Maintaining Purchase Orders (MPOE)
Purpose: This topic describes how to select a purchase order for maintenance, maintain header, detail, and all related information, and accept or reject your changes.
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.
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. See Generic Outbound Purchase Order API for overview and setup.
In this chapter:
• Selecting Purchase Orders for Maintenance
- Select Purchase Order by Due Date Screen
- Select P/O by Reference Number Screen
- Select Purchase Order by Vendor Number Screen
- Vendor Selection Pop-Up Window (Selecting Purchase Orders by Vendor Name)
- Select P/O by Vendor Reference Screen
- Select Purchase Order by Vendor Item Screen
- Select Purchase Order by Item/SKU Screen
- Select Purchase Order by Buyer Screen
• PO Maintenance - Maintain Detail Screen
• PO Maintenance - Change PO Detail Screen
• Display Purchase Order Detail Screen
• Work with PO Detail Estimated Charges Screen
• Display PO Detail History Screen
• Work with PO Detail Messages Screen
• Purchase Receipts History Screen
• Work with Vendor Item Notes Screen
• Create PO Detail Standard Screen
• SKU Scan Screen (PO Maintenance)
• Reviewing the Previous Purchase Order Detail Line
• Purchase Order Line Discount Screen
• Applying Discounts to a Purchase Order Line
• Work with Purchase Order (Header) Screen
• Purchase Order Overrides Pop-Up Window
• Work with PO Messages Screen
• Work with FOB for Purchase Order Screen
• Create FOB for Purchase Order Screen
• Work with PO Header Estimated Charges Screen
• Purchase Order Overrides Pop-Up Window
• Work with PO Messages Screen
• Purchase Order Summary Screen
• Approve Purchase Order (A31)
• Maintain from within Inquiry (A16)
• Override Vendor's Discount Percentage (A10)
• Update Existing Vendor Notes (A14)
• Update Existing P/O Messages (A13)
Selecting Purchase Orders for Maintenance
Overview: You advance to purchase order maintenance through the MPOE fast path, which brings you to the PO Maintenance Select Prompt Screen. From this screen, you can advance to:
• Select Purchase Order by Due Date Screen
• Select P/O by Reference Number Screen
• Select Purchase Order by Vendor Number Screen
• Vendor Selection Pop-Up Window (Selecting Purchase Orders by Vendor Name)
• Select P/O by Vendor Reference Screen
• Select Purchase Order by Vendor Item Screen
• Select Purchase Order by Item/SKU Screen
• Select Purchase Order by Buyer Screen
From any selection screen, select a purchase order to advance to the PO Maintenance - Maintain Detail Screen.
Maintaining multiple purchase orders: You can select multiple purchase orders for maintenance at any selection screen. When you select Accept or Reject after you finish maintaining a purchase order, you advance to the next purchase order you selected for maintenance.
PO Maintenance Select Prompt Screen
Use this screen to locate the purchase order number you wish to maintain.
How to display this screen: Enter MPOE in the Fast path field at the top of any menu.
Field |
Description |
PO # |
Enter a valid purchase order number to advance to the PO Maintenance - Maintain Detail Screen. Numeric, 7 positions; optional. |
Due Date |
Enter a purchase order due date to advance to the Select Purchase Order by Due Date Screen. Numeric, 6 positions; optional. |
Reference # |
Enter a purchase order reference number to advance to the Select P/O by Reference Number Screen. |
Vendor |
Enter a vendor number to advance to the Select Purchase Order by Vendor Number Screen. Numeric, 7 positions; optional. |
Vendor name |
Enter a vendor name to advance to the Vendor Selection Pop-Up Window (Selecting Purchase Orders by Vendor Name). Alphanumeric, 20 positions; optional. |
Reference |
Enter a vendor reference number to advance to the Select P/O by Vendor Reference Screen. Alphanumeric, 15 positions; optional. |
Vendor Item |
Enter a vendor item number to advance to the Select Purchase Order by Vendor Item Screen. Alphanumeric, 20 positions; optional. |
Item/SKU |
Enter a valid item/SKU to advance to the Select Purchase Order by Item/SKU Screen. Alphanumeric, 12 positions (for item), three 4-position fields (SKU); optional. |
Buyer |
Enter a buyer code to advance to the Select Purchase Order by Buyer Screen. Alphanumeric, 3 positions; optional. |
Select Purchase Order by Due Date Screen
How to display this screen: At the PO Maintenance Select Prompt Screen, enter a purchase order due date.
You can also display this screen by entering a purchase order due date at the Select Purchase Order for Inquiry Screen; however, the screen options will differ.
