Purpose: Use purchase order inquiry to review the status, details, and other information about a purchase order.
In this topic:
• Select Purchase Order for Inquiry Screen
• First Display Purchase Order Detail Screen
• Second Display Purchase Order Detail Screen
• Display Purchase Order Detail Charges Screen
• Display Purchase Order Header Screen
• Purchase Order Header History Screen
• Purchase Order Line History Screen
• Purchase Order Overrides Pop-Up Window
• Display Purchase Order Actual Charges Screen
• First Display FOB for Purchase Order Screen
• Second Display FOB for Purchase Order Screen
Select Purchase Order for Inquiry Screen
Purpose: Use this screen is used to select a purchase order directly for inquiry; or enter information into any of the selection fields to review a list of purchase orders that closely match your entry.
How to display this screen: Enter MPOI in the Fast Path field at the top of any menu or select this option from a menu.
When you enter information at any of these fields, you advance to a Select Purchase Order screen based on the first field that you completed. For example, if you enter a vendor number and a buyer, you advance to the Select Purchase Order by Vendor Number Screen because the Vendor field is before the Buyer field.
Field |
Description |
P/O # |
The number assigned to a purchase order. Enter a PO number to advance to the First Display Purchase Order Detail Screen. Numeric, 7 positions; optional. |
Due date |
The date the purchase order is due to be received, based on the PO entry date and the Lead days from the Vendor/Item record, or a date entered in PO Entry. Enter a date to advance to the Select Purchase Order by Due Date Screen. Numeric, 6 positions (MMDDYY format); optional. |
Reference # |
An internal reference number that may be stored with the purchase order. Enter a number to advance to the Select P/O by Reference Number Screen. Alphanumeric, 15 positions; optional |
Vendor (number) |
The code assigned to the vendor. Enter a vendor number to advance to the Select Purchase Order by Vendor Number Screen. Numeric, 7 positions; optional. |
Vendor name |
The name of your supplier. Enter a vendor name to advance to the Vendor Selection Pop-Up Window (Selecting Purchase Orders by Vendor Name). Alphanumeric, 30 positions; optional. |
Reference |
The vendor's reference number. Enter a reference number to advance to the Select P/O by Vendor Reference Screen. Alphanumeric, 15 positions; optional. |
Item |
The vendor's item number. Enter an item code to advance to the Select Purchase Order by Item/SKU Screen. Alphanumeric, 20 positions; optional. |
Item/Clr Size |
The item number and SKU, if applicable. Alphanumeric, 12 positions (item) and three 4-position fields (SKU); optional. |
Buyer |
A code to identify a person authorized to make purchases. Enter a buyer code to advance to the Select Purchase Order by Buyer Screen. Alphanumeric, 3 positions; optional. |
First Display Purchase Order Detail Screen
Purpose: Use this screen to review all aspects of a purchase order.
How to display this screen:
• Enter the number of the purchase order at the Select Purchase Order for Inquiry Screen, or
• Enter information in one of the selection fields at the Select Purchase Order for Inquiry Screen, then select a PO at a subsequent Select PO by (fieldname) screen.
