Chapter 70: Entering Purchase Orders (MPOE)
Overview: New purchase orders are entered by vendor number and/or name. A scan screen of current vendors is available to quickly search for the appropriate vendor. Vendor names and numbers are entered and maintained in the Vendor file. The system checks the Vendor file to determine whether Drop Ship POs should be created. See Selecting a Vendor for PO Entry for more Drop Ship PO information.
Purchase order numbers can either be automatically generated by the system or manually assigned. This is controlled by a System Control file value. Additionally, purchase orders can be entered individually or grouped together and entered in batches for ease of entry and tracking.
Purchase order held automatically? The system puts the purchase order in held status when you accept your entries if:
• the PO Default Status (A49) system control value is set to HELD, or
• the purchase order total meets or exceeds the Total Purchase Order Entry Dollar Limit (J91) system control value
See those system control values for more information.
Create IL trigger record? If the Create Generic Inventory Download Triggers (I32) and Include PO Updates (J93) system control values are set to Y, the system creates an inventory download trigger record whenever you create a purchase order for an item whose available quantity is zero or less. See these two system control values for more information.
Send item availability information to web storefront? If any of the items on the purchase order have been downloaded to the web storefront, and their current available quantity is zero or less, the OTHR_ASYNC job sends updated availability information job when it processes the PO creation updates. See E-Commerce Item Availability Processing for an overview.
In this chapter:
• Related System Control Values and Secured Features
• Selecting a Vendor for PO Entry
• PO Maintenance Select Prompt Screen
• PO Entry Select Prompt Screen
• Select Vendor Screen (By Item/SKU for PO Entry)
• Work with Purchase Order Screen (Header)
• Create PO Detail Standard Screen (Standard PO Entry)
• Reviewing the Previous Purchase Order Detail Line
• First Purchase Order Horizontal Entry Screen (PO Entry)
• Second Purchase Order Horizontal Entry Screen
• Create PO Detail Vendor Item Screen (PO Entry)
• PO Detail Non Inventory Screen (PO Entry)
• Purchase Order Line Discount Screen
• Combined Discount Calculation
• PO Entry - Maintain Detail Screen
• PO Entry - Change PO Detail Screen
• Display Purchase Order Detail Screen
• Purchase Order Overrides Pop-Up Window
• Recurring Purchase Order Screen
• Work with PO Messages Screen
• Work with FOB for Purchase Order Screen
• Create FOB for Purchase Order Screen
• Change FOB for Purchase Order Screen
• Display FOB for Purchase Order Screen
• Work with Hold for Release Lines Screen
• Work with PO Header Estimated Charges Screen
• Work with PO Detail Estimated Charges Screen
• Work with Vendor Item Notes Screen
• Work with PO Detail Messages Screen
• Purchase Order Summary Screen
• Print and/or Fax Pop-Up Window
Related System Control Values and Secured Features
System Control Value |
Description |
Determines whether the system assigns the PO number or you manually assign the PO number. |
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Determines the status of the PO when created, open, or suspended. |
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Determines whether the item entry screen should be based on your item number or the vendor's. |
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Determines if the Reference field should be required. |
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Determines if the Offer code is required on POs. |
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Determines if you are allowed to create recurring POs. |
Secured features:
• Approve Purchase Order (A31)
• Maintain from within Inquiry (A16)
• Override Vendor's Discount Percentage (A10)
• Purchase Order Maintenance Security (A08)
• Update Existing Vendor Notes (A14)
• Update Existing P/O Messages (A13)
Selecting a Vendor for PO Entry
Purpose: New purchase orders are entered by vendor number and/or name. A scan screen of current vendors is available to quickly search for the appropriate vendor. Vendor names and numbers are entered and maintained in the Vendor file. Vendors play a major role in drop ship processing, as described below.
Drop ship POs: Creating a drop ship purchase order expedites the shipment of a drop ship order to the customer. The system performs the following procedures during drop ship processing:
1. An item is flagged as “Drop Ship” in Order Entry (Open Drop Ship line).
2. The system checks the Item/SKU file to determine the primary vendor assigned to the item/SKU that was ordered.
3. The system then checks the Vendor file to determine whether this vendor creates drop ship purchase orders or drop ship pick slips. If drop ship POs are created for this vendor, PO Print automatically prints the Drop Ship PO.
4. Once confirmation has been received from the vendor, PO Receipts closes the purchase order, closes the order, and generates a billing record for the customer.
How to advance to PO entry: Enter MPOE in the Fast Path field at the top of any menu. Depending on your authority to maintain POs, you advance to either the PO Maintenance Select Prompt Screen or the PO Entry Select Prompt Screen.