Field |
Description |
Due date |
The date the purchase order is due to be received. Numeric, 6 positions (in user date format); optional. |
Promise date |
The date the purchase order is scheduled to arrive, or to ship. This date is user-defined and its usage depends on your organization's procedures. Numeric, 6 positions (in user date format); optional. |
P/O # |
A unique number to identify a purchase order. Numeric, 7 positions; optional. |
Balance |
The dollar value of the merchandise ordered on the purchase order. Calculated by multiplying the quantity ordered by the vendor's cost. This is the total cost for all the detail lines on the purchase order. The system updates this value. Numeric, 9 positions with a 4 place decimal. |
Vendor |
A code that defines the supplier of items. Numeric, 7 positions; optional. |
Buyer |
A code to identify a person authorized to make purchases. Alphanumeric, 3 positions; optional. |
Status |
The status of the purchase order. Status options: • Cancelled • Docked • Held • Open • Suspended • Closed Optional. |
Note: The Select by (field name) screens are the same in both purchase order maintenance and purchase order inquiry; however, the screen options differ.
Screen Option |
Procedure |
Select a purchase order for maintenance |
Select a purchase order (if you advanced through PO maintenance) or Select Change for a purchase order (if you advanced through PO inquiry) to advance to the PO Maintenance - Maintain Detail Screen. Maintaining multiple purchase orders: You can select multiple purchase orders for maintenance. When you select Accept or Reject after you finish maintaining a purchase order, you advance to the next purchase order you selected for maintenance. |
Select a purchase order for inquiry |
Select a purchase order to advance to the First Display Purchase Order Detail Screen. Note: Available through PO inquiry only. Reviewing multiple purchase orders: You can select multiple for purchase orders for review. When you select Exit after you finish reviewing a purchase order, you advance to the next purchase order you selected for review. |
Copy a purchase order |
Select Copy for a purchase order to copy an existing purchase order. See the Copying Purchase Orders. Note: This option is not available in purchase order inquiry. |
Select P/O by Reference Number Screen
How to display this screen: At the PO Maintenance Select Prompt Screen, enter a purchase order reference number. You can also display this screen by entering a purchase order due date at the Select Purchase Order for Inquiry Screen; however, the screen options will differ.
Note: The fields and options are similar to those described at the Select Purchase Order by Due Date Screen.
Select Purchase Order by Vendor Number Screen
How to display this screen: At the PO Maintenance Select Prompt Screen, enter a vendor number. You can also display this screen by entering a purchase order due date at the Select Purchase Order for Inquiry Screen; however, the screen options will differ.
Note: The fields and options are similar to those described at the Select Purchase Order by Due Date Screen.
Vendor Selection Pop-Up Window (Selecting Purchase Orders by Vendor Name)
How to display this screen: Enter a vendor name at the PO Maintenance Select Prompt Screen. You can also display this screen by entering a purchase order due date at the Select Purchase Order for Inquiry Screen.
Note: The fields and options are similar to those described at the Select Purchase Order by Due Date Screen.
Select P/O by Vendor Reference Screen
How to display this screen: At the PO Maintenance Select Prompt Screen, enter a vendor reference number. You can also display this screen by entering a purchase order due date at the Select Purchase Order for Inquiry Screen; however, the screen options will differ.
Note: The fields and options are similar to those described at the Select Purchase Order by Due Date Screen.
Select Purchase Order by Vendor Item Screen
How to display this screen: At the PO Maintenance Select Prompt Screen, enter a vendor item number. You can also display this screen by entering a purchase order due date at the Select Purchase Order for Inquiry Screen; however, the screen options will differ.
Note: The fields and options are similar to those described at the Select Purchase Order by Due Date Screen.
Select Purchase Order by Item/SKU Screen
How to display this screen: At the PO Maintenance Select Prompt Screen, enter an item/SKU code. You can also display this screen by entering a purchase order due date at the Select Purchase Order for Inquiry Screen; however, the screen options will differ.
Note: The fields and options are similar to those described at the Select Purchase Order by Due Date Screen.
Select Purchase Order by Buyer Screen
How to display this screen: At the PO Maintenance Select Prompt Screen, enter a buyer code. You can also display this screen by entering a purchase order due date at the Select Purchase Order for Inquiry Screen; however, the screen options will differ.
Note: The fields and options are similar to those described at the Select Purchase Order by Due Date Screen.
Purpose: Use the Copy function to create an exact duplicate of an existing purchase order. You can copy a purchase order, regardless of the original purchase order's status. The system assigns an Open status to the new purchase order.
How to copy a purchase order:
1. At a Select Purchase Order screen, select Copy for the PO you want to copy. See Selecting Purchase Orders for Maintenance.
2. The system copies the PO and displays the PO Maintenance - Maintain Detail Screen for the new purchase order. The system automatically assigns a number to the new purchase order.
PO Maintenance - Maintain Detail Screen
Purpose: Use this screen to change, cancel, display, or add a line to an existing purchase order. Up to three purchase order lines display at one time; select Next to review additional lines.
How to display this screen:
1. Select the purchase order by number at the PO Maintenance Select Prompt Screen.
2. If you do not know the exact number, enter information in one of the selection fields at the PO Maintenance Select Prompt Screen to advance to a Select Purchase Order screen (see Selecting Purchase Orders for Maintenance). At this screen, select a PO.