• Select Detail at the Display Purchase Order Header Screen
Field |
Description |
P/O # |
The number assigned to a purchase order. Numeric, 7 positions; display-only. |
Vendor |
The name and the number of the supplier of the item. Vendor codes are defined in and validated against the Vendor table; see Working with Vendors (WVEN). Alphanumeric, 20 positions; display-only |
Buyer |
A code that identifies an employee 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). Alphanumeric, 3 positions; display-only. |
Status |
The status of the purchase order. Valid values are: • C = Cancelled. The purchase order was canceled through P.O. Maintenance; it exists on the system for historical purposes. • D = Docked. The purchase order has arrived at the warehouse, but the inventory has not yet been reviewed or received. • H = Held. If the purchase order is on hold, you cannot receive it until you approve it through purchase order maintenance. • O = Open. You expect to receive the items on the purchase order. • R = Recurring. This is a template purchase order for merchandise ordered on a regular basis. At pre-defined intervals, the system issues a new purchase order automatically for all recurring purchase orders. • S = Suspended. Inventory has been received into suspense through the P.O. Receiving function. At a later point, permanent locations in the warehouse will be determined for these items. • X = Closed. All items on the purchase order have been received. Alphanumeric, 1 position; display-only. |
Promise (Promise date) |
A user-defined date for the expected ship date or promised arrival date. Numeric, 6 positions (MMDDYY format); display-only. |
Due (Due date) |
The date the purchase order is due to be received, based on the PO entry date and the Lead days from the Vendor/Item record or manually entered in PO Entry. Numeric, 6 positions (MMDDYY format); display-only. |
Print (Print date) |
The date the purchase order was printed. Numeric, 6 positions; display-only. |
Cancel (Cancel date) |
The date the purchase order will be flagged for cancellation if the items are not received. An auto-cancellation option is available that will produce a list of all items approaching or beyond the specified cancel date. Numeric, 6 positions (MMDDYY format); 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 # (Line number) |
The purchase order detail line number. You can enter up to 999 lines on one purchase order. Numeric, 3 positions; display-only |
Sts (Status) |
The status of the purchase order detail line. Valid values are: • C = Canceled • H = Held • O = Open • R = Recurring • S = Suspended • X = Closed Alphanumeric, 1 position; display-only. |
Item |
A code for an unit of inventory. Item numbers are defined in and validated against the Item table. Item: Alphanumeric, 12 positions; display-only. Description: Alphanumeric, 40 positions (standard, horizontal, and vendor item entry); 60 positions (non inventory entry); display-only. |
SKU |
A code that further identifies a unit of inventory by its unique style, such as its color and size. Alphanumeric, three 4-position fields; display only. |
UOM (Unit of measure) |
A standard by which an item is sold. Typical units of measure include: • EA = each • IN = inches • C12 = case of 12 Unit of measure codes are defined in and validated against the Unit of Measure table; see Working with Units of Measure (WUOM). Alphanumeric, 3 positions; display-only. |
Qty due (Quantity due) |
The quantity remaining to be received from the vendor. Numeric, 7 positions; display-only. |
Qty rcv (Quantity received) |
The quantity already received from the vendor. PO Receiving updates this field. Numeric, 7 positions; display-only. |
You can select Toggle due/rcv to show the quantity due, then select Toggle due/rcv again to show the quantity received. The screen initially shows the quantity due. |
|
Qty ord (Quantity ordered) |
The quantity originally ordered of the item. Numeric, 7 positions; display-only. |
Ext cost (Extended cost) |
The total cost for this item. The calculation is: (Quantity ordered * (Price from the Vendor/Item or Item record + Surcharge)) - Discount Numeric, 11 positions with a 4-place decimal; display-only. |
Screen Option |
Procedure |
Display PO detail information |
Select Display for an item to advance to the Second Display Purchase Order Detail Screen. |
Review receiving history |
Select Receiving for an item to advance to the Purchase Receipts History Screen. |
View CWCollaborate or Locate status information about a drop ship purchase order detail line |
Select DS Status next to an item to advance to the Display P/O Drop Ship Screen, if the item is a drop ship item and you use either of the CWCollaborate or Locate Drop Ship Integrations to process drop ship items for this vendor. If you have authority to Order Maintenance Access (A22) secured feature, you can initiate a cancel request for the item from the Display PO Drop Ship screen. If the item is not a drop ship purchase order processed through Collaborate or Locate, the following message displays: Selected line has no drop ship purchase order information. |
Work with estimated charges |
Select Estimated Charges for an item to advance to the Display Purchase Order Detail Charges Screen. |
Work with vendor item notes |
Select Vendor item notes for an item to advance to the Work with Vendor Item Notes Screen. |
Work with line messages |
Select Messages for an item to advance to the Work with PO Detail Messages Screen. |
Display PO detail history |
Select History for an item to advance to the Display PO Detail History Screen. |
Maintain PO |
Select Maintain to display the PO Maintenance - Maintain Detail Screen. Note: If you advance to PO maintenance from PO inquiry, you cannot approve a purchase order. You need to select the purchase order in Maintaining Purchase Orders (MPOE). |
Display PO header information |
Select Header to advance to the Display Purchase Order Header Screen. |
Display the quantity due or the quantity received |
Select Toggle due/rcv to switch between fields. |
Display actual charges |
Select Charges to advance to the Display Purchase Order Actual Charges Screen. |
Display PO header history |
Select History to advance to the Purchase Order Header History Screen. |
Display vendor notes |
Select Vendor notes to advance to the Work with Vendor Notes Screen. |
Display PO messages |
Select Messages to advance to the Work with PO Messages Screen. |
Second Display Purchase Order Detail Screen
Purpose: Use this screen to review items on a purchase order.
