise date |
You can use this date to represent the expected ship date or promised arrival date. Numeric, 6 positions (MMDDYY format); optional. |
G/L # |
The General Ledger number to use for posting the inventory. The receipt general ledger number will default if the Default Receipt General Ledger Number (D95) system control value is selected. If you do not have authority to the Secure G/L Number Field Access (A84) secured feature, this field is display-only. Numeric, 8 positions; optional. |
Shipping info |
One line of shipping instructions to print on the purchase order. Alphanumeric, 20 positions; optional. |
Completing this screen: You advance to the Create PO Detail Standard Screen (Standard PO Entry), where you can enter items to be ordered.
Screen Option |
Procedure |
Accept the purchase order |
Select Accept to accept the purchase order once you have entered items on a PO Detail screen. See Entering PO Details. |
Reject the purchase order |
Select Reject to reject the purchase order. A window opens asking you to confirm the rejection. See Completing PO Entry. |
Place the purchase order on hold |
Select Hold to hold the purchase order. A message informs you the purchase order is on hold. |
Work with vendor |
Select FOB to advance to the Work with FOB for Purchase Order Screen. |
Work with purchase order header estimated charges |
Select Est Charges to advance to the Work with PO Header Estimated Charges Screen. |
Work with vendor notes |
Select Vendor Notes to advance to the Work with Vendor Notes Screen. |
Work with PO overrides |
Select P/O Overrides to advance to the Purchase Order Overrides Pop-Up Window. |
Accept and print or email the purchase order |
Select Accept to accept the purchase order and advance to the Print P/O Window. |
Work with PO summary |
Select P/O Summ to advance to the Purchase Order Summary Screen. |
Work with PO messages |
Select P/O Msg to advance to the Work with PO Messages Screen. |
Purpose: Once you have entered the purchase order header information, you are ready to complete the PO Detail screen. Detail line information includes the item (or vendor/item), quantity, cost, discount, buyer, warehouse, ship via, due date, cancel date, promise date, general ledger number, and offer number.
Different formats: There are four different versions of the PO Detail screen:
• standard: see Create PO Detail Standard Screen (Standard PO Entry)
• horizontal: see First Purchase Order Horizontal Entry Screen (PO Entry)
• vendor item: see Create PO Detail Vendor Item Screen (PO Entry)
• non-inventory: see PO Detail Non Inventory Screen (PO Entry)
Create PO Detail Standard Screen (Standard PO Entry)
Purpose: Use this screen to add an item to the purchase order (top half of the screen) and for Reviewing the Previous Purchase Order Detail Line (bottom half of the screen).
Certain information defaults from the Work with Purchase Order Screen (Header), including the PO number, Revision number, Status, and Vendor number. You can override this information for a detail line. The bottom half of the screen is updated by the system and cannot be changed.
How to display this screen: Select OK at the Work with Purchase Order Screen (Header). You can also display this screen by selecting Create Dtl at the PO Maintenance - Maintain Detail Screen.
Field descriptions: The entry fields are described here. See Reviewing the Previous Purchase Order Detail Line for the remaining fields on this screen and for screen options.
Field |
Description |
P/O# |
The number assigned to a purchase order is brought over from the PO Header screen and cannot be changed. Numeric, 7 positions; display-only. |
Revision # |
The number of times a purchase order has been revised. The revision number is increased each time the PO is maintained and accepted (Accept). When you initially create a purchase order, the revision number is 1. Numeric, 3 positions; display-only. |
Status |
The status of the purchase order. When you first create a PO, the status will be Open or Suspended. Status options: • Canceled = The purchase order was canceled through PO Maintenance; it remains on the system for historical purposes. • Closed = All lines on the purchase order have been received through PO Receiving. • Held = The PO must be approved through PO Maintenance before receipts can occur. • Open = The PO is awaiting PO Receipts. • Recurring = A template PO exists for merchandise ordered on a regular basis. Each interval, a new PO will be generated for all recurring POs. See Recurring Purchase Order Screen. • Suspended = Inventory has been received into suspense through the PO Receiving function. Alphanumeric, display-only. |
Total cost |
A running total of the detail lines on the purchase order. The system sums the Extended cost of each detail line to display as the total cost of the purchase order. Numeric, 11 positions with a 4-place decimal; updated by the system. |
Vendor # |
The code that identifies the vendor or supplier of an item. Numeric, 7 positions; display-only. |
Line # |
The purchase order line number. Enables you to insert a line while creating the purchase order. Example: If you just added line 9, but realized that you forgot line 7, you can enter 7 in the line number field and type the item and quantity associated with this line. The system inserts line 7 and renumbers the remaining lines. Note: Select P/O Detail Msg to make sure the new line has been inserted properly. There can be up to 999 lines on one purchase order; if you try to enter more than 999 lines on a purchase order, the system displays an error message: PO cannot exceed 999 lines. Numeric, 3 positions; optional. |
Item/Colr Size Othr |
The item (and if applicable, SKU) being ordered. Must be a valid item/SKU, in retailer’s item code (not vendor item code). To advance to the SKU Scan Screen (PO Entry), complete just the item code. Item: alphanumeric, 12 positions; required. SKU: alphanumeric, three 4-position fields; required if the item has SKUs. |
Quantity |
The quantity of the item (in retailer’s unit of measure) being ordered from the vendor. The system checks the minimum quantity and order multiple for the vendor/item, and displays an error message if the quantity you enter is too low or does not match. The following message indicates if you do not enter a quantity for a SKUed item and the Quantity Required for Purchase Order SKU Scanning (F15) system control value is selected: Order quantity must be entered. Numeric, 7 positions; required for non-SKUed items. |
The unit price you pay the vendor for this item. If you do not enter a cost here, it defaults after you select OK as follows: If you use standard or average costing: • Vendor/Item cost • Average or standard cost from the SKU table If you use FIFO costing: • Vendor/Item cost • Last purchase cost from the SKU table If you do not enter a cost and the system does not find one using the hierarchy described above, a pop-up window opens requiring you to confirm entry of the item at a zero price. Select OK if the price should be zero, or select Exit to cancel and enter a price for the item. The Override PO Cost (A17) secured feature controls access to this field. Numeric, 11 positions with a 4-place decimal; required. |
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The primary dollar discount amount to apply. If you do not specify a discount here, but there is a primary discount percentage defined for the vendor in the Discount % (Primary discount percentage) field, the system calculates and applies this discount as the primary. For example, the Discount % specified for the vendor is 15.00%, the unit price is $10.00, and you do not specify a Primary discount at this screen. In this situation, the system calculates a unit discount of $1.50 and applies it as the primary discount. However, in the same situation, if you entered a Primary discount of $1.75, the system applies this unit discount amount as the primary discount. Any other discounts from the Vendor Discount table apply after the primary discount has been calculated. See Working with Vendors (WVEN). |
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Primary Discount Overrides If you enter a primary discount override at the Purchase Order Overrides Pop-Up Window, the system applies the override to PO lines whose primary discount defaulted from the Vendor table. However, if you manually entered a primary discount using this field, the system does not update the primary discount with the override and instead retains the primary discount you manually defined. See Overriding Discounts. Numeric, 5 positions with a 2-place decimal; optional. |
Buyer |
A code that identifies a person who is authorized to make purchases for your company. The buyer you entered on the purchase order header defaults here, but you can override it. Validated against the Buyer table; see Working with Buyers (WBUY). Alphanumeric, 3 positions; required. |
Warehouse |
A code that represents the warehouse where the merchandise will be received. On order quantity is increased in this warehouse. The warehouse from the purchase order header defaults, but you can override it. Validated against the Warehouse table. See Creating and Maintaining Warehouses (WWHS). Numeric, 3 positions; required. |
Ship via |
A code that represents a carrier used for shipping merchandise to your company. This code is validated against the PO Ship Via table. See Working with Purchase Order Ship Via (WPSV).These shippers are defined separately from, and may differ from, those who deliver merchandise to your customers. Ship Via Hierarchy Each detail line on the purchase order requires a ship via code. • If you have defined a PO ship via for the vendor/item, the system defaults this ship via to the detail line. • If you enter a ship via code on the PO header, the system defaults this ship via to the detail lines that do not have a PO ship via defined for the vendor/item. • If a PO ship via is not defined for the vendor/item and you do not enter a ship via code on the PO header, you will need to enter a ship via code for each detail line on the purchase order. Note: If you enter PO lines and then change the ship via on the PO Header, the system defaults the new ship via to all of the lines on the PO, regardless of how the ship via originally defaulted to the line. Numeric, 2 positions; required. |
The date the PO is due to be received, based on the PO Entry date and the Lead days defined for the Vendor/Item, or manually entered here. This date is indicated in Order Entry, Order Maintenance, and standard and streamlined Order Inquiry. If the Require Due Date for Non-inventory Items on Held Purchase Orders (F21) system control value is unselected, you do not need to enter a due date for non-inventory items on a held purchase order. Numeric, 6 positions (MMDDYY format); required. |
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The date the purchase order will be marked for cancellation if the order is not received. See Printing the PO Auto Cancel Report (MPAC). Numeric, 6 positions (MMDDYY format); optional. |
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You can use this date to represent the expected ship date or promised arrival date. Numeric, 6 positions (MMDDYY format); optional. |
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G/L# |
The General Ledger number to which inventory will be posted. This number is validated against the General Ledger Accounts table. If you do not have authority to the Secure G/L Number Field Access (A84) secure feature, the field is display-only. Numeric, 8 positions; optional. |
Offer |
The code for the offer (catalog). See Working with Offers (WOFR). The system creates a SKU/Offer record for this item if one does not already exist. Alphanumeric, 3 positions; may be required (based on the System Control table value). |
Completing this screen: If you enter a purchase order detail line for a SKUed item, you advance to the SKU Scan Screen (PO Entry). Otherwise, the information you entered is in the bottom half of the Create Purchase Order Detail Standard screen. See Reviewing the Previous Purchase Order Detail Line.
Purpose: Use this screen to create a purchase order detail line for each SKU of the item you entered on the Create PO Detail Standard Screen (Standard PO Entry).
Screen sort: SKUs sort on this screen alphanumerically by the SKU sort sequence number assigned to each SKU. SKUs that are not assigned a SKU sort sequence number display at the top of the list and are sorted alphanumerically by SKU code. See SKU Sort Sequence Numbers for an overview.
How to display this screen: Enter an item containing SKUs in the Item field on the Create PO Detail Standard Screen (Standard PO Entry).