PO Maintenance Select Prompt Screen
How to display this screen: Enter MPOE in the Fast path field at the top of any menu. You advance to this screen if you are authorized to maintain POs.
POR0056 ENTER P/O Maintenance Select Prompt 10/28/99 11:00:36 EZK Mail Order
P/O # . . . . . . . . Due date . . . . . Reference # . . .
Vendor . . . . . . . . Name . . . . . . . Reference . . . . Item . . . . . . .
Item/COL SIZE WDTH .
Buyer . . . . . . . .
F3=Exit F7=Enter P/O F12=Cancel F24=Select company |
About this screen: See the PO Entry Select Prompt Screen, which you can display by pressing F7, for field descriptions.
How to display this screen: Enter MPOE in the Fast path field at the top of a menu. You advance to this screen if you are not authorized to maintain POs. See Selecting a Vendor for PO Entry.
If you advance to the PO Maintenance Select Prompt Screen, press F7 to display the P/O Entry Select Prompt screen for PO entry.
POR0058 ENTER P/O Entry Select Prompt 10/28/99 10:59:33 EZK Mail Order
Vendor . . . . . . .
or
Vendor name . . . .
or
Item/COL SIZE WDTH
F3=Exit F7=Maintain P/O F12=Cancel F24=Select company |
Selecting a vendor: At this screen, you can enter a vendor number or vendor name. Do not enter both.
Field |
Description |
Vendor |
A code assigned to the vendor. See Chapter 19: Working with Vendors (WVEN). Numeric, 7 positions; optional. |
Vendor name |
The name of the vendor. If you are unsure of the vendor name, type a partial vendor name to obtain a list of vendors from which you may select. Alphanumeric, 20 positions; optional. |
Item/SKU |
A user-defined code that represents a unit of inventory, either a SKU or non-SKU item. Alphanumeric, 12 positions (for item), one 14-position field (full SKU) or three 4-position fields (split SKU); optional. |
Note: Once you enter the vendor information, you advance to the Work with Purchase Order Screen (Header).
Screen Option |
Procedure |
Maintain purchase order |
Press F7 to advance to the PO Maintenance Select Prompt Screen (if you have the authority). |
Select Vendor Screen (By Item/SKU for PO Entry)
Purpose: Use this screen to select a vendor for a PO.
How to display this screen: Enter an item/SKU on the PO Entry Select Prompt Screen.
POR0333 DISPLAY Select Vendor 12/23/93 15:02:10 CommercialWare
Opt Item SKU P/O # Line Due Date Ord Qty Vendor
Type options, press Enter.
1=Select
BLANKET SKU001 1000 1 11/24/93 10 1 DESK PAD 675 1 11/25/93 10 100 IN/OUT BOX 500 1 11/25/93 50 100 STAPLER 500 1 11/25/93 50 100
F3=Exit F12=Cancel F22=User defined option |
How to use this screen: Enter 1 beside the item to select the vendor.
Field |
Description |
Item |
The item number. Alphanumeric, 12 positions; optional. |
SKU |
A code to further define the item. Alphanumeric, one 14-position field (full SKU) or three 4-position fields (split SKU); optional. |
PO# |
The purchase order number. Numeric, 7 positions; optional. |
Line |
The purchase order line number. Numeric, 3 positions; optional. |
The date the purchase order is due. Numeric, 6 positions (MMDDYY format); optional. |
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Ord qty (Order quantity) |
The total quantity ordered. Numeric, 3 positions; optional. |
Vendor |
A code that defines the supplier of an item. See Chapter 19: Working with Vendors (WVEN). Numeric, 7 positions; optional. |
Work with Purchase Order Screen (Header)
Purpose: Use this screen to enter purchase order header information. The PO header contains vendor name and address, ship-to information and other instructions for the vendor.
The information you enter at the bottom of the screen defaults to the lines on the purchase order.
How to display this screen:
1. Enter MPOE in the Fast Path field at the top of a menu screen, or select Purchase Order Entry/Maintenance from a menu.
2. You advance to the PO Maintenance Select Prompt Screen. Press F7.
3. You advance to the PO Entry Select Prompt Screen. Enter the Vendor number or the Vendor name.
4. You advance to a scan screen where you can select the vendor for the PO. Enter 1 beside the vendor.
You can also display this screen by pressing F7 at the PO Maintenance - Maintain Detail Screen.
POR0062 ENTER Work with Purchase Order 4/28/99 10:49:26 ENTRY KAL Co.