How to display this screen: At the First Display Purchase Order Detail Screen, select Display for an item.
All fields on this screen are display-only.
Field |
Description |
PO # |
The number assigned to this purchase order. Numeric, 7 positions. |
Rev # (Revision number) |
The number of times a purchase order has been revised. The revision number is increased each time the purchase order is maintained and accepted. When you initially create a purchase order, the revision number is 1. Numeric, 3 positions. |
Status |
The status of the purchase order. When you first create a purchase order, the status will be Open or Suspended. Status options: • Canceled = The purchase order was canceled through Purchase Order Maintenance; it exists on the system for historical purposes. • Closed = All lines on the purchase order have been received through Purchase Order Receiving. • Held = The purchase order must be approved through Purchase Order Maintenance before receipts can occur. • Open = The purchase order exists on the system awaiting Purchase Order Receipts. • Recurring = A template purchase order exists for merchandise ordered on a regular basis. Each interval, a new purchase order will generate for all recurring purchase orders. • Suspended = Inventory has been received into suspense through Purchase Order Receiving. Alphanumeric. |
Line # |
The purchase order detail line number. There can be up to 999 lines on one purchase order. Numeric, 3 positions; display-only. |
Vendor # |
The code that identifies the vendor or supplier of an item. See Working with Vendors (WVEN). Numeric, 7 positions. |
Status |
The status of the purchase order line. Valid values: • Canceled • Held • Open • Recurring • Suspended • Closed Alphanumeric, display-only. |
Item |
The item and SKU you are ordering. The description of the item is below. Item: alphanumeric, 12 positions; display-only. SKU: alphanumeric, three 4-position fields; display-only. Description: alphanumeric, 40 positions (standard, horizontal and vendor item entry); 60 positions (non-inventory entry); 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. |
Quantity |
Quantity of the item that has been ordered from the vendor. Numeric, 7 positions; display-only. |
Transit qty (Transit quantity) |
The quantity that the vendor has indicated is in transit from the vendor to you. Numeric, 7 positions; display-only. |
Cost |
The unit price for this item. Numeric, 11 positions with a 4-place decimal; display-only. |
Primary disc (Primary discount) |
The primary discount percentage defined for this vendor that is applied to all items purchased. The standing discount for the vendor defaults, but you can override it at the line level or using PO Header Override; see Purchase Order Overrides Pop-Up Window. Numeric, 5 positions with a 2-place decimal; display-only. |
Surcharge |
An additional fee to purchase this item from this vendor. A surcharge is typically added to purchases from a broker. The surcharge for the vendor defaults, but you can override it using PO Header Overrides; see Purchase Order Overrides Pop-Up Window. Numeric, 9 positions with a 4-place decimal; display-only. |
Ext cst (Extended cost) |
The extended cost of this PO detail line, calculated by multiplying the order quantity and the price, adding the surcharge, and subtracting the discount. Numeric, 11 positions with a 4-place decimal; display-only. |
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. Discount 1 is 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 calc (Discount calculation method) field in the Vendor Extended table. See Combined Discount Calculation and Tiered Discount Calculation. 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. Discount 2 is 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 calc (Discount calculation method) field in the Vendor Extended table. See Combined Discount Calculation and Tiered Discount Calculation. 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. Discount 3 is 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 calc (Discount calculation method) field in the Vendor Extended table. See Combined Discount Calculation and Tiered Discount Calculation. 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 calc (Discount calculation method) field in the Vendor Extended table. See Combined Discount Calculation and Tiered Discount Calculation. 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 calc (Discount calculation method) field in the Vendor Extended table. See Combined Discount Calculation and Tiered Discount Calculation. 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 calc (Discount calculation method) field in the Vendor Extended table. See Combined Discount Calculation and Tiered Discount Calculation. Numeric, 11 positions with a 4-place decimal; display-only. |