Field |
Description |
P/O# |
The number assigned to the purchase order, brought over from the PO Header screen. Numeric, 7 positions; display-only. |
Item |
The item being ordered. The item defaults from the Create PO Detail Standard Screen (Standard PO Entry). Alphanumeric, 12 positions; display-only. |
Item description (Unlabeled field below the Item) |
The description of the item being ordered. Alphanumeric, 40 positions; display-only. |
Discount (Purchase order discount labels) |
The purchase order discount labels for discounts from the Vendor Discount table. Purchase order discount labels are from the Discount Field 1, 2, 3 system control values. See Setting Up Purchase Order Values. Alphanumeric, 10 positions; display-only. |
Pct (Percent discount) |
The percentage the system applies against the unit cost of an item/SKU on the purchase order. Percentage discounts are defined in and validated against the Vendor Discount table (Discount in Work with Vendors). The system calculates percentage discounts based on the method from the Discount calculation method field in the Vendor Extended table. See Change Vendor Extended Screen. Numeric, 11 positions with a 4-place decimal; display-only. |
Unit disc (Unit discount) |
The dollar amount the system subtracts from the unit cost of an item/SKU on the purchase order. Unit discounts are defined in and validated against the Vendor Discount table (Discount in Work with Vendors). The system calculates unit discounts based on the method from the Discount calculation method field in the Vendor Extended table. See Change Vendor Extended Screen. Numeric, 11 positions with a 4-place decimal; display-only. |
Vend disc (Vendor discount) |
The unit discount amount, displayed in the vendor's unit of measure and currency. Numeric, 11 positions with a 4-place decimal; display-only. |
Order qty (Order quantity) |
The quantity (in retailer’s unit of measure) from the Quantity field on the Create PO Detail Standard Screen (Standard PO Entry). The system sums the quantity you enter for each SKU and requires that the total equal the quantity from this field. The following error message indicates if the value in the Quantity entered field does not match this total: Sum of order quantities entered does not equal total order quantity. You can select Change Order Quantity to override the quantity in this field if you want to match the total quantity entered for the SKUs. Not displayed if you did not enter a quantity on the Create Purchase Order Detail Standard screen. Numeric, 7 positions; display-only. |
Qty entered (Quantity entered) |
The total quantity ordered (in retailer’s unit of measure) for all of the SKUs for this item. The system updates this field each time you enter a quantity for a SKU. The following error message indicates if the value in the Order quantity field does not match this total: Sum of order quantities entered does not equal total order quantity. Numeric, 7 positions; display-only. |
Colr size other |
The SKUs for the item you are ordering. Enter a valid SKU to display SKUs that match your entry. Alphanumeric, three 4-position fields; optional. |
Description (SKU description) |
The description of the item's SKUs. Alphanumeric, 20 positions; display-only. |
Qty (Order quantity) |
The quantity (in retailer’s unit of measure) of each SKU that you wish to order. When you enter a quantity the system updates the quantity in the Quantity entered field. The following message indicates if you enter a quantity that is fewer than the minimum quantity for the vendor item (fast path = WVNI): Minimum order quantity is 12. The following message indicates if you enter a quantity that cannot be divided by the unit of measure for the vendor item (fast path = WVNI): Order qty must be able to divide evenly by vendor UOM. The following message indicates if you enter a quantity that is not a multiple of the order multiple (in retailer’s unit of measure) for the vendor item (fast path = WVNI): Vendor requires that Item is ordered in multiples of 10. See Working with Vendor Items (WVNI). Numeric, 7 positions; optional. |
Cost |
The unit price you pay the vendor for this item. If you do not enter a cost here, it defaults after you press Enter as follows: If you use standard or average costing: 1. cost entered at the Create PO Detail Standard Screen (Standard PO Entry), if any 2. Vendor/Item cost 3. Average or standard cost from the SKU table If you use FIFO costing: 1. cost entered at the Create PO Detail Standard Screen (Standard PO Entry), if any 2. Vendor/Item cost 3. Last purchase cost from the SKU table If you do not enter a cost and the system does not find one using the hierarchy described above, a pop-up window opens requiring you to confirm entry of the item at a zero price. Select OK if the price should be zero, or select Exit to cancel and enter a price for the item. Numeric, 11 positions with a 4-place decimal; required if you entered a quantity. |
Vendor item |
The vendor item code. Vendor item codes are defined in Work with Vendor Items (fast path = WVNI); see Working with Vendor Items (WVNI). Alphanumeric, 20 positions; display-only. |
Vendor’s qty (Vendor’s quantity) |
The SKU order quantity represented in the vendor's unit of measure. Displayed when you complete the Quantity field. Numeric, 7 positions; display-only. |
Vendor’s cost |
The cost of the SKU represented in the vendor's currency. Displayed when you complete the Quantity field. Numeric, 12 positions with a 4-place decimal; display-only. |
Screen Option |
Procedure |
Change the order quantity for an item |
Select Change Order Quantity. The system toggles the Order quantity field between an enterable field and a display-only field. |
Accept your entries |
Select Accept. You return to the Create PO Detail Standard Screen (Standard PO Entry), with the information you entered for each SKU displaying in the bottom half of the screen; see Reviewing the Previous Purchase Order Detail Line. |
Reject your entries |
Select Reject. |
Change the percent or unit discounts for the SKUs defined on this screen |
Select Discounts to advance to the Purchase Order Line Discount Screen. |
Reviewing the Previous Purchase Order Detail Line
Purpose: After you enter an item at the Create PO Detail Standard Screen (Standard PO Entry), information about that item appears in the bottom half of the screen.
Field |
Description |
Line # |
The purchase order detail line number. You can enter up to 999 lines on one purchase order. Numeric, 3 positions; display-only. |
Item |
The item number and description of the item being ordered. Item: Alphanumeric, 12 positions; display-only. Description: Alphanumeric, 30 positions (standard, horizontal, and vendor item entry) 60 positions (non inventory entry); display-only. |
U/M (Retailer’s unit of measure) |
A standard unit by which the retailer sells the item. The retailer’s unit of measure may differ from the vendor’s unit of measure. Typical units of measure include: • EA = each • IN = inches • C12 = case of 12 Validated against the Unit of Measure table (see Working with Units of Measure (WUOM)) and will default from the Default Item Unit of Measure (B33) system control value, if a value is specified. Alphanumeric, 3 positions; display-only. |
Quantity |
Quantity of the item, in retailer’s unit of measure, that has been ordered from the vendor. Numeric, 7 positions; display-only. |
Ext cost (Extended cost) |
The extended cost of this PO detail line, which is calculated by multiplying the quantity ordered and the cost, adding the surcharge, and subtracting the discount. Numeric, 11 positions with a 4-place decimal; display-only. |
Cost |
The unit cost entered or defaulted for the item. Numeric, 11 positions with a 4-place decimal; display-only. |
Primary disc (Primary discount) |
The primary discount percentage to apply. Numeric, 5 positions with a 2-place decimal; display-only. |
An additional fee to purchase this item from this vendor. A surcharge is typically added to purchases from a broker. The surcharge is defined for the vendor, but you can override it using the Purchase Order Overrides Pop-Up Window. Numeric, 5 positions with a 2-place decimal; display-only. |
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Trade $ (Discount 1 percentage) |
The percentage of the first discount in the Vendor Discount table. The system applies this discount against the unit cost of an item on the purchase order. The resulting dollar amount for this percentage is in the Discount field located below this field. Blank if you have not defined a value for the Vendor/PO Discount Values (E18) system control value. The system calculates discounts based on the method from the Discount calculation method field in the Vendor Extended table. See Purchase Order Line Discount Screen for examples of each discount calculation method. Note: The system calculates primary discounts against the cost of an item before applying any other discounts. See Overriding Discounts for more information on how the system updates the discount percentage based on any overrides you define at the Purchase Order Overrides Pop-Up Window. Numeric, 11 positions with a 4-place decimal; display-only. |
Coop % (Discount 2 percentage) |
The percentage of the second discount in the Vendor Discount table. The system applies this discount against the unit cost of an item on the purchase order. The resulting dollar amount for this percentage is in the Discount field located below this field. Blank if you have not defined a value in the Vendor/PO Discount Values (E18) system control value. The system calculates discounts based on the method from the Discount calculation method field in the Vendor Extended table. See Purchase Order Line Discount Screen for more information. Note: The system calculates primary discounts against the cost of an item before any other discounts are applied. See Overriding Discounts for more information on how the system updates the discount percentage based on any overrides you define at the Purchase Order Overrides Pop-Up Window. Numeric, 11 positions with a 4-place decimal; display-only. |
Special % (Discount 3 percentage) |
The percentage of the third discount in the Vendor Discount table. The system applies this discount against the unit cost of an item on the purchase order. The resulting dollar amount for this percentage is in the Discount field located below this field. Blank if you have not defined a value in the Vendor/PO Discount Values (E18) system control value. The system calculates discounts based on the method from the Discount calculation method field in the Vendor Extended table. See Purchase Order Line Discount Screen for examples of each discount calculation method. See Overriding Discounts for more information on how the system updates the discount percentage based on any overrides you define at the Purchase Order Overrides Pop-Up Window. Numeric, 11 positions with a 4-place decimal; display-only. |
Discount (Unit discount) |
The dollar amount of the first discount that the system subtracts from the unit cost of an item on the purchase order. The system calculates discounts based on the method from the Discount calculation method field in the Vendor Extended table. See Purchase Order Line Discount Screen. See Overriding Discounts for more information on how the system updates the discount percentage based on any overrides you define at the Purchase Order Overrides Pop-Up Window. Numeric, 11 positions with a 4-place decimal; display-only. |
Discount (Unit discount) |
The dollar amount of the second discount that the system subtracts from the unit cost of an item on the purchase order. The system calculates discounts based on the method from the Discount calculation method field in the Vendor Extended table. See Purchase Order Line Discount Screen. See Overriding Discounts for more information on how the system updates the discount percentage based on any overrides you define at the Purchase Order Overrides Pop-Up Window. Numeric, 11 positions with a 4-place decimal; display-only. |
Discount (Unit discount) |
The dollar amount of the third discount that the system subtracts from the unit cost of an item on the purchase order. The system calculates discounts based on the method from the Discount calculation method field in the Vendor Extended table. See Purchase Order Line Discount Screen. See Overriding Discounts for more information on how the system updates the discount percentage based on any overrides you define at the Purchase Order Overrides Pop-Up Window. Numeric, 11 positions with a 4-place decimal; display-only. |
Vendor # (Vendor /item number |
The Vendor item number as from the Vendor/Item table. See Working with Vendor Items (WVNI). Numeric, 7 positions; display-only. |
U/M (Unit of measure) |
The vendor's unit of measure for the item. This is from the Vendor/Item table. See Working with Vendor Items (WVNI). Alphanumeric, 3 positions; display-only. |
Quantity |
Quantity in the vendor's unit of measure. The system automatically calculates the quantity conversion from retailer’s unit of measure to vendor’s if you have set up conversion factors through the Working with Unit of Measure Conversions (WUMC) menu option. Numeric, 7 positions; display-only. |
Vendor price |
The price the vendor charges for the item. The system uses the vendor's currency, if applicable. Numeric, 9 positions with a 4-place decimal; display-only. |
Ext price (Extended price) |
The extended price of this PO detail line. Calculated by multiplying the price by the quantity ordered. Numeric, 9 positions with a 4-place decimal; display-only. |
Vnd dscnt (Vendor discount) |
The primary unit discount amount represented in the vendor's currency. Calculating discounts in a foreign currency results in inaccurate discount amounts. See Overriding Discounts for more information on how the system updates the primary discount based on any overrides you define at the Purchase Order Overrides Pop-Up Window. Numeric, 11 positions with a 4-place decimal; display-only. |
Warehouse |
A code that represents the warehouse where the item will be received. Numeric, 3 positions; display-only. |
Ship via |
A code that represents a carrier used for shipping merchandise to your company. See Working with Purchase Order Ship Via (WPSV). Numeric, 2 positions; display-only. |
Due date |
The date the PO is due to be received. Numeric, 6 positions (MMDDYY format); display-only. |
Cancel date |
The date the purchase order will be marked for cancellation if the order is not received. See Printing the PO Auto Cancel Report (MPAC). Numeric, 6 positions (MMDDYY format); optional. |
Promise date |
You can use this date to represent the expected ship date or promised arrival date. Numeric, 6 positions (MMDDYY format); optional. |
G/L # |
The General Ledger number to which inventory will post. See Working with G/L Accounts (WGLA). Numeric, 6 positions; display-only. |
Offer |
The code for the offer (catalog). See Working with Offers (WOFR). Alphanumeric, 3 positions; display-only. |
Buyer |
A code that identifies a person who is authorized to make purchases for your company. See Working with Buyers (WBUY). Alphanumeric, 3 positions; display-only. |
Screen Option |
Procedure |
Change item information associated with any previously entered item |
Select Change to advance to the PO Entry - Maintain Detail Screen. |
Work with PO header information |
Select P/O Header to return to the Work with Purchase Order Screen (Header). |
Hold PO line item for the last item entered. |
Select Hold for Release to advance to the Work with Hold for Release Lines Screen. |
Accept the purchase order |
Select Accept to accept the purchase order. See Completing PO Entry. |
Reject the purchase order |
Select Reject to reject the purchase order. See Completing PO Entry. |
Work with purchase order line discounts |
Select Discounts to advance to the Purchase Order Line Discount Screen. |
Work with estimated charges |
Select Estimated Charges to advance to the Work with PO Header Estimated Charges Screen. |
Work with vendor item notes for the last item entered. |
Select Vendor Item Notes to advance to the Work with Vendor Item Notes Screen. |
Horizontal entry |
Select Horizontal Entry to advance to the First Purchase Order Horizontal Entry Screen (PO Entry). |
Vendor item entry |
Select Vendor Item Entry to advance to the Create PO Detail Vendor Item Screen (PO Entry). |
Non-inventory entry |
Select Non Inventory Entry to advance to the PO Detail Non Inventory Screen (PO Entry). |
Display summary information |
Select Summary to advance to the Purchase Order Summary Screen. |
PO detail messages |
Select Line Messages to advance to the Work with PO Detail Messages Screen. |
First Purchase Order Horizontal Entry Screen (PO Entry)
Purpose: Use this screen to enter PO detail lines for items that contain multiple SKUs.