P/O # . . . : 615 Ship To: Warehouse . . 40 Status . . : Open Terms: 0 or Cust # . . Vendor . . : 101 or Order # . . US VENDOR WAREHOUSE 40 ALEX NEWBOLD 10 SPEEN STREET 10 SPEEN STREET THIRD FLOOR WAREHOUSING DEPARTMENT
FRAMINGHAM MA FRAMINGHAM MA 01746 USA 01701 USA Placed with . Type . . . . . . I (I,R) Buyer . . . . Ship via . . . Offer . . . . . Due date . . Cancel date . . Promise date . . G/L # . . . : 2424 Shipping info .
F8=Hold F9=Accept F11=Reject F14=FOB F16=Est charges F17=Vendor notes F18=P/O Overrides F19=Accept/Fax F21=P/O Summ F22=User def opt F23=P/O Msg |
Field |
Description |
PO # |
The number assigned to a PO, based on the System Control file value, System Assigned PO # (B76). This field determines whether the system assigns purchase order numbers automatically or whether the purchase order number is assigned by the user. If you are assigning your own PO numbers, you must enter this value. The program ensures that you have not already used that number. If the system is assigning PO numbers, the number is assigned automatically, and cannot be changed. Numeric, 7 positions; display-only or required. |
Ship to |
You have the option to select Warehouse, Customer number, or Order number. Each option is described below. Warehouse This value defaults from the Default Warehouse (A04) system control value. If there is no default defined in the system control value, you must enter the warehouse code. See Warehousing Chapter 41: Creating and Maintaining Warehouses (WWHS). Note: • You can override the warehouse code for any line on the purchase order. • If the Auto-Generate Item Warehouse Records (J45) system control value is set to N, you cannot create a purchase order detail line if there is not already a record of the item in the specified warehouse. Otherwise, if this system control value is set to Y, the system creates the Item Warehouse record automatically if it does not already exist. • The system tracks 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 controls which shipping address prints on the PO or is transmitted in the EDI file. A separate PO prints for each warehouse to each different ship-to address. Numeric, 3 positions; optional. |
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Customer number/Order number Unique numbers assigned to customers or orders for identification purposes. If you are entering a drop ship PO where the merchandise is shipped directly to the customer, you must enter either a customer or order number. The system checks one of these files to determine the ship-to address for the purchase order. If customer number is entered, the system does not tie this number to the order, nor does it pull through the items on the order. Note: See Selecting a Vendor for PO Entry for Drop Ship PO processing information. Numeric, 9 positions; optional. |
Status |
The status of the new purchase order. The PO Default Status (A49) in the System Control file determines whether the initial status of new purchase orders is O (Open) or S (Suspended). If suspended, each new purchase order must be approved via PO Maintenance before you can print or receive the PO. Alphanumeric, 10 positions; display-only. |
Vendor |
The number of the vendor that you entered at the PO Entry Select Prompt Screen. Numeric, 7 positions; display-only. |
Vendor name/address |
The supplier's name and address. This information defaults from the Vendor file 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 file 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 displays in this field. Alphanumeric, 30 positions; optional. |
Type |
This field indicates whether this purchase order is an initial buy (I) or a reorder (R). Valid values are: I - Initial Buy (default) R - Reorder Alphanumeric, 1 position; 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 file; see Chapter 17: Working with Buyers (WBUY). Numeric, 3 positions; required. |
A code that identifies the shipper to deliver the merchandise to you. This code is validated against the PO Ship Via file. See Chapter 18: Working with Purchase Order Ship Via (WPSV). These shippers are defined separately from, and may differ from, those who deliver merchandise to your customers. The Require Ship Via on Purchase Order Header (E96) system control value controls whether this field is optional or required. Each detail line on the purchase order requires a ship via code. If you enter a ship via code on the purchase order header, this code defaults to the detail lines; otherwise, you need to enter a ship via code for each detail line on the purchase order. The exception is when you have specified a purchase order ship via for the vendor/item; in this case, this ship via always defaults to the purchase order detail line. |
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The ship via code that you enter on the first purchase order detail line defaults back to the purchase order header. If you return to the purchase order header screen after beginning to enter purchase order detail, then return back to the detail screen, the ship via code defaults onto any detail lines you enter afterwards. Numeric, 2 positions; may be required. |