Vendor's information (see Working with Vendor Items (WVNI): |
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Vendor's |
The vendor's item code for the item. Alphanumeric, 20 positions; display-only. |
U/M (Unit of measure) |
The vendor's unit of measure for the vendor's item. Alphanumeric, 3 positions; display-only. |
Quantity |
The quantity of the item that has been ordered from the vendor, expressed in the vendor's unit of measure. 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, expressed in the vendor's currency. Numeric, 9 positions with a 4-place decimal; display-only. |
Vnd disc (Vendor discount) |
The primary unit discount amount represented in the vendor's currency. Numeric, 11 positions; display-only. |
Vnd disc 1 (Vendor unit discount) |
The dollar amount of the first discount displayed 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. |
Vnd disc 2 (Vendor unit discount) |
The dollar amount of the second discount displayed 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. |
Vnd disc 3 (Vendor unit discount) |
The dollar amount of the third discount displayed 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. |
Ext price (Extended price) |
The extended price of this PO detail line in the vendor's unit of measure. Calculated by multiplying the price by the quantity ordered. Numeric, 9 positions with a 4-place decimal; display-only. |
Prc mthd (Price method description) |
The description of the pricing method used for the item on this purchase order. Valid values are: • Price overridden = At purchase order entry, you specified the price for the item. • Vendor item price = The vendor item price defaulted. • Item average cost = The average cost from the SKU table defaulted. The average cost defaults only if the Costing Method (A25) system control value is set to AVERAGE. • Item standard cost = The standard cost from the SKU table defaulted. The average cost defaults only if the Costing Method (A25) system control value is set to STANDARD. • Item FIFO cost = The last purchase cost from the SKU table defaulted. The last purchase cost defaults only if the Costing Method (A25) system control value is set to FIFO. |
|
Unless you override it, the system uses the vendor/item price, if it exists, for the purchase order. If there is no vendor/item price, the system uses the average, standard, or last purchase cost, based on your costing method as described above. Display-only. |
Buyer |
A code that identifies a person who is authorized to make purchases for your company. The buyer's name is to the right. See Working with Buyers (WBUY). Alphanumeric, 3 positions; display-only. |
Ship via |
A code that represents a carrier used for shipping merchandise to your company. The description is to the right. See Working with Purchase Order Ship Via (WPSV). Numeric, 2 positions; display-only |
G/L acct #(General ledger account number) |
The General Ledger number to which inventory will be posted. This number is validated against the General Ledger Accounts table. See Working with G/L Accounts (WGLA). Numeric, 8 positions; display-only. |
Offer (Offer code) |
A code for the offer (catalog) in which you will sell the item. See Working with Offers (WOFR). The description is to the right. Alphanumeric, 3 positions; display-only. |
Warehouse |
A code that represents the warehouse where the item is kept. Validated against the Warehouse table. The description is to the right. Numeric, 3 positions; display-only. |
Due date |
The date the PO is due to be received, based on the PO entry date and the Lead days for the vendor item or manually entered in Purchase Order Entry. This date is shown in Order Entry, Order Maintenance, and standard or streamlined Order Inquiry. Numeric, 6 positions (MMDDYY format); display-only. |
Cancel date |
The date the 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 |
A user-defined date that may be used to represent the expected ship date or promised arrival date. Numeric, 6 positions (MMDDYY format); display-only. |
Screen Option |
Procedure |
Review estimated charges |
Select Estimated Charges to advance to the Display Purchase Order Detail Charges Screen. |
Update vendor item notes |
Select Vendor Item Notes to advance to the Work with Vendor Item Notes Screen. |
Update PO detail messages |
Select P/O detail messages to advance to the Work with PO Detail Messages Screen. |
Display Purchase Order Detail Charges Screen
Purpose: Use this screen to review additional charges, such as freight, brokerage, commission, or duty charges, for this purchase order detail line. These charges are for estimating purposes only. You can assign additional charges at purchase order receiving; see Purchase Order Inquiry (MPOI).