To use this screen you must be working with an item that uses all three SKU elements, and for which item warehouse record exist.
When you enter a valid base item and primary SKU element, the system displays a matrix made up of the other two SKU elements. SKU element 2 will be on the side of the matrix and SKU element 3 will be on the top portion of the matrix. For each SKU element combination (SKU element 2 + SKU element 3), you can enter the order quantity and cost. The system will create a PO detail line for each combination entered.
How to display this screen: At the Create PO Detail Standard Screen (Standard PO Entry), select Horizontal Entry.
Field |
Description |
P/O # |
The number assigned to the purchase order. Numeric, 7 positions; display-only. |
Rev # (Revision number) |
The number of times the purchase order has been revised. When you initially create a purchase order, the revision number is 1. Numeric, 3 positions; display-only. |
Status |
The status of the purchase order. When you first create a PO, the status will be Open or Suspended. Status options: • Canceled = The purchase order was canceled through PO Maintenance; it remains on the system for historical purposes. • Closed = All lines on the purchase order have been received through PO Receiving. • Held = The PO must be approved through PO Maintenance before receipts can occur. • Open = The PO is awaiting PO Receipts. • Recurring = A template PO exists for merchandise ordered on a regular basis. Each interval, a new PO will be generated for all recurring POs. See Recurring Purchase Order Screen. • Suspended = Inventory has been received into suspense through PO Receiving. Alphanumeric, display-only. |
Vendor # |
The code that identifies the vendor or supplier of an item. Numeric, 7 positions; display-only. |
Item |
The base item number being ordered. Alphanumeric, 12 positions; required. |
COLR |
The primary element in a split SKU. Elements are defined in the System Control table. Color is for sample purposes only; your primary element may differ. Alphanumeric, 4 positions; required. |
Order qty |
Quantity of the item (in retailer’s unit of measure) being ordered from the vendor. The system checks the minimum quantity and order multiple for the vendor item, and displays an error message if the quantity you enter is lower than the minimum, not divisible by the order multiple, or, if vendor’s unit of measure differs from yours, not divisible by the unit of measure conversion factor. Numeric, 7 positions; optional. |
Cost |
The unit price you pay the vendor for this item. If you do not enter a cost here, it defaults after you select OK as follows: If you use standard or average costing: • Vendor/Item cost • Average or standard cost from the SKU table If you use FIFO costing: • Vendor/Item cost • Last purchase cost from the SKU table If you do not enter a cost and the system does not find one using the hierarchy described above, a pop-up window opens requiring you to confirm entry of the item at a zero price. Select OK if the price should be zero, or select Exit to cancel and enter a price for the item. The Override PO Cost (A17) secured feature controls access to this field. Numeric, 11 positions with a 4-place decimal; required |
Warehouse |
A code that represents the warehouse where the merchandise will be received. On order quantity is increased in this warehouse. The warehouse from the purchase order header defaults, but you can override it. Validated against the Warehouse table; see Creating and Maintaining Warehouses (WWHS). Numeric, 3 positions; required. |
Buyer |
A code that identifies a person who is authorized to make purchases for your company. The buyer from the purchase order header defaults, but you can override it. Validated against the Buyer table; see Working with Buyers (WBUY). Alphanumeric, 3 positions; required. |
Ship via |
A code that represents a carrier used for shipping merchandise to your company. This code is validated against the PO Ship Via table. See Working with Purchase Order Ship Via (WPSV). These shippers are defined separately from, and may differ from, those who deliver merchandise to your customers. Ship Via Hierarchy Each detail line on the purchase order requires a ship via code. • If you have defined a PO ship via for the vendor/item, the system defaults this ship via to the detail line. • If you enter a ship via code on the PO header, the system defaults this ship via to the detail lines that do not have a PO ship via defined for the vendor/item. • If a PO ship via is not defined for the vendor/item and you do not enter a ship via code on the PO header, you will need to enter a ship via code for each detail line on the purchase order. Note: If you enter PO lines and then change the ship via on the PO Header, the system defaults the new ship via to all of the lines on the PO, regardless of how the ship via originally defaulted to the line. Numeric, 2 positions; optional. |
Offer |
The code for the offer (catalog). See Working with Offers (WOFR). Alphanumeric, 3 positions; may be required (based on the System Control table value). |
Due date |
The date the PO is due to be received. If the Require Due Date for Non-inventory Items on Held Purchase Orders (F21) system control value is unselected, you do not need to enter a due date for non-inventory items on a held purchase order. Numeric, 6 positions (MMDDYY format); required. |
Cancel date |
The date the purchase order will be marked for cancellation if the order is not received. See Printing the PO Auto Cancel Report (MPAC). Numeric, 6 positions (MMDDYY format); display-only. |
Promise date |
You can use this date to represent the expected ship date or promised arrival date. Numeric, 6 positions (MMDDYY format); display-only. |
Account # |
The General Ledger number to which inventory will be posted. This number is validated against the General Ledger Accounts table. If you do not have authority to the Secure G/L Number Field Access (A84) secure feature, the field is display-only. Numeric, 8 positions; display-only. |
Screen Option |
Procedure |
Change item information associated with any previously entered item |
Select Change to advance to the PO Entry - Maintain Detail Screen. |
Work with PO header information |
Select P/O header to return to the Work with Purchase Order Screen (Header). |
Accept the purchase order |
Select Accept to accept the purchase order. See Completing PO Entry. |
Reject the purchase order |
Select Reject to reject the purchase order. See Completing PO Entry. |
Standard entry |
Select Standard Entry to advance to the Create PO Detail Standard Screen (Standard PO Entry). |
Non-inventory entry |
Select Non inventory entry to advance to the PO Detail Non Inventory Screen (PO Entry). |
PO Summary |
Select P/O Summary to advance to the Purchase Order Summary Screen. |
Completing this screen: When you complete this screen, you advance to the Second Purchase Order Horizontal Entry Screen.
Second Purchase Order Horizontal Entry Screen
How to display this screen: Complete the First Purchase Order Horizontal Entry Screen (PO Entry).
Instructions:
1. Enter the quantity and cost associated with each SKU. See First Purchase Order Horizontal Entry Screen (PO Entry) for field descriptions.
2. Select Accept Entry to accept the entries. You return to the First Purchase Order Horizontal Entry Screen (PO Entry).
Create PO Detail Vendor Item Screen (PO Entry)
Purpose: Use this screen to add a detail line to the purchase order (top half of the screen) and to review information for the previous purchase order detail line (bottom half of the screen). You must enter the Vendor/Item number, Unit of measure, and Quantity.
Certain information defaults from the Work with Purchase Order Screen (Header), including the buyer, warehouse, ship via, and offer number. You can override this information for a detail line. The bottom half of the screen is updated by the system and is display-only. Much of the information presented here is calculated based on the quantity ordered and information for the vendor/item.
How to display this screen: At the Create PO Detail Standard Screen (Standard PO Entry), select Vendor Item Entry.
Field descriptions: All fields in the top section of the screen are the same as those on the Create PO Detail Standard Screen (Standard PO Entry), except:
Field |
Description |
Vendor item |
The vendor's item number. Validated against the Vendor/Item table; see Working with Vendor Items (WVNI). Alphanumeric, 20 positions; optional. |
Quantity |
The quantity listed in the retailer's unit of measure. For example, quantity 24 might actually represent 2 cases of the vendor’s unit of measure. Note: Although you enter the vendor’s item code on this screen, you must enter the quantity in the retailer’s unit of measure. Units of measure are defined through the Working with Units of Measure (WUOM) menu option; conversion factors which the system uses when calculating the conversion of retailer’s to vendor’s unit of measure are set up using the Working with Unit of Measure Conversions (WUMC) menu option. Numeric, 7 positions; optional. |
Cost |
Vendor's price, per retailer’s unit of measure, for the item. For example, if your vendor sells the item in pairs, at $12.00 per pair, but your unit of measure is single items, the cost of the item would be $6.00. Numeric, 11 positions with a 4-place decimal; optional. |
Screen Option |
Procedure |
Change item information associated with any previously entered item. |
Select Change to advance to the PO Entry - Maintain Detail Screen. |
Work with PO header information |
Select P/O Header to return to the Work with Purchase Order Screen (Header). |
Hold PO line item for the last item entered. |
Select Hold for Release to advance to the Work with Hold for Release Lines Screen. |
Accept the purchase order |
Select Accept to accept the purchase order. See Completing PO Entry. |
Reject the purchase order |
Select Reject to reject the purchase order. See Completing PO Entry. |
Work with purchase order line discounts |
Select Discount to advance to the Purchase Order Line Discount Screen. |
Work with estimated charges |
Select Estimated Charges to advance to the Work with PO Detail Estimated Charges Screen. |
Work with vendor item notes for the last item entered. |
Select Vendor Item Notes to advance to the Work with Vendor Item Notes Screen. |
Horizontal entry |
Select Horizontal Entry to advance to the First Purchase Order Horizontal Entry Screen (PO Entry). |
Standard entry |
Select Vendor Item Entry to advance to the Create PO Detail Standard Screen (Standard PO Entry). |
Non-inventory entry |
Select Non Inventory Entry to advance to the PO Detail Non Inventory Screen (PO Entry). |
Summary |
Select Summary to advance to the Purchase Order Summary Screen. |
PO detail messages |
Select Line Messages to advance to the Work with PO Detail Messages Screen. |
PO Detail Non Inventory Screen (PO Entry)
Purpose: Use this screen to enter a PO for an item that does not exist in your Item table. You might use non-inventory entry for services, or items you do not stock in inventory. Access to this function is controlled by the Non-Inventory Entry (A09) secured feature.
Certain information defaults from the PO header screen, including the buyer, warehouse, ship via, and offer number. You can override this information for a detail line.
How to display this screen: At the Create PO Detail Standard Screen (Standard PO Entry), select Non Inventory Entry.