Field |
Description |
Vendor |
The code and name of the supplier. Alphanumeric, 20 positions; display-only. |
PO # |
The number assigned to the purchase order. Numeric, 7 positions; display-only. |
Status |
The status of the purchase order. Status options: • Canceled = The purchase order was canceled through PO Maintenance; it exists on the system for historical purposes. • Docked = You have received inventory associated with the purchase order, but have not yet confirmed items or quantities. • 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. • Suspended = Inventory has been received into suspense through the PO Receiving function. 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 detail line number. Up to 999 lines may exist on one purchase order. Enter a number in this field and select OK to position to a specific purchase order line number. Numeric, 3 positions; display-only. |
Sts |
The status of the purchase order line. Valid values: • C = Canceled • H = Held • O = Open • S = Suspended • X = Closed Alphanumeric, 1 position; display-only. |
Item |
A code representing an item on the purchase order. The description of the item is below this field. Enter a valid item number and select OK to position to a specific item. If more than one purchase order line contains the item, the purchase orders lines that contain the item display in line number sequence. Item: Alphanumeric, 12 positions; display-only. Description: Alphanumeric, 40 positions; display-only. |
SKU |
The SKU for the item on the purchase order line. Alphanumeric, three 4-position fields; display-only. |
UOM (Unit of Measure) |
The retailer’s unit of measure. This 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). Alphanumeric, 3 positions; display-only. |
Qty ord (Quantity ordered) |
The number ordered of the item, in the retailer’s unit of measure. Numeric, 7 positions display-only. |
Qty due (Quantity due) |
The quantity remaining to be received. The system uses the following calculation to determine the quantity due: Order quantity from PO Detail table - Received quantity from PO Detail table = Quantity due. Note: 0 indicates the quantity received is greater than the quantity ordered. |
Ext cost (Extended cost) |
The extended cost of this PO detail line, which is calculated by multiplying the quantity ordered and the price from the purchase order, adding the surcharge, and subtracting the discount. Numeric, 11 positions with a 4-place decimal; display-only. |
Screen Option |
Procedure |
Change PO detail information |
Select Change for a detail line to advance to thePO Maintenance - Change PO Detail Screen. You cannot change a PO line that is in a cancelled or closed status: Cannot change a closed/cancelled PO line. |
Cancel PO detail information |
Select Cancel for a detail line to cancel it from the purchase order. The status (Sts field) for the item changes to C (canceled), and the On order qty reduces by the number of units canceled. Note: If the item is a drop ship item, and you use the Order Broker Drop Ship interface to process drop ship items for this vendor, you cannot cancel the PO from this screen unless: • You have authority to the Cancel OROB Drop Ship PO (J04) secured feature. • The item is a drop ship item, but was processed before the vendor was flagged as OROB Drop Shipping. If you do not have authority to the Cancel OROB Drop Ship PO (J04) secured feature, the following message displays when you select Cancel for an Order Broker drop ship line: Use D/S Status option in PO or Order Inquiry to cancel D/S integration PO line From PO Inquiry or standard Order Inquiry, you can cancel an Order Broker drop ship item if you have authority to the secured feature Order Maintenance Access (A22). |
Display PO detail information |
Select Display for a detail line to advance to the Display Purchase Order Detail Screen. |
Close the PO line |
Select Close for a detail line to close it. The status (Sts field) for the item changes to X (closed), and the On order qty reduces by the number of units. Note: If the item is a drop ship item, and you use the Order Broker Drop Ship interface to process drop ship items for this vendor, you cannot close the PO from this screen. Instead, when you select Close next to an item the following message indicates: Use D/S Status option in PO or Order Inquiry to cancel D/S integration PO line From PO Inquiry or standard Order Inquiry, you can cancel an Order Broker drop ship item if you have authority to the secured feature Order Maintenance Access (A22). |
Work with estimated charges |
Select Estimated Charges for a detail line to advance to the Work with PO Detail Estimated Charges Screen. |
Display PO detail history |
Select History for a detail line to advance to the Display PO Detail History Screen. |
Update PO detail messages |
Select Messages for a detail line to advance to the Work with PO Detail Messages Screen. |
Review receiving history |
Select Receiving for a detail line to advance to the Purchase Receipts History 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. |
Approve PO |
Select Approve to approve the PO. If you are not authorized to approve purchase orders, the screen displays an error message. The Approve Purchase Order (A31) secured feature controls this access. Note: If you advanced to this screen from PO inquiry, you cannot approve a purchase order. You need to select the purchase order in PO maintenance in order to approve it, regardless of your secured feature authority. |
Create PO detail information |
Select Create Dtl to advance to the Create PO Detail Standard Screen. |
Work with PO header information |
Select Header to advance to the Work with Purchase Order (Header) Screen. Note: If you change the buyer, ship via, offer, due date, cancel date, or promise date on the PO header, the system updates the value on each existing PO line in an open or held status. The system also updates the value for any new lines you add to the PO in PO Maintenance, unless you override the value at the detail level. |
Accept the PO |
Select Accept to accept the PO. See Completing PO Maintenance. |
Reject the PO |
Select Reject to reject the PO. See Completing PO Maintenance. |
Cancel the purchase order |
Select Cancel PO to cancel this purchase order. If the PO is a drop ship PO and an authorization exists for the order, the system creates a record in the Void Auths table for the authorization amount. If a detail line on the PO is a drop ship item, and you use the Order Broker Drop Ship interface to process drop ship items, you cannot cancel the purchase order using this option, and the following message indicates: Must cancel drop ship lines individually |
Work with vendor FOB for the PO |
Select FOB to advance to the Work with FOB for Purchase Order Screen. |
Add vendor notes |
Select Vendor notes to advance to the Work with Vendor Notes Screen. |
Display summary information |
Select Summary to advance to the Purchase Order Summary Screen. |
Display PO messages |
Select Messages to advance to the Work with PO Messages Screen. |
PO Maintenance - Change PO Detail Screen
Purpose: Use this screen to make changes to an item on a purchase order. You can also use this screen to:
• 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 or delete estimated discounts for a purchase order detail line.