You use the Working With PO Additional Charges (WPAC) menu option to define PO additional charges. You can enter the estimated charge as a unit cost or a percent to apply against each unit on this purchase order detail line.
How to display this screen:
• At the First Display Purchase Order Detail Screen, select Estimated Charges for an item.
• At the Second Display Purchase Order Detail Screen, select Estimated Charges.
Field |
Description |
P/O # |
The number assigned to a purchase order. Numeric, 7 positions; display-only. |
Line # (Line number) |
The purchase order detail line number. There can be up to 999 lines on one purchase order. Numeric, 3 positions; display-only. |
Item |
A code that represents a unit of inventory. Alphanumeric, 12 positions; display-only. |
Code |
A code that represents the estimated charge for to the detail line. Validated against the PO Additional Charge table; see Working With PO Additional Charges (WPAC). Numeric, 2 positions; optional. |
Description |
Text that describes the charge code. Alphanumeric, 30 positions; display-only. |
Unit cost |
The unit charge for this purchase order detail line for brokerage, commission, duty, freight, import, surcharge, or other user-defined fees. Actual charges from the vendor for these fees are captured at PO Receiving. The system multiplies the unit cost by the quantity ordered to determine the estimated charge. Numeric, 11 positions with a 4-place decimal; display-only. |
Percent |
The percentage used to calculate the additional charges on a purchase order detail line. The system multiplies the percentage by the extended price on the purchase order detail line to determine the estimated charge. Actual charges are captured at PO Receiving. Numeric, 5 positions with a 2-place decimal; display-only. |
Display Purchase Order Header Screen
Purpose: Use this screen to review information about the purchase order that pertains to the entire purchase order record, such as status, ship-to address, buyer, or offer.
Purchase order download triggers: If the Create Generic PO Download Triggers (K26) system control value is selected, the system generates a purchase order header (POH) trigger whenever a purchase order is printed, based on the trigger rules defined for the Purchase Order Download (PO_OUT) integration layer job. The PO_OUT integration layer job monitors for purchase order download triggers and generates a PO Download XML Message (CWPurchaseOrderOut) to send purchase order information to a remote system. See Generic Outbound Purchase Order API for an overview.
How to display this screen: At the First Display Purchase Order Detail Screen, select Header.
Field |
Description |
P/O # |
The number assigned to a purchase order. Numeric, 7 positions. |
Ship to |
The ship-to information entered for the purchase order. Each option is described below. Warehouse: Defaults from the primary warehouse defined in the System Control table. If you do not have a default defined in the System Control table, you must enter the warehouse code. Note: You can override the warehouse code for any line on the purchase order. The system tracks the total on order for each item in each warehouse, based on the code entered here or on the detail line. In addition, the warehouse code controls which shipping address prints on the PO or is transmitted in the EDI table. A separate PO prints for each warehouse to each different ship-to address. Numeric, 3 positions. |
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Customer number/Order number: Unique numbers the system assigns to customers or orders. The system requires either a customer or order number for drop ship purchase orders. If you enter the customer number, the system does not tie this number to the order or pull the items from the order through to the purchase order. Numeric, 9 positions. |
Status |
The status of the purchase order. Valid values are: • 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. • Docked = One or more deliveries against the purchase order have been docked and the purchase order is awaiting receipt. • Held = The PO must be approved through PO Maintenance before receipts can occur. • Open = At least one line on the PO is awaiting receipt. • Recurring = A template PO exists for merchandise ordered on a regular basis. Each interval, the system generates a new PO for all recurring POs. • Suspended = Inventory has been received into suspense through the PO Receiving function. Alphanumeric |
Vendor |
A unique number to identify the supplier you are purchasing from. Validated against the Vendor table. Numeric, 7 positions. |
Vendor name/address |
The supplier's name and address. Alphanumeric, 30 positions. |
Warehouse /customer |
The name and address of the warehouse or the customer, depending on which information you entered. Alphanumeric, 30 positions. |
Placed with |