Field descriptions: All fields in the top section of the screen are the same as those on the Create PO Detail Standard Screen (Standard PO Entry), except:
Field |
Description |
Item |
The item being ordered. Does not need to be a valid item number in the Item table. Alphanumeric, 60 positions; required. |
Vendor item |
The number the vendor uses to identify the item; see Working with Vendor Items (WVNI). Alphanumeric, 20 positions; optional. |
U/M (Unit of measure) |
A code that represents a unit of measure for the item. This code is not validated against the Unit of Measure table; see Working with Units of Measure (WUOM). Alphanumeric, 3 positions; optional. |
Screen Option |
Procedure |
Change item information associated with any previously entered item. |
Select Change to advance to the PO Entry - Maintain Detail Screen. |
Work with PO header information |
Select P/O Header to return to the Work with Purchase Order Screen (Header). |
Hold PO line item for the last item entered. |
Select Hold for Release to advance to the Work with Hold for Release Lines Screen. |
Accept the purchase order |
Select Accept to accept the purchase order. See Completing PO Entry. |
Reject the purchase order |
Select Reject to reject the purchase order. See Completing PO Entry. |
Work with purchase order line discounts |
Select Discount to advance to the Purchase Order Line Discount Screen. |
Work with estimated charges |
Select Estimated Charges to advance to the Work with PO Detail Estimated Charges Screen. |
Work with vendor item notes for the last item entered. |
Select Vendor Item Notes to advance to the Work with Vendor Item Notes Screen. |
Horizontal entry |
Select Horizontal Entry to advance to the First Purchase Order Horizontal Entry Screen (PO Entry). |
Standard entry |
Select Standard Entry to advance to the Create PO Detail Standard Screen (Standard PO Entry). |
Summary |
Select Summary to advance to the Purchase Order Summary Screen. |
PO detail messages |
Select Line Messages to advance to the Work with PO Detail Messages Screen. |
Purchase Order Line Discount Screen
Purpose: Use this screen to enter or change the discount amounts of the three discount fields for a detail line.
How to display this screen: Select Discounts on the:
• Create PO Detail Standard Screen (Standard PO Entry)
• Create PO Detail Vendor Item Screen (PO Entry)
• PO Detail Non Inventory Screen (PO Entry)
• PO Maintenance - Change PO Detail Screen
Field |
Description |
P/O # |
The number assigned to this purchase order. Numeric, 7 positions; display-only. |
Line # (Detail line number) |
The purchase order detail line number. Numeric, 3 positions; display-only. |
Item |
The item being ordered for this detail line. Alphanumeric, 12 positions; display-only. |
Item description (Unlabeled field below the Item) |
The description of the item on this detail line. Alphanumeric, 25 positions; display-only. |
Order quantity |
The quantity of the item, in retailer’s unit of measure, defaulted from the previous screen. Numeric, 5. positions, display-only. |
Cost |
The price you pay for this item, per retailer’s unit of measure, as defined in the Vendor Item table for the vendor’s unit of measure. For example, if the vendor sells this item in pairs, for $12.00 per pair, but you resell the item as a single unit, the Cost of the item would be $6.00. If a cost does not exist in the Vendor Item table (see Working with Vendor Items (WVNI)), the system pulls the cost from the Item SKU table. Numeric, 11 positions with a 4-place decimal; display-only. |
Discount (Primary discount) |
The primary discount percentage defined for this vendor that the system applies to this detail line. You establish the primary discount in the Vendor table. Any other discounts for this detail line are applied after the primary discount has been calculated. Numeric, 5 positions with a 2-place decimal; display-only. |
Ext cost (Extended cost) |
The extended cost of this purchase order detail line, which is calculated by multiplying the quantity ordered and the cost, adding the surcharge and subtracting the discount. Numeric, 11 positions with a 4-place decimal; display-only. |
Vendor price |
The price the vendor charges for the item. The system uses the vendor's unit of measure, and the vendor’s currency, if applicable. Calculating discounts in a foreign currency results in inaccurate discount amounts. Numeric, 9 positions with a 4-place decimal; display-only. |
Vendor dsct (Vendor discount) |
The primary unit discount amount represented in the vendor's currency. Calculating discounts in a foreign currency results in inaccurate discount amounts. Numeric, 5 positions with a 2-place decimal; display-only. |
Ext price (Extended price) |
The extended price of this purchase order detail line. Extended price is calculated by multiplying the price by the quantity ordered. Numeric, 9 positions with a 4-place decimal; display-only. |
Discount (Discount fields) |
The names of the three discount fields from the Vendor/PO Discount Values (E18) system control value. Note: The system calculates the primary discount on a purchase order before calculating other discounts. Alphanumeric, 11 positions with a 4-place decimal; display-only. |
Percent (Discount percentage) |
The percentage the system calculates against the unit cost of an item on the purchase order. If you enter a discount percentage, you cannot enter a unit discount for the same discount field. The system calculates discount percentages before subtracting any dollar discounts. Note: The system calculates percentage discounts based on the method from the Discount calculation method field in the Vendor Extended table. See Combined Discount Calculation and Tiered Discount Calculation for examples of each discount calculation method. See Overriding Discounts for more information on how the system updates the percent and unit discounts based on any overrides you define at the Purchase Order Overrides Pop-Up Window. Numeric, 6 positions with a 2-place decimal; optional. |
Unit discount |
The dollar amount the system subtracts from the unit cost of an item on the purchase order. If you enter a unit discount amount, you cannot enter a discount percentage for the same discount field. Note: The system calculates unit discounts based on the method from the Discount calculation method field in the Vendor Extended table. See Combined Discount Calculation and Tiered Discount Calculation for examples of each discount calculation method. See Overriding Discounts for more information on how the system updates the percent and unit discounts based on any overrides you define at the Purchase Order Overrides Pop-Up Window. Numeric, 11 positions with a 4-place decimal; optional. |
Vendor discount (Vendor discounts) |
The unit discount amount calculated in the vendor's currency. Calculating discounts in a foreign currency results in inaccurate discount amounts. Numeric, 11 positions with a 4-place decimal; display-only. |
Instructions: Use the following steps to create or change a vendor discount:
1. Complete the Percent or Unit discount field for each discount. If you leave both the Percent and Unit discount fields blank, no discount will apply.
2. Optionally, select Change Unit Disc to change the enterable field for a discount label to the other discount field. For example, if your cursor is placed in the Percent field for discount 1, selecting Change Unit Disc will clear any amount in the Percent field and allow you the enter an amount in the Unit discount field for discount 1.
3. Select Accept. The Confirm Accept pop-up window opens. Select OK to accept the changes you have made or select Exit to cancel.
4. The system calculates the discounts and updates the Extended cost, Extended price, Unit discount and Vendor discount fields with the changes.
Select Exit to return to the purchase order detail entry screen from which you advanced to this screen.
For more information: See Combined Discount Calculation and Tiered Discount Calculation for examples of how the system calculates discounts based on the Discount calculation method field in the Vendor Extended table.
Applying Discounts to a Purchase Order Line
Purpose: The system calculates discounts based on the Discount calculation method field defined for the vendor on the purchase order line.
• Combined = The discount method combines the total dollar amount of all 3 discounts to determine the net cost.
• Tiered = The discount method calculates the largest discount against the purchase order’s gross cost, then the second largest discount is calculated against the net result of the first discount, and the third largest discount is calculated against the net result of the second discount.
• Blank = No discount is applied; you will not be able to apply any discounts when working with a purchase order or an A/P invoice, regardless of the entries in the discount fields.
The combined discount calculation method combines the values of all 3 discounts to determine the net cost. Any discount percentages defined for the discounts are calculated before the unit discounts are applied.
Example:
Cost of item = $100.00
Primary discount (defined in Vendor table) = 10%
Discount 1 = $10.00 (unit discount)
Discount 2 = 20% (percentage discount)
Discount 3 = 10% (percentage discount)
Step 1: Calculate the primary discount percentage
primary discount (10%) x cost ($100.00) = unit discount amount for primary discount ($10.00)
Step 2: Subtract the primary discount amount from the cost
primary discount ($10.00) - cost ($100.00) = cost after primary discount ($90.00)
Step 3: Calculate discount 2 percentage
discount 2 (20%) x cost ($90.00) / 100 = unit discount amount for discount 2 ($18.00)
Step 4: Calculate discount 3 percentage
discount 3 (10%) x cost ($90.00) / 100 = unit discount amount for discount 3 ($9.00)
Step 5: Add discount amounts 1, 2 and 3 together
discount 2 ($18.00) + discount 3 ($9.00) + discount 1 ($10.00) = combined discount ($37.00)
Step 6: Subtract the total combined discount amount from the cost
total combined discount ($37.00) - cost ($90.00) = net cost ($53.00)
The tiered discount calculation method calculates:
• the largest discount against the item's cost, then
• the second largest discount is calculated against the net result of the first discount, then
• the third largest discount is calculated against the net result of the second discount
Any discount percentages defined for the discount fields are calculated before the unit discounts are applied.
Example:
Cost of item = $100.00
Primary discount (defined in Vendor table) = 10%
Discount 1 = $10.00 (unit discount)
Discount 2 = 20% (percentage discount)
Discount 3 = 10% (percentage discount)
Step 1: Calculate the primary discount percentage
primary discount (10%) x cost ($100.00) = unit discount amount for primary discount ($10.00)
Step 2: Subtract the primary discount amount from the cost
primary discount ($10.00) - cost ($100.00) = cost after primary discount ($90.00)
Step 3: Calculate the largest discount percentage
discount 2 (20%) x cost ($90.00) / 100 = largest discount amount ($18.00)
Step 4: Subtract the largest discount amount from cost
gross cost ($90.00) - largest discount ($18.00) = net of first calculation ($72.00)
Step 5: Calculate the 2nd largest discount percentage
discount 3 (10%) x net of first calculation ($72.00) / 100 = second largest discount amount ($7.20)
Step 6: Subtract the 2nd largest discount amount from cost
net of first calculation ($72.00) - second largest discount amount ($7.20) = net of second calculation ($64.80)
Step 7: Subtract the 3rd largest discount amount from cost
net of second calculation ($72.00) - third largest discount amount ($10.20) = net of second calculation ($54.80)
PO Entry - Maintain Detail Screen
Purpose: You can change, delete, display, or add a line to a purchase order. All existing lines for the purchase order display when this function is selected. You can:
• Break up shipments for a purchase order detail line or hold shipment of the entire line until a future date.
• Enter, display, update, or delete estimated additional charges for brokerage, commission, duty, freight, import, surcharge, or other types of fees.
• Enter, display, update, delete, or change the print value for Vendor/Item Notes (which updates the notes in the Vendor/Item record directly) or PO Detail Messages.
How to display this screen: Select Change at the Create PO Detail Standard Screen (Standard PO Entry), or the additional detail entry screens; see Entering PO Details.