Offer |
The code for the offer (catalog) you use to sell the merchandise. See Marketing Chapter 2: Working with Offers (WOFR). This field is required if Offer Required Entry on Purchase Orders (A36) field in the System Control file is set to Y. The system creates a SKU/Offer record for each item on the purchase order if one does not already exist. Alphanumeric, 3 positions; may be required. |
Due date |
The date the purchase order is due for receipt. This is the date the operator sees in Order Entry. Due date required for each purchase order detail line: 1. If you enter a date here, this due date defaults to each purchase order detail line, although you can override it. 2. If you do not enter a due date at the header level, and there is a Lead days specified for the vendor item, then the system calculates the due date for the detail line by adding the Lead days to the current date. Example: You order item/SKU AB123 BLUE from vendor 12 on July 16. The vendor item record for this SKU and vendor has a Lead days of 5. If there is no Due date on the purchase order header, the system calculates a Due date for the detail line of July 21 (July 16 + 5). 3. If you do not specify a Due date on the purchase order header and there is no Lead days specified for the vendor item (or if there is no vendor item), then you will need to specify a Due date for the purchase order detail line. Numeric, 6 positions (MMDDYY format); optional. |
Cancel date |
The date the purchase order is marked for cancellation if you do not receive it. See Chapter 78: Printing the PO Auto Cancel Report (MPAC). Numeric, 6 positions (MMDDYY format); optional. |
Promise date |
You can use this date to represent the expected ship date or promised arrival date. Numeric, 6 positions (MMDDYY format); optional. |
G/L # |
The General Ledger number to use for posting the inventory. The receipt general ledger number defaults if the Default Receipt General Ledger Number (D95) system control value is set to Y. If you do not have authority to the Secure G/L Number Field Access (A84) secured feature, the system displays this field as display-only. Numeric, 8 positions; optional. |
Shipping info |
One line of shipping instructions to print on the purchase order. Alphanumeric, 20 positions; optional. |
Completing this screen: You advance to the Create PO Detail Standard Screen (Standard PO Entry), where you can enter items to be ordered.
Screen Option |
Procedure |
Accept the purchase order |
Press F9 to accept the purchase order once you have entered items on a PO Detail screen. See Entering PO Details. |
Reject the purchase order |
Press F11 to reject the purchase order. A window displays asking you to confirm the rejection. See Completing PO Entry. |
Place the purchase order on hold |
Press F8 to hold the purchase order. A message on the screen indicates that the purchase order is on hold. |
Work with vendor FOB |
Press F14 to advance to the Work with FOB for Purchase Order Screen. |
Work with purchase order header estimated charges |
Press F16 to advance to the Work with PO Header Estimated Charges Screen. |
Work with vendor notes |
Press F17 to advance to the Work with Vendor Notes Screen. |
Work with PO overrides |
Press F18 to advance to the Purchase Order Overrides Pop-Up Window. |
Accept and fax, print, or email the purchase order |
Press F19 to accept the purchase order and advance to the Print and/or Fax Pop-Up Window. |
Work with PO summary |
Press F21 to advance to the Purchase Order Summary Screen. |
Work with PO messages |
Press F23 to advance to the Work with PO Messages Screen. |
Purpose: Once you have entered the purchase order header information, you are ready to complete the PO Detail screen. Detail line information includes the item (or vendor/item), quantity, cost, discount, buyer, warehouse, ship via, due date, cancel date, promise date, general ledger number, and offer number.
Different formats: There are four different versions of the PO Detail screen:
• standard: see Create PO Detail Standard Screen (Standard PO Entry)
• horizontal: see First Purchase Order Horizontal Entry Screen (PO Entry)
• vendor item: see Create PO Detail Vendor Item Screen (PO Entry)
• non-inventory: see PO Detail Non Inventory Screen (PO Entry)
Create PO Detail Standard Screen (Standard PO Entry)
Purpose: Use this screen to add an item to the purchase order (top half of the screen) and for Reviewing the Previous Purchase Order Detail Line (bottom half of the screen).
Certain information defaults from the Work with Purchase Order Screen (Header), including the PO number, Revision number, Status, and Vendor number. You can override this information for a detail line. The bottom half of the screen is updated by the system and cannot be changed.
How to display this screen: Press Enter at the Work with Purchase Order Screen (Header). You can also display this screen by pressing F6 at the PO Maintenance - Maintain Detail Screen.