How to display this screen: At the PO Maintenance - Maintain Detail Screen, select Change for an item.
Field |
Description |
PO # |
The number assigned to the purchase order. Numeric, 7 positions; display-only. |
Status |
The status of the purchase order. Status options: • Canceled = The purchase order was canceled through PO Maintenance; it exists on the system for historical purposes. • Docked = You have received inventory associated with the purchase order, but have not yet confirmed items or quantities. • 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. • Suspended = Inventory has been received into suspense through the PO Receiving function. Display-only. |
Vendor # |
The code and name of the supplier. Alphanumeric, 20 positions; display-only. |
Line # |
The purchase order detail line number. Up to 999 lines may exist on one purchase order. Enter a number in this field and select OK to position to a specific purchase order line number. Numeric, 3 positions; display-only. |
Status |
The status of the purchase order line. Valid values: • Open = The PO line is open awaiting PO Receipts. • Held = The PO line is held. • Cancelled = The PO line was canceled through PO Maintenance; it exists on the system for historical purposes. • Suspended = Inventory has been received into suspense through the PO Receiving function. • Closed = The PO line has been received through PO Receiving. Alphanumeric; display-only. |
Item |
A code representing an item on the purchase order. The description of the item is below this field. Enter a valid item number and select OK to position to a specific item. If more than one purchase order line contains the item, the purchase order lines that contain the item display in line number sequence. Item: Alphanumeric, 12 positions; display-only. Description: Alphanumeric, 40 positions; display-only. |
SKU |
The SKU for the item on the purchase order line. Alphanumeric, three 4-position fields; display-only. |
Qty |
Quantity of the item that you have ordered from the vendor, in retailer’s unit of measure. The system checks: • Minimum quantity in the Vendor/Item table (in retailer’s unit of measure) • Order multiple in Vendor/Item table. (in retailer’s unit of measure) An error message indicates if the quantity you order is less than the minimum, if the quantity is not a multiple of the quantity specified for the vendor/item, or if the quantity you enter cannot be converted to the vendor’s unit of measure. See Working with Vendor Items (WVNI). Numeric, 7 positions; optional. |
The unit price you pay the vendor for this item, per retailer’s unit of measure. 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 See the Costing Method (A25) system control value. 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. Note: You cannot change the cost of an existing purchase order line to zero, even if the vendor/item price and price from the SKU table are zero. Order Broker PO Changes When you change the cost for a drop ship purchase order line which has been sent to the Order Broker Drop Ship Integration for processing, Order Management System automatically sends the changed cost information to Order Broker, where the cost on the purchase order line updates automatically. Numeric, 11 positions with a 4-place decimal; required. |
|
Transit qty |
The quantity that the vendor has indicated is in transit from them to you. This is merchandise that has not been received as yet; however, it has been shipped from the vendor. You can update this quantity through Working with P/O In Transit Information (MPIT) or enter it here. Numeric, 7 positions; optional. |
Primary disc (Primary discount percentage) |
The primary discount percentage defined for this vendor that is applied to all items purchased. The primary discount is established in the Vendor record. May be overridden at the line level or using PO Header Overrides; see 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 defined in the Vendor record. May be overridden using PO Header Overrides; see Purchase Order Overrides Pop-Up Window. Numeric, 9 positions with a 4-place decimal; optional. |
Ext cost (Extended cost) |
The extended cost of this PO detail line, calculated by multiplying the quantity ordered and the price, adding the surcharge, and subtracting the discount. Numeric, 11 positions with a 4-place decimal; optional. |
Vendor's |
The vendor's item number, as defined in the Vendor/Item table; see Working with Vendor Items (WVNI). Alphanumeric, 20 positions; display-only. |
U/M (Unit of measure) |
The vendor's unit of measure for the vendor's item. This typically describes how the item is ordered from the vendor. See Working with Units of Measure (WUOM). Alphanumeric, 3 positions; optional. |
Quantity |
The quantity of the item you have ordered from the vendor. This quantity is expressed in the vendor's unit of measure and may be different than the Qty field, above. For example, if your unit of measure is “eaches” and the vendor's unit of measure is cases of 24, if the Qty field is set to 48 units, the Quantity field would be 2 (representing the vendor's unit of measure). Numeric, 7 positions; optional. |
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; optional. |
Vnd Dscnt (Vendor discount) |
The vendor's primary discount, applied to all items purchased. May be overridden at the line level or using PO Header Overrides; see Purchase Order Overrides Pop-Up Window. Numeric, 5 positions with a 2-place decimal; optional. |