Field |
Description |
Vendor # |
The code that identifies the vendor or supplier of an item. Numeric, 7 positions; display-only. |
P/O # |
The number assigned to the purchase order. Numeric, 7 positions; display-only. |
Total cost |
The total value of items to be purchased, calculated by the extended price (quantity ordered multiplied by price), plus additional estimated charges, and line surcharges (minus any discounts). Expressed in your currency, not the vendor's. Numeric, 11 positions with a 4-place decimal; display-only. |
Ln # |
The purchase order line number. There can be up to 999 lines on one purchase order; if you try to enter more than 999 lines on a purchase order, the system displays an error message: PO cannot exceed 999 lines. Numeric, 3 positions; display-only. |
Sts |
The status of the purchase order line. When you first create a PO, the status will be Open or Suspended. Status options: • C= Canceled. The purchase order was canceled through PO Maintenance; it exists on the system for historical purposes. • X = Closed. All lines on the purchase order have been received through PO Receiving. • H = Held. The PO must be approved through PO Maintenance before receipts can occur. • O = Open. The PO exists on the system awaiting PO Receipts. • R = Recurring. A template PO exists for merchandise ordered on a regular basis. Each interval, a new PO will be generated for all recurring POs. • S = Suspended. Inventory has been received into suspense through the PO Receiving function. Alphanumeric, 1 position; display-only. |
Item |
The item, SKU and description of the item being ordered. Item, SKU and description is represented in your definition, not the vendor's. Item: Alphanumeric, 12 positions; display-only. SKU: Alphanumeric, three 4-position fields; display-only. Description: Alphanumeric, 30 positions (standard, horizontal or vendor item entry; 60 positions (non inventory entry); display-only. |
UOM (Unit of measure) |
A code that represents your unit of measure for the item. UOM is expressed in the retailer’s UOM for the item, not the vendor's. See Working with Units of Measure (WUOM). Alphanumeric, 3 positions; display-only. |
Qty ord (Quantity ordered) |
Quantity of the item that has been ordered from the vendor. Quantity is expressed in your unit of measure ordering quantity, not the vendor's. Numeric, 7 positions; display-only. |
Ext cost (Extended cost) |
The extended cost of this PO detail line, which is calculated by multiplying the quantity ordered and the cost, adding the surcharge, and subtracting the discount. Cost is expressed in your currency, not the vendor's. Numeric, 11 positions with a 4-place decimal; display-only. |
Screen Option |
Procedure |
Create PO detail information |
Select Create P/O Detail to advance to the Create PO Detail Standard Screen (Standard PO Entry). |
Change PO detail information |
Select Change for a detail line to advance to the PO Entry - Change PO Detail Screen. |
Delete PO detail information |
Select Cancel for a detail line to delete it. |
Display PO detail information |
Select Display for a detail line to advance to the Display Purchase Order Detail Screen. |
Hold PO line item for the last item entered. |
Select Hold Details for a detail line to advance to the Work with Hold for Release Lines Screen. |
Work with estimated charges |
Select Estimated Charges for a detail line to advance to the Work with PO Detail Estimated Charges Screen. |
Work with vendor item notes for the last item entered. |
Select Vendor item notes for a detail line to advance to the Work with Vendor Item Notes Screen. |
PO detail messages |
Select Messages for a detail line to advance to the Work with PO Detail Messages Screen. |
Work with PO header information |
Select Header to return to the Work with Purchase Order Screen (Header). |
Work with vendor notes |
Select Vendor Notes to advance to the Work with Vendor Notes Screen. |
PO messages |
Select Messages to display the Work with PO Messages Screen. |
PO Entry - Change PO Detail Screen
To change a PO entry: At the PO Entry - Maintain Detail Screen, select Change for a detail line number.
Field descriptions: The fields at the top of the screen display information from the previous screen that cannot be changed; see Create PO Detail Standard Screen (Standard PO Entry) for field descriptions. The entry fields you can use to change the purchase order detail information are described below.
Field |
Description |
Line # |
The purchase order line number. There can be up to 999 lines on one purchase order; if you try to enter more than 999 lines on a purchase order, the system displays an error message: PO cannot exceed 999 lines. You can use the line number field to insert a line on the purchase order. The system inserts the new line in order and renumbers the remaining lines. Note: Select Summary to make sure the new line has been inserted properly. Numeric, 3 positions; optional. |
Item |
The item, SKU and description of the item being ordered. Item, SKU and description is represented in your definition, not the vendor's. Item: Alphanumeric, 12 positions; display-only. SKU: Alphanumeric, three 4-position fields; display-only. Description: Alphanumeric, 30 positions (standard, horizontal or vendor item entry; 60 positions (non inventory entry); display-only. |
Qty (Quantity) |
Quantity of the item that you are ordering, in retailer’s unit of measure. If you change the quantity, the system performs the following checks: • minimum quantity in the Vendor/Item table • order multiple in Vendor/Item table The system displays an error message if the quantity ordered is less than the minimum, or if the quantity ordered is not a multiple of the quantity specified in the Vendor/Item table (see Working with Vendor Items (WVNI)). The quantity specified in the Vendor/Item table is in the retailer’s unit of measure. Numeric, 7 positions; required. |
Cost |
The price for this item, per retailer’s unit of measure, from when you entered the purchase order. Numeric, 11 positions with a 4-place decimal; required. |
The number of units that are due to arrive from the vendor. Enter an amount in this field when the vendor confirms the quantity that has been shipped. Numeric, 7 positions; optional. |
|
Primary dsc (Primary discount percentage) |
The primary discount percentage applied toward the item. See Overriding Discounts for more information on how the system updates the discount percentage based on any overrides you define at the Purchase Order Overrides Pop-Up Window. Numeric, 5 positions with a 2-place decimal; optional. |
Surcharge |
An additional fee to purchase this item from this vendor. A surcharge is typically added to purchases from a broker. The surcharge is from the Vendor record. You can override this value at the Purchase Order Overrides Pop-Up Window. Numeric, 9 positions with a 4-place decimal; display-only. |
Ext cost (Extended cost) |
The extended cost of this PO detail line, which is calculated by multiplying the quantity ordered and the cost, adding the surcharge, and subtracting the discount. Numeric, 11 positions with a 4-place decimal; display-only. |
Vendor’s (Vendor number) |
The vendor item number as from the Vendor/Item table (see Working with Vendor Items (WVNI)). Numeric, 7 positions; display-only. |
U/M (Unit of measure) |
The vendor's unit of measure for the item. This is from the Vendor/Item table (see Working with Vendor Items (WVNI)). Alphanumeric, 3 positions; display-only. |
Quantity |
The quantity of the item that has been ordered from the vendor. This is expressed in the vendor's unit of measure and may differ from the Qty field. For example, if your unit of measure is eaches and the vendor's unit of measure is cases of 24, the Qty field may contain 48 units and the Quantity field would be 2 (representing the vendor's unit of measure). Numeric, 7 positions; display-only. |
Vendor price |
The price the vendor charges for the item, per vendor’s unit of measure. Expressed in the vendor's currency. Numeric, 9 positions with a 4-place decimal; display-only. |
Vnd dscnt (Vendor discount) |
The unit discount percentage in the vendor's currency. Numeric, 5 positions with a 2-place decimal; display-only. |
Ext price |
The extended price of this PO detail line. Calculated by multiplying the price by the quantity ordered. Numeric, 9 positions with a 4-place decimal; display-only. |
Buyer |
A code that identifies a person who is authorized to make purchases for your company. To change, enter a new buyer code. See Working with Buyers (WBUY). Alphanumeric, 3 positions; required. |
Ship via |
A code that represents a carrier used for shipping merchandise to your company. See Working with Purchase Order Ship Via (WPSV). Numeric, 2 positions; display-only. |
Offer |
The code for the offer (catalog). To change, enter a new offer code. See Working with Offers (WOFR). Alphanumeric, 3 positions; optional. |
Warehouse |
A code that represents the warehouse where the item will be received. Validated against the Warehouse table. See Creating and Maintaining Warehouses (WWHS). Numeric, 3 positions; optional. |
Due date |
Date the PO is due to be received, based on the PO entry date and the Lead days from the Vendor/Item record, or manually entered here. This date is displayed in Order Entry, Order Maintenance, and standard and streamlined Order Inquiry. Note: Changing the date on the PO detail line does not change the date on the PO header. You must also change the header date. Numeric, 6 positions; required. |
Cancel date |
The date the purchase order will be marked for cancellation if the order is not received. See Printing the PO Auto Cancel Report (MPAC). Note: Changing the date on the PO detail line does not change the date on the PO header. You must also change the header date. Numeric, 6 positions (MMDDYY format); optional. |
Promise date |
A user-defined date that may be used to represent the expected ship date or promised arrival date. Note: Changing the date on the PO detail line does not change the date on the PO header. You must also change the header date. Numeric, 6 positions (MMDDYY format); optional. |
G/L # |
The General Ledger number to which inventory will post. If you do not have authority to the Secure G/L Number Field Access (A84) secured feature, this field is display-only. Numeric, 8 positions; optional. |
Display Purchase Order Detail Screen
Purpose: Use this screen to review information about an item on a purchase order.
How to display this screen: From the Create PO Detail Standard Screen (Standard PO Entry), select Display for a detail line. You can also display this screen by selecting Display for an item at the PO Maintenance - Maintain Detail Screen.
See Second Display Purchase Order Detail Screen for field descriptions.
Purchase Order Overrides Pop-Up Window
Purpose: Use this window to define overrides to the vendor record for this purchase order only without updating the vendor record itself.
If you override one or more of the vendor discount fields (Primary discount %, the three Percent discounts (trade, coop, and special), and three Unit discounts (trade, coop, and special), the system applies the discount overrides to new lines added to the purchase order and existing lines on the purchase order.
• If an existing PO line already has a discount defined (primary discount %, percent discount, or unit discount), the system applies the new override discounts to the line.
• For new or existing lines, if you manually enter a discount in the Primary discount field, the system does not apply the override primary discount percent to the line.
• If you remove a primary discount, percent discount or unit discount from the Purchase Order Overrides window, the system removes the discounts from existing PO lines.
• Unit discount overrides also apply to the corresponding percent discount field. If you enter a unit discount 1 override, the override applies to any unit 1 or percentage 1 discount defined for the PO line, and vice versa. For example, if a PO line has a trade percent discount and you enter a trade unit discount override, the system applies the override to the trade percent discount defined for the PO line. However, if you enter a trade percent discount for a PO line and then enter a coop unit discount override, the system retains the trade percent discount for the PO line and adds the coop unit discount override to the line.
PO maintenance: If you override one or more of the vendor discount fields in PO maintenance:
• the overrides are applied to any new PO lines added during PO maintenance.
• the system applies the overrides only to existing PO lines that do not currently have any discount defined (a discount is not defined in the primary discount, percent discount, or unit discount fields).
• if a PO line without discounts has already been partially received, the system applies the overrides to the remaining quantity waiting to be received.
System control value: The Apply Discount To Manual Cost (D96) system control value defines whether purchase order discounts are applied against a manually entered cost; setselect this system control value to receive discounts against manually entered costs.
Example 1: In PO entry, you enter a PO for a vendor with no primary discount or percent or unit discounts.
Scenario |
Results |
You enter PO line 1 for 1 unit at 25.00. |
The system creates PO line 1 with an extended cost of 25.00 (no discounts applied). |
At the Purchase Order Overrides window, you enter a primary discount of 5.00%. |
The system applies the 5.00% primary discount to PO line 1, updating the extended cost to 23.75 (25.00 - 5.00% = 23.75). |
You enter PO line 2 for 1 unit at 25.00. |
The system creates PO line 2 and applies the 5.00% primary discount override to the line, creating an extended cost of 23.75 (25.00 - 5.00% override discount = 23.75). |
At the Purchase Order Overrides window, you change the primary discount to 20.00%. |
The system updates PO line 1 and PO line 2 with the 20.00% primary discount override. The extended cost for both PO lines updates to 20.00 (25.00 - 20.00% = 20.00). |
Example 2: In PO entry, you enter a PO for a vendor with a primary discount of 15.00% and a trade unit discount of 1.00.
Scenario |
Results |
You enter PO line 1 for 1 unit at 25.00. |
The system applies the 15.00% primary discount and 1.00 trade unit discount to PO line 1, creating an extended cost of 20.25 (25.00 - 15%) - 1.00 = 20.25). |
You enter PO line 2 for 1 unit at 25.00 and manually enter a primary discount amount of 5.00. |
The system applies the 1.00 trade unit discount to PO line 2, but does not apply the 15.00% primary discount to the line. The PO line retains the manually defined 5.00 primary discount. The extended cost for PO line 2 is 19.00 (25.00 - 5.00) - 1.00 = 19.00). |
At the Purchase Order Overrides window, you change the primary discount from 15.00% to 25.00% and enter a coop unit discount of 3.00. |
The system updates PO line 1 with the 25.00% primary discount override and 3.00 coop unit discount. The PO line retains the 1.00 trade unit discount. The extended cost for PO line 1 updates to 14.75 (25.00 - 20%) - 1.00 - 3.00 = 14.75). The system updates PO line 1 with the 3.00 coop unit discount, but does not apply the 25.00% primary discount override to the line. The PO line retains the manually defined 5.00 primary discount and 1.00 trade unit discount. The extended cost for PO line 2 is 16.00 (25.00 - 5.00) - 1.00 - 3.00 = 16.00). |
Example 3: In PO entry, you enter a PO for a vendor with no primary discount or percent or unit discounts.