The name of the person at the vendor site who took the purchase order originally. Alphanumeric, 30 positions. |
Shipping |
One line of shipping instructions to print on the purchase order. Alphanumeric, 20 positions. |
Buyer |
A code that identifies an employee who is authorized to make purchases for your company. Validated against the Buyer table; Working with Buyers (WBUY). Numeric, 3 positions. |
Ship via |
A code that identifies your preferred shipper, or the shipper agreed upon with the vendor. Validated against the PO Ship Via table; see Working with Purchase Order Ship Via (WPSV). Numeric, 2 positions. |
Offer (Offer code) |
The code for the offer (catalog) you use to sell this merchandise. Alphanumeric, 3 positions. |
Due date |
The date the purchase order is due to be received. The due date is the date the operator always sees in Order Entry. Numeric, 6 positions (MMDDYY format). |
Cancel date |
The date the purchase order will be marked for cancellation if the order is not received. An auto-cancellation option is available that will produce a list of all items approaching or beyond the specified cancel date. Numeric, 6 positions (MMDDYY format). |
Promise date |
A user-defined date that may be used to represent the expected ship date or promised arrival date. Numeric, 6 positions (MMDDYY format). |
G/L # (General ledger account number) |
The General Ledger number to use for posting inventory. Numeric, 8 positions. |
Print date |
The date the purchase order was printed. Numeric, 6 positions (MMDDYY format). |
Type |
Indicates whether this purchase order is an initial buy or a reorder. Valid values are: • Initial Buy • Reorder |
Entry date |
The date the purchase order was entered. Numeric, 6 positions (MMDDYY format). |
Receipt date |
The date when the most current receiving activity was performed against this purchase order. Numeric, 6 positions (MMDDYY format). |
Approve date |
The date the purchase order was approved. Numeric, 6 position (MMDDYY format |
Entered by |
The ID that identifies the user who entered the order. Set to INTERFACE if you created the purchase order through the PO Upload Interface. Alphanumeric, 10 positions. |
Received by |
A code that identifies the user who received the merchandise. Alphanumeric, 10 positions. |
Approved by |
A code that identifies the user who approved the purchase order. Alphanumeric, 10 positions. |
Screen Option |
Procedure |
Review purchase order details |
Select Detail to return to the First Display Purchase Order Detail Screen. |
Print the purchase order |
Select Print to advance to the Print P/O Window. Note: Faxing the purchase order is not currently implemented. |
Review FOB addresses for the purchase order |
Select FOB to advance to the First Display FOB for Purchase Order Screen. |
Display actual charges |
Select Act Chgs to advance to the Display Purchase Order Actual Charges Screen. |
Review purchase order history |
Select P/O Hist to advance to the Purchase Order Header History Screen. |
Review purchase order overrides |
Select P/O Overrides to advance to the Purchase Order Overrides Pop-Up Window. |
Update purchase order messages |
Select P/O Messages to advance to the Work with PO Messages Screen. |
Display vendor notes |
Select Vendor Notes to advance to the Display Vendor Notes Screen. |
Purchase Order Header History Screen
Purpose: Use this screen to review the activity that has taken place for a purchase order at the header level.
How to display this screen: Select P/O Hist at the Display Purchase Order Header Screen.
Field |
Description |
P/O # |
A unique number to identify the purchase order. Numeric, 7 positions; display-only. |
Vendor # |
The name and number of the supplier. Alphanumeric, 20 positions; display-only. |
B/A |
A code indicating whether the history represents a before or after image of the transaction. Values are: • Before = information representing the purchase order before the transaction was processed. • After = information representing the purchase order after the transaction was processed. Alphanumeric, display-only. |
Date |
The date when the activity was performed. Numeric, 6 positions; display-only. |
User |
The user who performed the activity. Alphanumeric, 10 positions; display-only. |
Description |
A description of the activity that was performed against the purchase order. Alphanumeric, 25 positions; display-only. |
Screen Option |
Description |
Review purchase order line history |
Select Line History to advance to the Purchase Order Line History screen. See Display PO Detail History Screen for screen sample and field descriptions of this screen. |
Purchase Order Line History Screen
Purpose: Use this screen to review any activity against the purchase order line since it was created on the system. The system notes each time anything happens to the line (such as, maintenance, receipts, etc.).