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; optional. |
Buyer |
A code that identifies a person who is authorized to make purchases for your company; see Working with Buyers (WBUY). Alphanumeric, 3 positions; optional. |
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; optional. |
Offer (Offer code) |
The code for the offer (catalog). 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). You can change the warehouse on a PO line only to a warehouse where the item currently exists. Numeric, 3 positions; optional. |
Due date |
The date the purchase order is due to be received, based on the PO date and the Lead days from the Vendor/Item record, or manually entered for the PO. This date is listed in Order Entry, Order Maintenance, and standard or 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 (in user date format); optional. |
Cancel date |
The date the purchase order will be marked for cancellation if the order is not received. If you complete this field, you advance to the PO Auto Cancel Date Selection Pop-Up Window; from this window, you can generate the Purchase Order Auto Cancel Report. 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 (in user date 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 (in user date format); optional. |
Screen Option |
Procedure |
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 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. |
Display PO messages |
Select Messages to advance to the Work with PO Detail Messages Screen. |
Update the SKU cost |
Select Update SKU Cost to advance to the Update SKU Cost Window. An error message displays if all of the lines on the PO are cancelled or closed: No lines available for cost update. |
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, 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.
Work with PO Detail Estimated Charges Screen
Purpose: Use this screen to create or change a charge for a specific purchase order detail line.
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 maintenance, 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.
Purchase order additional charge codes are defined through Working With PO Additional Charges (WPAC).
Any charges that you 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.
How to display this screen:
1. At the Create PO Detail Standard Screen, other detail entry screen or the PO Maintenance - Change PO Detail Screen select Est. Charges. This screen displays for the last PO line entered.
2. At 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. |
Display PO Detail 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 the line is maintained.
How to display this screen: At the PO Maintenance - Maintain Detail Screen or the First Display Purchase Order Detail Screen in PO inquiry, select History for an item.
Field |
Description |
Vendor # |
The name and number of the supplier. Alphanumeric, 20 positions; display-only. |
PO # |
A unique number to identify the purchase order. Numeric, 7 positions; display-only. |
Ln # |
The number of this line on the purchase order. Numeric, 3 positions, display-only. |
Item |
A code that identifies a unit of inventory. Alphanumeric, 12 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, 1 position; 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. |
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, other detail entry screen, 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 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 PO • 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. |
Purchase Receipts History Screen
Purpose: Use this screen to review receipt totals for an item on a purchase order.
How to display this screen: At the PO Maintenance - Maintain Detail Screen or the First Display Purchase Order Detail Screen in purchase order inquiry, select Receiving for an item.
Field |
Description |
P/O # |
A unique number to identify the purchase order. Numeric, 7 positions; display-only. |
Vendor |
A unique number to identify the vendor. The description appears to the right. Validated against the Vendor table; see Working with Vendors (WVEN). Vendor number: numeric, 7 positions; display-only. Description: alphanumeric, 20 positions; display-only. |
Line # |
The purchase order detail line number. Numeric, 3 positions; display-only. |
Item |
A code to represent the item on the purchase order. The description appears to the right. Item: alphanumeric, 12 positions; display-only. Description: alphanumeric, 40 positions; display-only. |
SKU Qty Rcv (Quantity received) |
The number of units received, presented in your unit of measure. Numeric, 7 positions; display-only. |
SKU 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. |
Vendor Qty Rcv (Quantity received) |
The number of units received, presented in the vendor's unit of measure. Numeric, 7 positions; display-only. |
Vendor U/M (Unit of measure) |
The vendor’s unit of measure. Alphanumeric, 3 positions; display-only. |
Date received |
The date the units were received at your warehouse. Numeric, 6 positions; display-only. |
Cost at recp (Cost at receipt) |
The unit cost of the item. Numeric, 11 positions with a 4-place decimal; display-only. |
Date A/P |
Not implemented. Numeric, 6 positions; display-only |
Cost A/P |
Not implemented. Numeric, 11 positions with a 4-place decimal; display-only. |
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. These notes are displayed at PO Inquiry/Maintenance and Receiving.