Scenario |
Results |
You enter PO line 1 for 1 unit at 25.00. |
The system creates PO line 1 with an extended cost of 25.00 (no discounts applied). |
You enter PO line 2 for 1 unit at 25.00 and add a trade unit discount of 5.00. |
The system applies the 5.00 trade unit discount to PO line 2, updating the extended cost to 20.00 (25.00 - 5.00 = 20.00) |
In PO Maintenance: |
|
At the Purchase Order Overrides window, you enter a primary discount override of 5.00%. |
The system applies the 5.00% primary discount override to PO line 1. The system does not apply the 5.00% primary discount override to PO line 2 since the line currently has a 5.00 trade unit discount. |
You add PO line 3 for 1 unit at 25.00. |
The system applies the 5.00% primary discount override to PO line 3. |
How to display this screen: At the Work with Purchase Order Screen (Header), select P/O Overrides.
Field |
Description |
Reference # |
A reference number you can use if you have the system assign purchase order numbers and you want to track an internal purchase order number or a tracking number on the purchase order. Reference numbers can be used in P/O Inquiry to scan for a specific purchase order number. The reference number may print on the PO, depending on the print program from the PO Print Program (C64) system control value. Required is the PO Reference # Required (A35) system control value is selected. Alphanumeric, 15 positions; optional. |
Terms |
A code that represents a type of payment terms, such as net 30 days. The terms default from the Vendor table will display here, but can be overridden for any order. Terms are validated against the Terms code table. See Working with Terms (WAPT). Numeric, 2 positions; optional. |
Vendor reference # |
An internal reference number that may be stored with the purchase order. For example, the reference number may represent an internal purchase order number from a preprinted purchase order, or an internal control for departmental purchase orders. Information in this field will be available to print on the PO or any report. Alphanumeric, 15 positions; optional. |
Determines whether the program pulls prices for items entered. • Selected = You must enter a price for each item. • Unselected = The system will automatically pull prices for each item. Prices will be pulled from: 1. Vendor/Item quantity break table 2. Vendor/Item table 3. Item table. |
|
Primary discount % |
The primary discount percentage applied to each item ordered from this vendor. The primary discount percent defaults from the Vendor table. You may enter an override to the primary discount percentage established for this vendor towards purchases. The override to the Discount % is valid only for the current purchase order. See Overriding Discounts for more information on how the system updates the discount percentage based on any overrides you define at the Purchase Order Overrides Pop-Up Window. Numeric, 5 positions with a 2-place decimal; optional. |
Confirming PO |
Determines whether this is a confirming purchase order. If this is a confirming purchase order, you can print confirming purchase orders and the purchase order will indicate that it is a confirming document when you print it; see Printing Purchase Orders. If you are using EDI to transmit orders and follow up with the printed order, the system indicates on the printed document that it is a confirmation of an EDI transmission. • Selected = The order was placed over the phone with a vendor and this is a confirming PO. • Unselected = This is not a confirming PO. |
Tax exempt # |
The Ship to field's reseller or tax exempt certificate number for this drop ship purchase order. May default from the Exempt certificate field in the Customer record. Alphameric, 15 positions; optional. |
Recurring P/O |
Determines whether you are entering a template for a recurring purchase order. • Selected = The system will assign an R (Recurring) status to the order. Any items and quantities on this order will not be placed “on-order.” Orders with an R status are used in the Recurring Purchase Order generation program. See Recurring Purchase Order Screen. • Unselected = This is not a recurring PO. |
Currency rate |
The currency of the vendor or broker from whom the purchase order is being placed. If a foreign currency value is entered, the system will store the vendor's currency on the PO and will calculate your currency whenever necessary, (e.g., during inquiry and reporting). See Working with Currency (WCUR). Alphanumeric, 3 positions; optional. |
You may override or enter a surcharge that is added to purchases from this vendor. A surcharge is typically added to purchases from a broker. If a Surcharge % is defined in the Vendor table, it will default here. The surcharge percent is reflected in the price of each item. Numeric, 5 positions with a 2-place decimal; optional. |
|
Percent discount |
The percentage the system applies against the unit cost of an item on the purchase order. Percentage discounts are defined in and validated against the Vendor Discount table. If you enter a discount percentage, you cannot enter a unit discount for the same discount field. The system calculates discount percentages before subtracting any dollar discounts. The text for the 3 percent discounts is blank if a value has not been defined in the Vendor/PO Discount Values (E18) field in the System Control field. Note: The system calculates percentage discounts based on the method from the Discount calc (Discount calculation method) field in the Vendor Extended table. See Purchase Order Line Discount Screen for examples of each discount calculation method. See Overriding Discounts for more information on how the system updates the percent and unit discounts based on any overrides you define at the Purchase Order Overrides Pop-Up Window. Numeric, 11 positions with a 4-place decimal; optional. |
Unit discounts |
The dollar amount the system subtracts from the unit cost of an item on the purchase order. Unit discounts are defined in and validated against the Vendor Discount table. If you enter a unit discount amount, you cannot enter a discount percentage for the same discount field. The text for the 3 unit discounts is blank if you have not defined a value in the Vendor/PO Discount Values (E18) field in the System Control field. Note: The system calculates unit discounts based on the method from the Discount calc (Discount calculation method) field in the Vendor Extended table. See Purchase Order Line Discount Screen for examples of each discount calculation. See Overriding Discounts for more information on how the system updates the percent and unit discounts based on any overrides you define at the Purchase Order Overrides Pop-Up Window. Numeric, 11 positions with a 4-place decimal; optional. |
Recurring Purchase Order Screen
Purpose: Use the Recurring Purchase Order function to automatically issue a new PO for merchandise or services which will be reordered on a regular basis. When the Recurring PO field is selected, the system creates a “template” PO that will be used to create the actual PO.
Create template: Use this screen to define the template PO. The PO number displayed on this screen will not become an actual PO because you are only creating the template. You can modify this template as you would any other PO. Any changes made to the template will apply to all future POs created, but it will not adjust any existing POs created from the template.
The system will assign a status of Recurring (R) to the recurring PO or subsequent POs created as a result of the recurring PO order. Once the system has generated all the POs from the template (based on the number of intervals), the status of the recurring PO template will become Complete (C).
To generate recurring purchase orders: Use a periodic recurring process which includes the periodic function Process Recurring Purchase Orders to generate recurring purchase orders. See Working with Periodic Functions (WPER).
How to display this screen: At the Purchase Order Overrides Pop-Up Window, select the Recurring PO field.
Field |
Description |
Start date |
The date the system should start generating purchase orders. Numeric, 6 positions (MMDDYY format); required. |
Stop date |
The date the system should stop generating purchase orders. Numeric, 6 positions (MMDDYY format); required. |
Total intervals |
The total number of purchase orders to generate for this recurring purchase order. Numeric, 5 positions; required. |
Interval |
The length of time, in days, between generated purchase orders. Numeric, 3 positions; required. |
Dates/interval example:
Values:
• Start date = 03/01/06
• End date = 06/01/06
• Total intervals = 4
• Interval = 30
System generates 4 POs on
• 03/01/06
• 04/01/06
• 05/0106
• 06/01/06
(Provided these dates are 30 days from each other. For example, 04/01/06 may be 03/31/06).
Purpose: Use this screen to define or update message text that may print on the purchase order, receiving worksheet, or both. These messages can also be displayed in PO Inquiry/Maintenance and Receiving.
How to display this screen: Select PO Msg at the:
• Work with Purchase Order Screen (Header)
• PO Entry - Maintain Detail Screen
• PO Maintenance - Maintain Detail Screen (PO maintenance)
You can also display this screen by selecting Messages at the Display Purchase Order Header Screen in PO inquiry.
Field |
Description |
Message |
Free-form message about the vendor and/or order. You can mark any portion of the message to print on the PO, or you can use the messaging capability to keep detailed notes about the order for internal use. Alphanumeric, 60 positions (each line); optional. |
Valid values are: • Print on Both (purchase order and receiving worksheet) • Print on PO • Print on RCV Worksheet See PO Receiving Worksheet (POR0167, POR0167BC) and/or PO Receiving Worksheet (POR0740, POR0740BC). • Blank (Do not print) Optional. |
Entering messages: Select Add/Change to activate the add/change function. The system displays the same screen; however, you are able to change previously added information.
Work with FOB for Purchase Order Screen
Purpose: Use this screen to create, change or delete vendor FOB records for a specific purchase order.
Note: Any change you make from this screen updates only this purchase order and does not affect the Vendor FOB addresses defined on the Work with Vendor FOB Address Screen.
About FOB address: The FOB (freight on board) address is the location where title to merchandise being shipped passes from the seller to the buyer.
Types of FOB addresses: If the FOB address is an Origin type, ownership of the merchandise passes from seller to buyer at the origin of the shipping route, and the buyer is responsible for transportation costs and risk of loss or damage from that point. If the FOB address is a Destination type, ownership of the merchandise passes from seller to buyer at the receiving point for the merchandise, and the seller is responsible for transportation costs and risk of loss or damage until the merchandise reaches its destination.
How to display this screen:
• Select FOB at the Work with Purchase Order Screen (Header).
• Select FOB at the PO Maintenance - Maintain Detail Screen.
Field |
Description |
Vendor |
The vendor number and description for this purchase order. Vendor number: Numeric, 7 positions; display-only. Vendor description: Alphanumeric, 30 positions; display-only. |
Type |
This code identifies the FOB address as either a Destination or an Origin type. • Destination = the FOB address is the location to which merchandise is being shipped (its destination); title of the merchandise passes from the seller to the buyer when the merchandise reaches its destination. • Origin = the FOB address is the location from which the merchandise is shipped; title to the merchandise passes from the seller to the buyer when the merchandise leaves the seller's dock. Alphanumeric, optional. |
City |
The city of the FOB address. Alphanumeric, 25 positions; optional. |
St |
The state of the FOB address. Alphanumeric, 2 positions; optional. |
Postal cd |
The zip code of the FOB address. Alphanumeric, 10 positions; optional. |
Freight terms |
A brief description of the freight terms for this FOB address. Alphanumeric, 10 positions; optional. |
Screen Option |
Procedure |
Create a vendor FOB address for this purchase order |
Select Create to advance to the Create FOB for Purchase Order Screen. |
Change an FOB address for this purchase order |
Select Change for an FOB address to advance to the Change FOB for Purchase Order Screen. See the Create FOB for Purchase Order Screen for field descriptions and screen information. |
Delete an FOB address for this purchase order |
Select Delete for an FOB address to delete it. |
Display an FOB address for this purchase order |
Select Display for an FOB address to advance to the Display FOB for Purchase Order Screen. See the Create FOB for Purchase Order Screen for field descriptions. |
Create FOB for Purchase Order Screen
Purpose: Use this screen to create a new FOB address for the purchase order.
Note: The FOB address you create will be added to the list of FOB addresses for this purchase order only; it will not be added to the list of FOB addresses for this vendor defined through the Work with Vendor FOB Address Screen.
How to display this screen: Select Create at the Work with FOB for Purchase Order Screen.