POR0144 ENTER Create PO Detail Standard 3/02/98 10:01:15 ENTRY The KL Mail Order Company P/O # . : 432 Rev # : 0 Status : Open Vendor # : 101 VENDOR 101 Line # . . . Item/COLR SIZE OTHR . . . . . . . . Quantity . Cost . . . Primary Disc. Buyer . . . BTM Warehouse . 40 Ship via . . 1 Due date . Cancel date Promise date G/L # . . . 2424 Offer . . . ------------------ Previous Purchase Order Detail Line --------------------- Line # : 1 Item . : IT74 U/M: EA Quantity . : 10 TOASTER Ext cst 90.0000 Cost . . : 9.0000 Primary Disc: .0000 Surcharge . : .0000 TRADE %: .00 COOP % : .00 SPECIAL % : .00 Discount : .0000 Discount . : .0000 Discount . : .0000 Vendor's: 101IT74 U/M : EA Quantity . : 10 ITEM FOR VEN Vendor price: 9.0000 Ext prc 90.0000 Vnd Dscnt : .0000 Warehouse . : 40 Ship via . : 1 Due date : 3/03/98 Cancel date : Promise date: G/L # . . : 2424 Offer . . . : Buyer . . . : BTM F6=Change F7=P/O header F8=Hold for release F9=Accept F11=Reject F14=Discounts F16=Estimated charges F17=Vendor item notes F24=More keys |
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 |
PO# |
The number assigned to a purchase order is brought over from the PO Header screen and cannot be changed. Numeric, 7 positions; display-only. |
Rev # (Revision number) |
The number of times a purchase order has been revised. The revision number is increased each time the PO is maintained and accepted (F9). Numeric, 3 positions; display-only. |
Status |
The status of the purchase order. When you first create a PO, the status is Open or Suspended. Status options: Canceled (C): The purchase order was canceled through PO Maintenance; it remains on the system for historical purposes. Closed (X): All lines on the purchase order have been received through PO Receiving. Held (H): The PO must be approved through PO Maintenance or Working with Purchase Order Approval (WPOA) before receipts can occur. Open (O): The PO is awaiting PO Receipts. Recurring (R): A template PO exists for merchandise ordered on a regular basis. Each interval, a new PO is generated for all recurring POs. See Recurring Purchase Order Screen. Suspended (S): Inventory has been received into suspense through the PO Receiving function. Alphanumeric, 10 positions; display-only. |
Vendor # |
The code that identifies the vendor or supplier of an item. Numeric, 7 positions; display-only. |
Line # |
The purchase order line number. There can be up to 999 lines on one purchase order. This field allows 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: Press F21 to make sure the new line has been inserted properly. Numeric, 3 positions; optional. |
Item/Colr Size Othr |
The item (and if applicable, SKU) being ordered. Must be a valid item/SKU, in retailer’s item code (not vendor item code). To advance to the SKU Scan Screen (PO Entry), complete just the item code. Item: alphanumeric, 12 positions; required. SKU: alphanumeric, one 14-position field (full SKU) or three 4-position fields (split SKU); 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 displays 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 set to Y: 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 press Enter as follows: If you use standard or average costing: • Vendor/Item cost • Average or standard cost from the SKU file If you use FIFO costing: • Vendor/Item cost • Last purchase cost from the SKU file If you do not enter a cost and the system does not find one using the hierarchy described above, a pop-up window displays requiring you to confirm entry of the item at a zero price. Press Enter if the price should be zero, or press F12 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 defined in the Vendor Discount file apply after the primary discount has been calculated. See Chapter 19: 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 file. 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 file; see Chapter 17: 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 file. See Warehousing Chapter 41: Creating and Maintaining Warehouses (WWHS). Note: • You can override the warehouse code for any line on the purchase order. • If the Auto-Generate Item Warehouse Records (J45) system control value is set to N, you cannot create a purchase order detail line if there is not already a record of the item in the specified warehouse; otherwise, if this system control value is set to Y, the system creates the Item Warehouse record if it does not already exist. 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 file. See Chapter 18: 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 defaulting: If you enter a ship via code on the purchase order header, this code defaults to the detail lines; otherwise, you need to enter a ship via code for each detail line on the purchase order. The exception is when you have specified a purchase order ship via for the vendor/item; in this case, this ship via always defaults to the purchase order detail line. The ship via code that you enter on the first purchase order detail line defaults back to the purchase order header. If you return to the purchase order header screen after beginning to enter purchase order detail, then return back to the detail screen, the ship via code defaults onto any detail lines you enter afterwards. Numeric, 2 positions; required. |
The date the PO is due to be received, based on the PO Entry date and the Lead days defined for the Vendor/Item, or manually entered here. This date displays in Order Entry, Order Maintenance, and Order Inquiry. If the Require Due Date for Non-inventory Items on Held Purchase Orders (F21) system control value is set to N, you do not need to enter a due date for non-inventory items on a held purchase order. Determining the due date: The due date is required for each purchase order detail line. 1. If you entered a Due date at the Work with Purchase Order Screen (Header), that date defaults here. 2. If you did not enter a due date at the header level, and there is a Lead days specified for the vendor item record, then the system calculates the due date for the detail line by adding the Lead days to the current date. Example: You order item/SKU AB123 BLUE from vendor 12 on July 16. The vendor item record for this SKU and vendor has a Lead days of 5. If there is no Due date on the purchase order header, the system calculates a Due date for the detail line of July 21 (July 16 + 5). 3. If you did not specify a Due date on the purchase order header and there is no Lead days specified for the vendor item (or if there is no vendor item), then you will need to specify a Due date here. Numeric, 6 positions (MMDDYY format); required. |
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The date the purchase order will be marked for cancellation if the order is not received. See Chapter 78: Printing the PO Auto Cancel Report (MPAC). Numeric, 6 positions (MMDDYY format); optional. |
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You can use this date to represent the expected ship date or promised arrival date. Numeric, 6 positions (MMDDYY format); optional. |
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G/L# |
The General Ledger number to which inventory is posted. This number is validated against the General Ledger Accounts file. If you do not have authority to the Secure G/L Number Field Access (A84) secure feature, the system displays the field as display-only. Numeric, 8 positions; optional. |
Offer |
The code for the offer (catalog). See Marketing Chapter 2: 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 file value). |
Completing this screen: If you enter a purchase order detail line for a SKUed item, you advance to the SKU Scan Screen (PO Entry). Otherwise, the information you entered displays in the bottom half of the Create Purchase Order Detail Standard screen. See Reviewing the Previous Purchase Order Detail Line.