How to display this screen:
• At the Create PO Detail Standard Screen other detail entry screen, 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 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 PO • Do not print Optional. |
Screen Option |
Procedure |
Add/Change vendor item notes |
Select Add/Change to activate the add or change function and update the required information. |
Create PO Detail Standard Screen
Purpose: Use this screen to add a new item to a purchase order.
How to display this screen: At the PO Maintenance - Maintain Detail Screen, select Create Dtl for an item.
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 (Header) Screen, 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.
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 0. Numeric, 3 positions; display-only. |
Status |
The status of the purchase order. When you first create a PO, the status will be Open (blank) 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 (blank) = The PO is awaiting PO Receipts. • 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 Maintenance), 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 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. Numeric, 6 positions (in user date 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 (in user date format); optional. |
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You can use this date to represent the expected ship date or promised arrival date. Numeric, 6 positions (in user date format); optional. |
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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 Maintenance). Otherwise, the information you entered is in the bottom half of the Create PO Detail Standard screen. See Reviewing the Previous Purchase Order Detail Line.
SKU Scan Screen (PO Maintenance)
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.
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.
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. 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. 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: • cost entered at the Create PO Detail Standard Screen, if any • Vendor/Item cost • Average or standard cost from the SKU table If you use FIFO costing: • cost entered at the Create PO Detail Standard Screen, if any • 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. 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 |
Accept your entries |
Select Accept. You return to the Create PO Detail Standard Screen, 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, 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; 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 (in user date 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 (in user date format); optional. |
Promise date |
You can use this date to represent the expected ship date or promised arrival date. Numeric, 6 positions (in user date format); optional. |
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 |
Accept the purchase order |
Select Accept to accept the purchase order. See Completing PO Maintenance. |
Reject the purchase order |
Select Reject to reject the purchase order. See Completing PO Maintenance. |
Change item information associated with any previously entered item |
Select Change to advance to the PO Maintenance - Maintain Detail Screen. |
Work with PO header information |
Select P/O Header to advance to the Work with Purchase Order (Header) Screen. |
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 create PO detail lines for items that contain multiple SKUs. |
Vendor item entry |
Select Vendor Item Entry to create a PO detail line by entering the vendor item number. |
Non-inventory entry |
Select Non Inventory Entry to create a PO line for an item that does not exist in the Item table. |
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. |
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
• 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, 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)
Use this window to update the cost of all open and held lines on the PO that contain the item specified.
How to display this screen: Select Update SKU Cost on the PO Maintenance - Change PO Detail Screen.
Field |
Description |
PO # |
The number assigned to the purchase order. Numeric, 7 positions; display-only. |
Item # |
The item number whose cost you wish to update. The system updates the cost for all SKUs of this item that are on the PO. Alphanumeric, 12 positions; display-only. |
Cost |
The unit price you pay the vendor for this item, per retailer’s unit of measure. Enter the new cost for the item. The system updates the cost for all open and held lines on the PO that contain the item specified. See the Costing Method (A25) system control value. The Override PO Cost (A17) secured feature controls access to this field. Note: You cannot change the cost of an existing purchase order line to zero, even if the vendor/item price and price from the SKU table are zero. Order Broker PO Changes When you change the cost for a drop ship purchase order line which has been sent to the Order Broker Drop Ship Integration for processing, Order Management System automatically sends the changed cost information to Order Broker, where the cost on the purchase order line updates automatically. Numeric, 11 positions with a 4-place decimal; required. |
Instructions: Use the following steps to update the cost of all open and held lines on the PO that contain the item specified.
1. In the Cost field, enter the cost to assign to all open and held lines on the PO that contain the specified item.
2. Select OK. The system returns you to the PO Maintenance - Maintain Detail Screen and displays the message The SKU cost on all of the lines has been changed.
Tracking PO line changes: For each PO line whose cost was updated, the system writes a before and after record to the PO Detail Audit table to record the cost of the PO line before the SKU cost update, and the cost of the PO line after the SKU cost update. You can review PO line history on the Display PO Detail History Screen.
Work with Purchase Order (Header) Screen
Purpose: Use this screen to change the header information on an existing purchase order.
When you change PO Header information: If you change the buyer, ship via, offer, due date, cancel date, or promise date on the PO header, the system updates the value on each existing PO line in an open or held status. The system also updates the value for any new lines you add to the PO in PO Maintenance, unless you override the value at the detail level.
Tracking PO changes: When you change the information on the PO header, the system writes a before and after record to the PO Header Audit table to record the value before the change and the value after the change. If the change to the PO header also updated the lines on the PO, the system writes a before and after record to the PO Detail Audit table to record the value on the PO line before the change, and the value on the PO line after the change. You can review PO line history on the Display PO Detail History Screen.