How to display this screen: At the Purchase Order Header History Screen, select Line History.
Field |
Description |
P/O # |
The unique number which identifies the purchase order , and the description of the supplier. Alphanumeric, 20 positions; display-only. |
Line # |
The number of this line on the purchase order. Numeric, 3 positions, display-only. |
Item |
The code and description of the item. Item: Alphanumeric, 12 positions; display-only. Description: Alphanumeric, 40 positions; display-only. |
B/A |
A code indicating whether the history represents a before or after image of the transaction. Values are: • Before = information representing the purchase order detail line before the transaction was processed. • After = information representing the purchase order detail line after the transaction was processed. Alphanumeric, display-only. |
Date |
The date when the activity was performed. Numeric, 6 positions; display-only. |
User |
The user who performed the activity. Alphanumeric, 10 positions; display-only. |
Description |
A description of the activity that was performed against the purchase order detail line. Alphanumeric, 25 positions; display-only. |
Screen Option |
Description |
Review history for the next detail line of the purchase order |
Select OK. |
Purchase Order Overrides Pop-Up Window
Purpose: Use this window to review overrides that have been made to the Vendor record for this purchase order only.
How to display this screen: At the Display Purchase Order Header Screen, select P/O Overrides.
Field |
Description |
Reference # |
An internal reference number to store with the purchase order. For example, this might be an internal purchase order number from a preprinted purchase order, or an internal control for departmental purchase orders. Alphanumeric, 15 positions; display-only. |
Currency/Rate |
The currency of the vendor or broker, and the current currency conversion rate. See Working with Currency (WCUR). Currency: alphanumeric, 3 positions; display-only. Rate: numeric, 11 positions with a 7-place decimal; display-only. |
Vendor ref # (Vendor reference number) |
The vendor's reference number, such as an alternate order number. Prints on the purchase order. Alphanumeric, 15 positions; display-only. |
Terms |
A code that represents the payment terms, such as net 30 days. Defaults from the Vendor table, but you can override it in purchase order entry or maintenance. Payment terms are validated against the Terms Code table; see Working with Terms (WAPT). Numeric, 2 positions; display-only. |
Discount % (Discount percent) |
The discount percent to apply to each item ordered from this vendor. Defaults from the Vendor table, but you can override it in purchase order entry or maintenance. Numeric, 5 positions with a 2-place decimal; display-only. |
Surcharge % (Surcharge percent) |
The surcharge percentage to add to purchases from this vendor. A surcharge is typically added to purchases from a broker. Defaults from the Vendor table, but you can override it in purchase order entry or maintenance. The surcharge percent is reflected in the cost of each item. Numeric, 5 positions with a 2-place decimal; display-only. |
Tax status |
The resale or exempt classification, if any, entered in purchase order entry or maintenance. Informational. Alphanumeric, 15 positions; display-only. |
Recurring PO |
Indicates a template for a recurring purchase order. • Selected = The system assign an R (Recurring) status to the purchase order. Any items and quantities on this purchase order are not placed “on-order.” See Recurring Purchase Order Screen. • Unselected = This is not a recurring purchase order. |
Negotiate price |
Determines whether prices default for items. • Selected = You must enter a price for each item. • Unselected = The price automatically defaults for each item from: 1. Vendor/Item quantity break table 2. Vendor/Item table 3. Item table |
Confirming P/O |
Indicates whether this is a confirming purchase order. When you print a confirming purchase order, it indicates if it is a confirming document. • Selected = The purchase order was already communicated to the vendor, and this is a confirming purchase order. • Unselected = This is not a confirming purchase order. |
Display Purchase Order Actual Charges Screen
Purpose: Use this screen to review the actual additional charges for the purchase order in terms of brokerage, commission, duty, freight, import, surcharge, or other user-defined fees.