Field |
Description |
PO # |
The current purchase order number. Numeric, 7 positions; display-only. |
Vendor |
The vendor number and description of the vendor for this purchase order. Vendor number: Numeric, 7 positions; display-only. Vendor description: Alphanumeric, 30 positions; display-only. |
Postal code |
The zip code for the vendor. The first three characters of the postal code are validated against the SCF (Sectional Center Facility) table, and must be valid SCF codes associated with the city and country you enter. See Working with SCF Codes (WSCF). Alphanumeric, 10 positions; required. |
City/State/Country |
The city, state and country of the FOB address. Note: If the Use Zip/City/State Defaulting? (B13) system control value (SCV B13) is selected, the City, State, and Country fields will automatically display the correct address information when you enter a zip code in the Postal Code field. City: Alphanumeric, 25 positions; required. State: Alphanumeric, 2 positions; required. Country: Alphanumeric, 3 positions; required. |
Freight terms |
A brief description of the freight terms for this vendor FOB address. Alphanumeric, 10 positions; required. |
FOB type |
This code identifies the FOB address as either a Destination type or an Origin type. • Destination = the FOB address is the location to which merchandise is being shipped (its destination); title of the merchandise passes from the seller to the buyer when the merchandise reaches its destination. • Origin = the FOB address is the location from which the merchandise is shipped; title to the merchandise passes from the seller to the buyer when the merchandise leaves the seller's dock. Alphanumeric, required. |
Work with Hold for Release Lines Screen
• break up the quantities ordered on a purchase order detail line over several shipments, or
• postpone shipment of the entire quantity on the purchase order to a future date.
This screen enables you to receive a quantity break price for the item for your vendor, but allows you to stagger receipts against the purchase order line so that you do not overload your warehouse with this item.
When you set the release line status of each future shipment to “Hold,” the system ensures that the quantity broken up over several vendor shipments equals the original quantity specified on the purchase order detail line. The PO releases automatically and goes into an open status on the release date. Hold for release information cannot be entered for a line that has been partially received.
How to display this screen:
• At the Create PO Detail Standard Screen (Standard PO Entry) or other detail entry screen (see Entering PO Details) select Hold for Release. The PO hold for release information will be displayed for the last PO line entered.
• At the PO Entry - Maintain Detail Screen, select Hold Details for a detail line.
• At the PO Maintenance - Maintain Detail Screen, select Hold Details for a detail line.
Field |
Description |
Sts (Status) |
The status of the line is based on the value in the Release date field. Open lines have a release date equal to the current date. Held lines have a release date greater than the current date. • Hold = Indicates the line is held. • Open = Indicates the line is open. PO Print evaluates the status of the line and releases the line according to the Release date. Alphanumeric, 1 position; display only. |
Release date |
The date on which this portion of the purchase order detail line can be fulfilled by the vendor. PO Print releases the line automatically and assigns an open status on the release date. Numeric, 6 positions (MMDDYY format); optional. |
Due date |
The date this purchase order line is due. Calculated based on the release date for this portion of the purchase order detail line, plus the value in the Lead Days field in the Vendor/Item record, or manually entered. Numeric, 6 positions (MMDDYY format); optional. |
Complete the Quantity or Percent field: |
|
Qty |
The portion of the purchase order detail line (in retailer’s unit of measure) that will be fulfilled by the vendor on the corresponding due date. Numeric, 7 positions; required (if Percent is not entered). |
Pct |
The percentage of the purchase order detail line that will be fulfilled by the vendor on the corresponding due date. Numeric, 5 positions with a 2-place decimal; required (if Quantity is not entered). |
Screen Option |
Procedure |
Add or change hold and release information |
Select Add/Change to activate the add or change function, and update the required information. |
Purpose: There are two screens you can use to define or update estimated additional charges for a purchase order.
• Use the Work with PO Header Estimated Charges Screen to define purchase order estimated charges for every detail line on the purchase order.
• Use the Work with PO Detail Estimated Charges Screen to define purchase order estimated charges for a specific detail line on the purchase order.
You can define the following types of estimated charges for a purchase order header or detail line:
• freight
• brokerage
• commission
• duty
• import
• prep
• royalty
• surcharge
• other fees
In purchase order entry, you can enter the estimated charge as a unit cost or a percentage. You enter the actual charges (for freight, brokerage, etc.) for the detail line at purchase order receiving. These charges are not reflected in the extended price of the purchase order.
Changing a purchase order estimated charge in purchase order maintenance generates a purchase order history message indicating that the charge has been changed; see Maintaining Purchase Orders (MPOE).
Purchase order additional charge codes are defined through Working With PO Additional Charges (WPAC).
Work with PO Header Estimated Charges Screen
Purpose: Use this screen to define estimated charges for each detail line on the purchase order.
When you add, change, or delete an estimated charge at this screen, the system applies the charge to each existing detail line and each additional detail line you add to the purchase order that is in a open or held status. If an existing detail line was already associated with the same estimated charge you defined at this screen, the system overrides the charge amount defined for the detail line to the header charge amount.
For more information: See Defining Estimated Charges.
How to display this screen: Select Estimated Charges on the Work with Purchase Order Screen (Header).
Field |
Descrption |
PO # |
The number of the purchase order you are currently working with, defaulted from the Work with Purchase Order Screen (Header). Numeric, 7 positions; display-only. |
Status |
The status of the purchase order, defaulted from the Work with Purchase Order Screen (Header). Alphanumeric, 10 positions; display-only. |
Vendor |
The vendor number and vendor name defined for this purchase order, defaulted from the Work with Purchase Order Screen (Header). Vendor number: Numeric, 7 positions; display-only. Vendor name: Alphanumeric, 30 positions; display-only. |
Code |
A code that represents the charge to be added to the purchase order detail line. The following message indicates if you try to enter an estimate charge that has already been defined: PO Estimate Charge already exists. If the estimate charge you enter on the header screen already exists on a purchase order detail line, the system allows you to create the purchase order header estimate charge. The amount you define at the header screen overrides the amount defined for the purchase order detail line. If you wish to have the amount for an estimate charge different for a specific detail line, you must first enter the header charge and then overide the amount for the detail line. Purchase order additional charge codes are defined in and validated against the PO Additional Charge table; see Working With PO Additional Charges (WPAC). Numeric, 2 positions; optional. |
Complete the Unit Cost or Percent field: |
|
Unit cost |
The unit charge (per unit in retailer’s unit of measure) for a purchase order detail line for brokerage, commission, duty, freight, import, surcharge, or other user-defined fees. The actual charges from the vendor for these fees are entered at PO Receiving. Multiplied by the quantity ordered to determine the estimated charge. The unit cost is used in lieu of a percentage to calculate the additional estimated charge. The following message indicates if you do not define either a unit cost or percentage for a charge code: Unit Cost or Percent must be entered. The following message indicates if you try to enter a charge code that has already been defined: PO Estimate Charge already exists. The following message indicates if you try to enter a unit cost and unit percentage for a charge code: Enter Unit Cost or Percent; but not both. Numeric, 11 positions with a 4-place decimal; optional (required if percent is not entered). |
Percent |
The percentage used to calculate the additional charges on a purchase order detail line. Used in lieu of an additional charge based on unit cost. The percentage value is multiplied by the extended price on the purchase order detail line to determine the estimated charge. The actual charge for an additional charge is captured at PO Receiving. If you do not have authority to the Access Estimated Charge Percent (B01) secured feature, the percent field is display-only and you cannot enter an estimated charge percentage. The following message indicates if you do not define either a unit cost or percentage for a charge code: Unit Cost or Percent must be entered. The following message indicates if you try to enter a charge code that has already been defined: PO Estimate Charge already exists. The following message indicates if you try to enter a unit cost and unit percentage for a charge code: Enter Unit Cost or Percent; but not both. Numeric, 5 positions with a 2-place decimal; optional (required if unit cost is not entered). |
Instructions:
1. Select Add/Change to activate the add/change function. The system displays the same screen; however, you are able to change previously added information.
2. Complete the necessary fields.
3. When you return to the previous screen, the system displays the following message to indicate the charges have been applied to each purchase order detail line.
All detail estimated charges have been updated with changes
Screen Option |
Procedure |
Toggle between add mode and change mode |
Select Add/Change. The existing charges on the screen change to display-only or enterable fields. |
Work with PO Detail Estimated Charges Screen
Purpose: Use this screen to create or change a charge for a specific purchase order detail line.
Any charges that you had already entered on the Work with PO Header Estimated Charges Screen display on the screen. If the Default Vendor Item Additional Charges (I21) system control value is selected, any charges defined for the item in Work with Vendor Items display on the screen.
Note: If you enter a charge for a detail line and then enter the same charge on the header screen, the system overrides the amount you had defined for the line to the header amount.
For more information: See Defining Estimated Charges.
How to display this screen:
1. At the Create PO Detail Standard Screen (Standard PO Entry), other detail entry screen (see Entering PO Details) or the PO Maintenance - Change PO Detail Screen select Est. Charges. This screen displays for the last PO line entered.
2. At the PO Entry - Maintain Detail Screen or the PO Maintenance - Maintain Detail Screen, select Estimated Charges for a detail line.
Field descriptions: The Line #, Status, Item, SKU, and Item description fields on this screen are described below. See Work with PO Header Estimated Charges Screen for a description of the other fields on this screen.
Field |
Description |
Line # |
The number for the purchase order detail line for which you are creating or changing additional estimated charges. Numeric, 3 positions; display-only. |
Status |
The status of the purchase order line. Alphanumeric, 1 position; display-only. |
Item |
The code for the item on the purchase order detail line. Alphanumeric, 12 positions; display-only. |
SKU (Unlabeled field to the right of the Item) |
The code that represents the special characteristics of the item, such as color or size. Alphanumeric, three 4-position fields; display-only. |
Item description (Unlabeled field below the Item) |
The description of the item on the purchase order detail line. Alphanumeric, 40 positions; display-only. |
Screen Option |
Procedure |
Toggle between add mode and change mode |
Select Add/Change. The existing charges on the screen display as display-only or they are enterable fields. Complete the necessary fields. |
Work with Vendor Item Notes Screen
Purpose: Use this screen to display, add, or change free-form notes about a vendor's item. Also, you can indicate whether to print each line of message text on purchase orders and/or receiving worksheets. These notes are displayed at PO Inquiry/Maintenance and Receiving.
How to display this screen:
• At the Create PO Detail Standard Screen (Standard PO Entry) other detail entry screen (see Entering PO Details), or the PO Maintenance - Change PO Detail Screen, select Vend Itm Notes. The vendor notes will be displayed for the last PO line entered.
• At the PO Entry - Maintain Detail Screen in PO maintenance, select Vendor item notes for a detail line.
• At the PO Maintenance - Maintain Detail Screen in PO maintenance, select Vendor item notes for a detail line.
• At the First Display Purchase Order Detail Screen in PO inquiry, select Vendor Item Notes for an item.
• At the Second Display Purchase Order Detail Screen in PO inquiry, select Notes.
• At the Work with Vendor Item Screen, select Vendor Item Notes for an item
Field |
Description |
Note |
Free-form text about the item and/or vendor. The text may print on purchase orders. Select Next to display additional lines. These notes are displayed at Purchase Order Inquiry (MPOI), Maintaining Purchase Orders (MPOE), and Purchase Order Receipts. Alphanumeric, 60 positions (each line); optional. |
Valid values are: • Print on both PO and worksheet • PO only • Worksheet only • Do not print See the Purchase Order, PO Receiving Worksheet (POR0167, POR0167BC), and PO Receiving Worksheet (POR0740, POR0740BC) for samples of each. Optional. |
Screen Option |
Procedure |
Add/Change vendor item notes |
Select Add/Change to activate the add or change function and update the required information. |
Work with PO Detail Messages Screen
Purpose: Use this screen to enter or update message text. These messages can print on the purchase order detail line if your print program supports it. Line messages relate to a single item on the purchase order only.
How to display this screen:
• At the Create PO Detail Standard Screen (Standard PO Entry), other detail entry screen (see Entering PO Details), or the PO Maintenance - Change PO Detail Screen, select Messages. The PO detail messages will be displayed for the last PO line entered.