Purpose: Use this screen to create a purchase order detail line for each SKU of the item you entered on the Create PO Detail Standard Screen (Standard PO Entry).
Screen sort: SKUs sort on this screen alphanumerically by the SKU sort sequence number assigned to each SKU. SKUs that are not assigned a SKU sort sequence number display at the top of the list and are sorted alphanumerically by SKU code. See SKU Sort Sequence Numbers for an overview.
How to display this screen: Enter a SKUed item at the Create PO Detail Standard Screen (Standard PO Entry) and press Enter.
POR0472 DISPLAY SKU Scan 1/20/98 16:51:55 The KL Mail Order Company P/O #: 451 Item : SK9VKND5R Discount Pct Unit Disc Vend Disc MITTENS TRADE .00 .0000 .0000 Order Qty .: 10 COOP 2.00 .0000 .0000 Qty Entered: 23 SPECIAL .00 .0000 .0000
COLR SIZE OTHR Description Qty Cost Vendor Item
BLUE BLUE MITTENS 6 .3750 101SKUVENDORBLUE Vendor's: 1 4.5000 VENDOR 101 SKUVENDOR GRN GREEN MITTENS 8 1.0000 101SKUVENDORGRN Vendor's: 8 2.0000 VENDOR 101 SKUVENDOR RED RED MITTENS 9 .8333 101SKUVENDORRED Vendor's: 3 5.0000 VENDOR 101 SKUVENDOR
F8=Change Order Quantity F9=Accept F11=Reject F14=Discounts |
Field |
Description |
P/O# |
The number assigned to the purchase order, brought over from the PO Header screen. Numeric, 7 positions; display-only. |
Item |
The item being ordered. The item defaults from the Create PO Detail Standard Screen (Standard PO Entry). Alphanumeric, 12 positions; display-only. |
Item description (Unlabeled field below the Item) |
The description of the item being ordered. Alphanumeric, 40 positions; display-only. |
Discount (Purchase order discount labels) |
The purchase order discount labels for discounts defined in the Vendor Discount file. Purchase order discount labels are defined in the Discount Field 1, 2, 3 system control values. See Installation Chapter 18: 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 file (option 7 in Work with Vendors). The system calculates percentage discounts based on the method defined in the Discount calculation method field in the Vendor Extended file. 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 file (option 7 in Work with Vendors). The system calculates unit discounts based on the method defined in the Discount calculation method field in the Vendor Extended file. See Change Vendor Extended Screen. Numeric, 11 positions with a 4-place decimal; display-only. |
Vend disc (Vendor discount) |
The unit discount amount, displayed in the vendor's unit of measure and currency. Numeric, 11 positions with a 4-place decimal; display-only. |
Order qty (Order quantity) |
The quantity (in retailer’s unit of measure) from the Quantity field on the Create PO Detail Standard Screen (Standard PO Entry). The system sums the quantity you enter for each SKU and requires that the total equal the quantity from this field. The following error message displays 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 press F8 to override the quantity in this field if you want to match the total quantity entered for the SKUs. This field does not display 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 displays 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 displays 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 displays 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 displays 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 Chapter 22: 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: • Vendor/Item cost • Average or standard cost from the SKU file If you use FIFO costing: • Vendor/Item cost • Last purchase cost from the SKU file If you do not enter a cost and the system does not find one using the hierarchy described above, a pop-up window displays requiring you to confirm entry of the item at a zero price. Press Enter if the price should be zero, or press F12 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 Chapter 22: 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. This field displays 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. This field displays when you complete the Quantity field. Numeric, 12 positions with a 4-place decimal; display-only. |
Completing this screen:
1. Complete the Quantity and Cost fields for each SKU to include on the purchase order. Completing the Cost field is optional if there is cost specified for the vendor item and you would like to use that default cost. See the field descriptions above for more information.