The actual charges are captured at PO Receiving. These may be compared against the estimated charges defined for the PO during PO Entry or PO Maintenance. These charges represent the cumulative charges over all lines on a PO.
How to display this screen: At the Display Purchase Order Header Screen, select Act Chgs.
Field |
Description |
P/O # (Purchase order number) |
The number assigned to a purchase order. Numeric, 7 positions; display-only or required |
Receipt date |
The date on which the most current receiving activity was performed against this purchase order. Updated by PO Receiving. Numeric, 6 positions (MMDDYY format); display-only. |
Vendor # |
The number and name of the supplier. Alphanumeric, 20 positions; display-only. |
Control # (Control number) |
The control numbers are used to track merchandise as it is moved into suspense for inspection, or as a way to disperse additional costs across a group of receipts. It also facilitates the data entry required to move stock in and out of suspense, as you may move all POs for a control in one entry. There will be a control number only if the System Control table value P/O Receipt Control # Entered (A56) is selected. Numeric, 6 positions; display-only. |
Charge code |
A code that represents a type of additional charge for the purchase order, such as brokerage, commission, duty, freight, import, surcharge, or other user-defined fees. Valid additional charge codes are defined through the PO Additional Charge function; see Working With PO Additional Charges (WPAC). Alphanumeric, 2 positions; display-only. |
Description |
Description associated with an additional charge for a purchase order detail line, for brokerage, commission, duty, freight, import, surcharge, or other user-defined fees. Alphanumeric, 30 positions; display-only. |
Amount |
The total dollar value of the actual additional charge for brokerage, commission, duty, freight, import, surcharge, or other user-defined fees. Represents the total for this type of fee across all lines of the purchase order. Updated at PO Receiving. This charge may be compared against the estimated additional charges entered during PO Entry or PO Maintenance. Numeric, 9 positions with a 4-place decimal; display only. |
Purpose: Use this screen to display free-form notes about this vendor. These notes are displayed in PO Inquiry, PO Maintenance, and PO Receiving.
How to display this screen: At the Display Purchase Order Header Screen, select Vendor Notes.
Field |
Description |
Note |
Free-form text about the vendor. The text can print on purchase orders and reports. These notes are displayed in PO Entry, PO Maintenance, PO Inquiry, and PO Receiving. Select Next to view additional lines. Alphanumeric, 60 positions (each line); display only. |
Valid values are: • Selected = The note will print on purchase orders for the vendor. • Unselected = The note will not print on purchase orders for the vendor. |
First Display FOB for Purchase Order Screen
Purpose: Use this screen to review vendor FOB records for a specific purchase order.
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. 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 Display Purchase Order Header Screen.
You cannot change any information on this screen. To change vendor FOB information for a purchase order, advance to the Work with FOB for Purchase Order Screen through Maintaining Purchase Orders (MPOE) (fast path = MPOE).
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 |
Identifies the FOB address as either a Destination type or an Origin type. • Destination = in this field identifies the FOB address as the location to which merchandise is being shipped (its destination), and indicates that title to the merchandise passes from the seller to the buyer when the merchandise reaches its destination. • Origin = in this field identifies the FOB address as the location from which the merchandise is shipped, and indicates that title to the merchandise passes from the seller to the buyer when the merchandise leaves the seller's dock. Alphanumeric, display-only. |
City |
The city of the FOB address. Alphanumeric, 25 positions; display-only. |
St |
The state of the FOB address. Alphanumeric, 2 positions; display-only. |
Postal cd |
The zip code of the FOB address. Alphanumeric, 10 positions; display-only. |
Freight terms |
A brief description of the freight terms for this FOB address. Alphanumeric, 10 positions; display-only. |
Screen Option |
Procedure |
Display detail information for an FOB address for this purchase order |
Select Display for a vendor FOB address to advance to the Second Display FOB for Purchase Order Screen. |
Second Display FOB for Purchase Order Screen
Purpose: Use this screen to review details of a single FOB address for a purchase order.
How to display this screen: Select Display for an FOB address on the First Display FOB for Purchase Order Screen. See that screen for field descriptions.