• At the PO Entry - Maintain Detail Screen or the PO Maintenance - Maintain Detail Screen in PO maintenance, select Messages for a detail line.
• At the First Display Purchase Order Detail Screen in PO inquiry, select Messages for an item.
• At the Second Display Purchase Order Detail Screen in PO inquiry, select Messages.
Field |
Description |
Message |
Free-form message about the item. Alphanumeric, 60 positions (each line); optional. |
Valid values are: • Print on Both (both the PO Receiving Worksheet (POR0167, POR0167BC) or PO Receiving Worksheet (POR0740, POR0740BC)and Purchase Order • Print on PO • Print on RCV Worksheet • Blank (Do not print) Optional. |
Screen Option |
Procedure |
Add/Change hold and release information |
Select Add/Change to activate the add or change function, and enter the required information. |
Purpose: Use this screen to review the PO detail lines that have been entered on the purchase order. You can also use this screen to view the running totals for the purchase order as a whole and the individual totals for each detail line. Up to eight purchase order detail lines appear on this screen at one time. This screen also allows you to accept or reject the entire purchase order if PO detail line entry is completed.
How to display this screen: Select Summary at the At the Create PO Detail Standard Screen (Standard PO Entry), another detail entry screen (see Entering PO Details) the Work with Purchase Order Screen (Header), or the PO Maintenance - Maintain Detail Screen.
Field |
Description |
P/O # |
The number assigned to a purchase order, defaulted from the Work with Purchase Order Screen (Header). Numeric, 7 positions; display-only. |
Rev # (Revision number) |
The number of times a purchase order has been revised. When you initially create a purchase order, the revision number is 1. Numeric, 3 positions; display-only. |
Status |
The status of the purchase order. When you first create a PO, the status will be Open or Suspended. Status options: • Canceled = The purchase order was canceled through PO Maintenance; it exists on the system for historical purposes. • Closed = All lines on the purchase order have been received through PO Receiving. • Held = The PO must be approved through PO Maintenance before receipts can occur. • Open = The PO exists on the system awaiting PO Receipts. • Recurring = A template PO exists for merchandise ordered on a regular basis. Each interval, a new PO will be generated for all recurring POs; see Recurring Purchase Order Screen. • Suspended = Inventory has been received into suspense through the PO Receiving function. Alphanumeric, display-only. |
Vendor # |
The code that identifies the vendor or supplier of an item. Numeric, 7 positions; display-only. |
Ord qty (Order quantity) |
The quantity of the item that has been ordered (in retailer’s unit of measure) from the vendor. Numeric, 7 positions; display-only. |
Opn qty (Open quantity) |
The total quantity on the purchase order that has not been assigned to backorders through the PO layering function. The system updates this value. Numeric, 7 positions; display-only. |
Ext cost (Extended cost) |
The extended cost or sum of all open PO detail lines. Numeric, 11 positions with a 4-place decimal; display-only. |
Act chrge (Actual charges) |
The actual additional charges associated with the purchase order. Actual charges are assigned in PO Receiving. Numeric, 9 positions with a 4-place decimal; display-only. |
Est chrge (Estimated charges) |
The estimated additional charges for this entire purchase order. Represents the sum of all additional charges for each line. Numeric, 9 positions with a 4-place decimal; display-only. |
Weight |
The cumulative weight of all items ordered on the purchase order which is calculated by multiplying the ship weight and the quantity ordered. If no Ship weight is defined in the Vendor/Item table, weight is taken from the Item table. Numeric, 7 positions with a 3-place decimal; display-only. |
Cube |
The cumulative cubic volume of all items ordered on the purchase order which is calculated by multiplying the cubic volume and the quantity ordered. If no Cubic volume is defined in Vendor/Item table, cube is taken from the Item table. Numeric, 7 positions; display-only. |
Line |
The purchase order line number. Up to 999 lines may exist on one purchase order. Numeric, 3 positions; display-only. |
Status |
The status of the purchase order. Status options: • Cancelled • Hold • Open • Recurring • Suspended • Complete Alphanumeric, display-only. |
Item/Cls Size |
The item number and SKU being ordered. Alphanumeric, 12 positions (item), three 4-position fields (SKU); display-only. |
U/M (Unit of measure) |
A standard by which an item is sold. Typical units of measure include: • EA = each • IN = inches • C12 = case of 12 Validated against the Unit of Measure table; see Working with Units of Measure (WUOM). Alphanumeric, 3 positions; display-only. |
Ord qty (Order quantity) |
The quantity ordered, in retailer’s unit of measure. Numeric, 7 positions; display-only. |
Opn qty (Open quantity) |
The total quantity of the line item that has not been assigned to backorders through the PO layering function. The system updates this value. Numeric, 7 positions; display-only. |
Ext cost (Extended cost) |
The extended cost of this PO detail line, which is calculated by multiplying the quantity ordered and the price per retailer’s unit of measure, adding the surcharge, and subtracting the discount. Numeric, 11 positions with a 4-place decimal; display-only. |
Screen Option |
Procedure |
Accept the purchase order information |
Select Accept to accept the PO. See Completing PO Entry. |
Reject the purchase order information |
Select Reject to reject the PO. See Completing PO Entry. |
Purpose: To complete PO Entry, you have two options: accept or reject the purchase order information. This topic discusses both options.
Note: Faxing is not currently implemented.
Accept PO: To accept a purchase order, you can select Accept at the following screens:
Screen |
Result |
If no detail records exist, an error message similar to the following indicates: At least 1 PO Detail record must be added before Accepting PO. If detail records exist, the system returns to the PO Entry Select Prompt Screen without displaying an error message. |
|
Create PO Detail Standard Screen (Standard PO Entry) First Purchase Order Horizontal Entry Screen (PO Entry) Second Purchase Order Horizontal Entry Screen |
System returns to the PO Entry Select Prompt Screen without displaying a message. |
System returns to the PO Entry Select Prompt Screen without displaying a message. |
Rejecting POs: To reject a purchase order, select Reject at the same screens listed previously to advance to the Confirm Reject Request pop-up window.
Updates processed after purchase order creation: See Updates During Background Processing for a listing of table and field updates.
Use this window to print or email the Purchase Order.
Emailing the purchase order: Emailing the purchase order as well as printing it is available when:
• the Email Purchase Order (K80) system control value is selected, and
• the vendor’s Email P/O flag is selected, and
• the vendor has a valid Email address.
You can override the email address at this window if you would like to send the purchase order to an alternate address. Your entry at this window does not update the email address in the Vendor record.
The purchase order is sent as an attachment to an email, using the PO Print Program (C64). The text in the email is derived from the Purchase Order template set up through Working with E-Mail Notification Templates (WEMT).
Note: Faxing the purchase order is not currently implemented.
Purchase order status: The status of the purchase order determines whether it is eligible to print or email.
• All open, recurring and suspended purchase orders are eligible to print or email through this window.
• Held purchase orders are eligible to print or email through this window if the Allow Printing of Held Purchase Orders (F18) system control value is selected; otherwise, the window does not display an error message, but no purchase order is printed or emailed.
• If the Print ordered quantity field on this window is selected, closed purchase orders are eligible to print or email through this window; otherwise, the window does not display an error message, but no purchase order is printed or emailed.
• Cancelled purchase orders are not eligible to print or email through this window, although the window does not display an error message.
Purchase order line status: The status of the purchase order line determines whether it is eligible to print on eligible purchase orders.
• Open, recurring and suspended purchase order lines are included on eligible purchase orders that you print or email.
• Held purchase order lines are included on eligible purchase orders that you print or email if the Allow Printing of Held Purchase Orders (F18) system control value is selected; otherwise, held purchase order lines are not included.
• If the Print ordered quantity field on this window is selected, closed purchase order lines are included on purchase orders that you print or email. If the Print ordered quantity field is unselected, closed purchase order lines are not included.
• Cancelled purchase order lines are not included on purchase orders that you print or email.
For more information: See Completing PO Entry.
How to display this window:
• Select Accept/Print at the Work with Purchase Order Screen (Header) in purchase order entry or maintenance. You must first select OK in purchase order entry or maintenance to accept the purchase order.
• Select Print at the Display Purchase Order Header Screen in purchase order inquiry.
Field |
Description |
Purchase order # |
The number of the purchase order. Numeric, 7 positions; display-only. |
Vendor |
The name of the vendor on the purchase order. Alphanumeric, 30 positions; display-only. |
Print PO & worksheets |
Controls whether the system prints or emails the Purchase Order, and prints the PO Receiving Worksheet (POR0740, POR0740BC) or PO Receiving Worksheet (POR0167, POR0167BC) when you select OK at this pop-up window. Valid values are: • Selected (default) = print or email the purchase order and print the receiving worksheet. • Unselected = do not print or email the purchase order or print the receiving worksheet. |
Controls the quantity to print on the Purchase Order when you select OK at this pop-up window. Valid values are: • Selected = Print the quantity ordered for each purchase order line. For example, if the order quantity is 10, and 7 units have been received, the purchase order lists a quantity of 10. You need to select this option to print or email a closed purchase order or include closed purchase order lines. Note: The quantity printed is the most recent order quantity on the purchase order line. For example, if the original quantity ordered was 100, but you updated the quantity to 125 in purchase order maintenance, a quantity of 125 prints on the purchase order. • Unselected (default) = Print the quantity due for each purchase order line. For example, if the order quantity is 10, and 7 units have been received, the purchase order lists a quantity of 3. If you select this option, the system does not print or email a closed purchase order. |
|
Email purchase order |
Indicates whether to email the purchase order to the vendor, or to simply produce a .PDF file for printing without emailing. This field is included only if: • the Email Purchase Order (K80) system control value is selected, and • the vendor’s Email P/O flag is selected, and • the vendor has a valid Email address. Valid values are: • Selected (default) = Send the purchase order as a .PDF attachment to the Email address indicated, using the PO Print Program (C64). The text in the email is derived from the Purchase Order template set up through Working with E-Mail Notification Templates (WEMT). This template is available at the company level only, since the purchase order is not related to a specific entity. The .PDF file is also available for printing. • Unselected = Generate a .PDF file of the purchase order for printing, and do not send it by email. If you unselect this flag, you will need to clear the Email address field before you accept your entries at this window. |
Email address |
The email address where the purchase order should be sent. Included only if the Email purchase order flag is selected; see the description above for more information. Optionally, you can override the vendor’s email address to send the purchase order to a different address, although overriding the email here does not update the email address stored in the Vendor record. Alphanumeric, 50 positions; required if the Email purchase order flag is selected. |
Completing this window: When you complete this window, the system submits the PO_PRINT job. This job:
• Generates the Purchase Order using the PO Print Program (C64). If you are not emailing the purchase order; the .PDF file is available at the Forms Management (My Forms) screen. Otherwise, it attaches the .PDF file to an email to the vendor’s email address as well as making the .PDF file available for printing. The text of the email is derived from the Purchase Order template set up through Working with E-Mail Notification Templates (WEMT).
• Generates the PO Receiving Worksheet (POR0167, POR0167BC) or the PO Receiving Worksheet (POR0740, POR0740BC) as a .PDF file for printing and as a comma-separated value file that you can open in a spreadsheet application. These files are available by selecting the PO_PRINT job at the Job Management (My Jobs) screen.
• Updates the Print date for the purchase order, displayed in purchase order inquiry.
• Writes a PO Message if you are emailing the purchase order, indicating the email address where the purchase order was sent, for example:
PO emailed to vendor email ekaplan@example.com
Note: The generation date is not displayed at the Work with PO Messages Screen, although it is written to the PO Message table. Also, if the entire message, including the email address, exceeds the maximum message length of 60 positions, it is truncated.