2. Optionally, press F14 to advance to the Purchase Order Line Discount Screen if you would like to work with discounts for the purchase order.
3. If you enter a quantity for a SKU that does not have a Price specified for the vendor item, then the system displays the Confirm Zero Price window. See the discussion of the Cost field for more information.
4. If you enter a quantity for a SKU that does not have a Lead days specified for its vendor item, and if there is no default Due date specified on the purchase order header, then the Enter Due Date for SKU window opens. You will need to specify a due date for the SKU to add it to the purchase order. See the discussion of the Due date field for more information.
5. Optionally, press F8 to change the quantity for a SKU.
6. To accept your entries, press F9; otherwise, press F11.
Screen Option |
Procedure |
Change the order quantity for an item |
Press F8. The system toggles the Order quantity field between an enterable field and a display-only field. |
Accept your entries |
Press F9. You return to the Create PO Detail Standard Screen (Standard PO Entry), with the information you entered for each SKU displaying in the bottom half of the screen; see Reviewing the Previous Purchase Order Detail Line. |
Reject your entries |
Press F11. |
Change the percent or unit discounts for the SKUs defined on this screen |
Press F14 to advance to the Purchase Order Line Discount Screen. |
Reviewing the Previous Purchase Order Detail Line
Purpose: After you enter an item at the Create PO Detail Standard Screen (Standard PO Entry), information about that item appears in the bottom half of the screen.
POR0144 ENTER Create PO Detail Standard 3/02/98 10:01:15 ENTRY The KL Mail Order Company P/O # . : 432 Rev # : 0 Status : Open Vendor # : 101 VENDOR 101 Line # . . . Item/COLR SIZE OTHR . . . . . . . . Quantity . Cost . . . Primary Disc. Buyer . . . BTM Warehouse . 40 Ship via . . 1 Due date . Cancel date Promise date G/L # . . . 2424 Offer . . . ------------------ Previous Purchase Order Detail Line --------------------- Line # : 1 Item . : IT74 U/M: EA Quantity . : 10 TOASTER Ext cst 90.0000 Cost . . : 9.0000 Primary Disc: .0000 Surcharge . : .0000 TRADE %: .00 COOP % : .00 SPECIAL % : .00 Discount : .0000 Discount . : .0000 Discount . : .0000 Vendor's: 101IT74 U/M : EA Quantity . : 10 ITEM FOR VEN Vendor price: 9.0000 Ext prc 90.0000 Vnd Dscnt : .0000 Warehouse . : 40 Ship via . : 1 Due date : 3/03/98 Cancel date : Promise date: G/L # . . : 2424 Offer . . . : Buyer . . . : BTM F6=Change F7=P/O header F8=Hold for release F9=Accept F11=Reject F14=Discounts F16=Estimated charges F17=Vendor item notes F24=More keys |
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. Alphanumeric, 12 positions (number) and 30 positions (description); 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 file (see Chapter 10: Working with Units of Measure (WUOM)) and defaults from the Default Item Unit of Measure (B33) field in the System Control file, 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. |
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 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. |
Trade $ (Discount 1 percentage) |
The percentage of the first discount in the Vendor Discount file. The system applies this discount against the unit cost of an item on the purchase order. The resulting dollar amount for this percentage displays in the Discount field located below this field. This field is blank if you have not defined a value for the Vendor/PO Discount Values (E18) field in the System Control file. The system calculates discounts based on the method defined in the Discount calculation method field in the Vendor Extended file. 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 file. The system applies this discount against the unit cost of an item on the purchase order. The resulting dollar amount for this percentage displays in the Discount field located below this field. This field appears blank if you have not defined a value in the Vendor/PO Discount Values (E18) field in the System Control file. The system calculates discounts based on the method defined in the Discount calculation method field in the Vendor Extended file. 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 file. The system applies this discount against the unit cost of an item on the purchase order. The resulting dollar amount for this percentage displays in the Discount field located below this field. This field appears blank if you have not defined a value in the Vendor/PO Discount Values (E18) field in the System Control file. The system calculates discounts based on the method defined in the Discount calculation method field in the Vendor Extended file. 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 defined in the Discount calculation method field in the Vendor Extended file. 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 defined in the Discount calculation method field in the Vendor Extended file. 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 defined in the Discount calculation method field in the Vendor Extended file. 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 defined in the Vendor/Item file. 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 defined in the Vendor/Item file. 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 Chapter 18: Working with Purchase Order Ship Via (WPSV). Numeric, 2 positions; display-only. |