How to display this screen: Select Header on the PO Maintenance - Maintain Detail Screen.
Field |
Description |
PO # |
The number assigned to the PO. Numeric, 7 positions; display-only. |
Ship to |
You have the option to select Warehouse, Customer number, or Order number. Each option is described below. Warehouse If you change the warehouse on the PO header, the system updates only the PO lines that contain an item that exists in the new warehouse; any PO lines on the PO that contain items that do not exist in the new warehouse are not updated. 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. Numeric, 9 positions; optional. |
Status |
The status of the purchase order. Status options: • Cancelled • Docked • Held • Open • Suspended • Closed If held, the purchase order must be approved via PO Maintenance before you can print or receive the PO. Alphanumeric, 10 positions; display-only. |
Vendor |
The vendor assigned to the PO. 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). Changing the buyer: If you change the buyer on the PO header, the system updates the buyer on each existing PO line in an open or held status: PO Dtl’Buyer’ info has been updated for open/held rcds. The system also updates the value on any new lines you add to the PO in PO Maintenance, unless you override the value at the detail level. 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. Changing the ship via: If you change the ship via code on the PO header, the system updates the ship via code on each existing PO line in an open or held status: The ship via on all of the lines has been changed. The system also updates the value on any new lines you add to the PO in PO Maintenance, unless you override the value at the detail level. Note: If a purchase order ship via is defined for the vendor/item, the system defaults this ship via to any new lines added to the PO in PO Maintenance instead of defaulting the ship via on the PO header. Numeric, 2 positions; optional. |
|
Offer |
The code for the offer (catalog) you will use to sell the merchandise. See Working with Offers (WOFR). The system creates a SKU/Offer record for each item on the purchase order if one does not already exist. Changing the offer: If you change the offer code on the PO header, the system updates the offer code on each existing PO line in an open or held status: The Offer number has been changed on all detail lines. The system also updates the value on any new lines you add to the PO in PO Maintenance, unless you override the value at the detail level. 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. Changing the due date: If you change the due date on the PO header, the system updates the due date on each existing PO line in an open or held status: The Due Dates on all of the lines have been changed. The system also updates the value on any new lines you add to the PO in PO Maintenance, unless you override the value at the detail level. Numeric, 6 positions (in user date 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). Changing the cancel date: If you change the cancel date on the PO header, the system updates the cancel date on each existing PO line in an open or held status: The Cancel Dates on all of the lines have been changed. The system also updates the value on any new lines you add to the PO in PO Maintenance, unless you override the value at the detail level. Numeric, 6 positions (in user date format); optional. |
Promise date |
You can use this date to represent the expected ship date or promised arrival date. Changing the promise date: If you change the promise date on the PO header, the system updates the promise date on each existing PO line in an open or held status: Promise date changed on all detail lines. The system also updates the value on any new lines you add to the PO in PO Maintenance, unless you override the value at the detail level. Numeric, 6 positions (in user date format); optional. |
Shipping info |
One line of shipping instructions to print on the purchase order. Alphanumeric, 20 positions; optional. |
Screen Option |
Procedure |
Place the purchase order on hold |
Select Hold to hold the purchase order. A message informs you the purchase order is on hold. |
Accept the purchase order |
Select Accept to accept the changes you made to the purchase order in PO Maintenance. See Completing PO Maintenance. |
Reject the purchase order |
Select Reject to reject the changes you made to the purchase order in PO Maintenance. A window opens asking you to confirm the rejection. See Completing PO Maintenance. |
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 the purchase order |
Select Accept/Print to accept the purchase order changes and advance to the Print P/O Window. |
Work with PO summary |
Select P/O Summary 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. |
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 (Header) Screen.
• 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 PO Header Estimated Charges Screen
Purpose: Use this screen to define estimated charges for every 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 maintenance, 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.
Purchase order additional charge codes are defined through Working With PO Additional Charges (WPAC).
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.
How to display this screen: Select Estimated Charges on the Work with Purchase Order (Header) Screen.
Field |
Descrption |
PO # |
The number of the purchase order you are currently working with, defaulted from the Work with Purchase Order (Header) Screen. Numeric, 7 positions; display-only. |
Status |
The status of the purchase order, defaulted from the Work with Purchase Order (Header) Screen. Alphanumeric, 10 positions; display-only. |
Vendor |
The vendor number and vendor name defined for this purchase order, defaulted from the Work with Purchase Order (Header) Screen. 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. |
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 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; select this system control value to receive discounts against manually entered costs.
Example: 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 (Header) Screen, 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. 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. 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. |
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. |
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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 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 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. |
Purpose: Use this screen to define or update message text that may print on the purchase order. 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 (Header) Screen
• PO Maintenance - Maintain Detail Screen
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. |
Select Print on PO to print on the purchase order; otherwise, leave this option blank. 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.
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, another detail entry screen, the Work with Purchase Order (Header) Screen, 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 (Header) Screen. 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. • 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 • 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 Maintenance. |
Reject the purchase order information |
Select Reject to reject the PO. See Completing PO Maintenance. |
Purpose: To complete PO maintenance, perform one of the following:
On the Work with Purchase Order (Header) Screen, select Accept/Print to accept a purchase order and advance to the Print P/O Window. This option is not available at any purchase order detail screen.
Note: Faxing the purchase order is not currently implemented.
Accept PO without printing: To accept a purchase order without advancing to the Print P/O Window, you can select Accept at the following screens:
Screen |
Result |
The system accepts changes made and returns to the PO Maintenance Select Prompt Screen. |
|
The system accepts changes made and returns to the PO Maintenance Select Prompt Screen. |
|
The system accepts changes made and returns to the PO Maintenance Select Prompt Screen. |
If you cancelled one or more lines on a drop ship PO: The system displays an error message when you select Accept if you are maintaining a drop ship PO and during PO maintenance you cancelled some, but not all, of the lines on the PO: D/S PO cannot be accepted with partially cancelled lines. Please cancel all lines. To complete PO maintenance, you must cancel all of the lines on a drop ship PO.
Updates: The system performs field and table updates through a background processing job (OTHR_ASYNC) when you select Accept or Accept/Fax. See Updates During Background Processing for more information.
To reject a purchase order, select Reject at any of the screens listed above. A pop-up window appears prompting you to confirm. Select OK to confirm the rejection and exit the screen; otherwise, select Exit to cancel the rejection and return to the previous screen.
Note: No changes made during this session of PO Maintenance will be recorded/accepted if you select Reject to reject.
Select Approve to approve the purchase order. You must have authority to the Approve Purchase Order (A31) secured feature to approve a purchase order.
Note: If you advanced to PO Maintenance from PO inquiry, you cannot approve a purchase order. You need to select the purchase order in PO maintenance in order to approve it, regardless of your secured feature authority.
To cancel the entire PO: Select Cancel PO to cancel the entire purchase order.
Note: If a PO line contains a drop ship item, and you use the Order Broker Drop Ship interface to process drop ship items for this vendor, you cannot cancel the purchase order using the Cancel PO option: Must cancel drop ship lines individually.
To cancel individual lines: Select Cancel for a detail line to cancel it from the purchase order. The status (Sts field) for the item changes to C (canceled), and the On order qty reduces by the number of units canceled.
Note: If you cancel some, but not all, of the lines on a drop ship PO individually and then select Accept to accept the PO maintenance changes, the system displays an error message: D/S PO cannot be accepted with partially cancelled lines. Please cancel all lines. To complete PO maintenance, you must cancel all of the lines on a drop ship PO.
Authorizations for drop ship PO: When you cancel a drop ship PO and an authorization exists for the associated order, the system creates a record in the Void Auths table for the authorization amount.
Drop ship pick: When you cancel a drop ship PO, the system also voids the associated drop ship pick.
Order Broker Drop Ship interface: If a PO line contains a drop ship item, and you use the Order Broker Drop Ship interface to process drop ship items for this vendor, you cannot cancel the PO line unless:
• You have authority to the Cancel OROB Drop Ship PO (J04) secured feature.
• The item is a drop ship item, but was processed before the vendor was flagged as OROB Drop Shipping.
If you do not have authority to the Cancel OROB Drop Ship PO (J04) secured feature, the following message displays when you select Cancel for a drop ship line: Use D/S Status option in PO or Order Inquiry to cancel D/S integration PO line.
Cancellation reason code: The system assigns the Auto Soldout Cancel Reason (C20) to the canceled order line(s).
From PO Inquiry or standard Order Inquiry, you can cancel an Order Broker drop ship item if you have authority to the secured feature Order Maintenance Access (A22). See Cancelling Order Broker Drop Ship Order Lines for processing details.
Use this window to print 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.
• All open, held, and suspended purchase orders are eligible to print through this window.
• If the Print ordered quantity field on this window is selected, closed purchase orders are eligible to print through this window; otherwise, the window does not display an error message, but no purchase order is printed.
• Cancelled purchase orders are not eligible to print 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, held, and suspended purchase order lines are included on eligible purchase orders that you print.
• If the Print ordered quantity field on this window is selected, closed purchase order lines are included on purchase orders that you print. 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.
For more information: See Completing PO Maintenance.
How to display this window:
• Select Accept/Print at the Work with Purchase Order (Header) Screen in purchase order maintenance. You must first select OK in purchase order 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 |
Controls whether the system prints the Purchase Order when you select OK at this pop-up window. Valid values are: • Selected (default) = print the purchase order. • Unselected = do not print the purchase order. |
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 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 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).
• 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.
| Maintaining Purchase Orders | Contents | SCVs | Search | Glossary | Reports | Solutions | XML | Index | Using Purchase Order Inquiry |
MPOE OROMS 17.0 2018 OTN