Due date |
The date the PO is due to be received. For more information: See the discussion of the Due date field above for a discussion. Numeric, 6 positions (MMDDYY format); display-only. |
Cancel date |
The date the purchase order will be marked for cancellation if the order is not received. See Chapter 78: Printing the PO Auto Cancel Report (MPAC). Numeric, 6 positions (MMDDYY format); optional. |
Promise date |
You can use this date to represent the expected ship date or promised arrival date. Numeric, 6 positions (MMDDYY format); optional. |
G/L # |
The General Ledger number to which inventory posts. See Accounts Payable Chapter 2: Working with G/L Accounts (WGLA). Numeric, 6 positions; display-only. |
Offer |
The code for the offer (catalog). See Marketing Chapter 2: 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 Chapter 17: Working with Buyers (WBUY). Alphanumeric, 3 positions; display-only. |
Screen Option |
Procedure |
Change item information associated with any previously entered item |
Press F6 to advance to the PO Entry - Maintain Detail Screen. |
Work with PO header information |
Press F7 to return to the Work with Purchase Order Screen (Header). |
Hold PO line item for the last item entered. |
Press F8 to advance to the Work with Hold for Release Lines Screen. Note: This option is not fully implemented. |
Accept the purchase order |
Press F9 to accept the purchase order. See Completing PO Entry. |
Reject the purchase order |
Press F11 to reject the purchase order. See Completing PO Entry. |
Work with purchase order line discounts |
Press F14 to advance to the Purchase Order Line Discount Screen. |
Work with estimated charges |
Press F16 to advance to the Work with PO Header Estimated Charges Screen. |
Work with vendor item notes for the last item entered. |
Press F17 to advance to the Work with Vendor Item Notes Screen. |
Horizontal entry |
Press F18 to advance to the First Purchase Order Horizontal Entry Screen (PO Entry). |
Vendor item entry |
Press F19 to advance to the Create PO Detail Vendor Item Screen (PO Entry). |
Non-inventory entry |
Press F20 to advance to the PO Detail Non Inventory Screen (PO Entry). |
Display summary information |
Press F21 to advance to the Purchase Order Summary Screen. |
PO detail messages |
Press F23 to advance to the Work with PO Detail Messages Screen. |
First Purchase Order Horizontal Entry Screen (PO Entry)
Purpose: Use this screen to enter PO detail lines for items that contain multiple SKUs.
To use this screen:
• you must be using the Split SKU option, as defined in the System Control file
• the item you are ordering must contain all three SKU elements
• an Item Warehouse record must already exist for each SKU if the Auto-Generate Item Warehouse Records (J45) system control value is set to N; otherwise, the system creates the Item Warehouse record automatically if it does not already exist.
When you enter a valid base item and primary SKU element, the system displays a matrix made up of the other two SKU elements. SKU element 2 is on the side of the matrix and SKU element 3 is on the top portion of the matrix. For each SKU element combination (SKU element 2 + SKU element 3), you can enter the order quantity and cost. The system creates a PO detail line for each combination entered.
How to display this screen: At the Create PO Detail Standard Screen (Standard PO Entry), press F18.
POR0165 ENTER Purchase Order Horizontal Entry 3/02/98 14:33:48 ENTRY The KL Mail Order Company
P/O # . . . : 486 Rev # : 0 Status : Open Vendor # . : 101 VENDOR 101
Item . . . . COLRR . Order qty . . Cost . . . . Warehouse . . 40
Buyer . . . . BLJ Ship via . . 1 Offer . . . . MAW
Due date . . 3/13/98 Cancel date . Promise date .
Account # . .
F6=Change F7=P/O header F9=Accept F11=Reject F19=Standard entry F20=Non inventory entry F21=P/O summary F22=User defined option |
Field |
Description |
PO # |
The number assigned to the purchase order. Numeric, 7 positions; display-only. |
Rev # (Revision number) |
The number of times the purchase order has been revised. Numeric, 3 positions; display-only. |
Status |
The status of the purchase order. When you first create a PO, the status is Open or Suspended. Status options: Canceled (C): The purchase order was canceled through PO Maintenance; it remains on the system for historical purposes. Closed (X): All lines on the purchase order have been received through PO Receiving. Held (H): The PO must be approved through PO Maintenance or Working with Purchase Order Approval (WPOA) before receipts can occur. Open (O): The PO is awaiting PO Receipts. Recurring (R): A template PO exists for merchandise ordered on a regular basis. Each interval, a new PO is generated for all recurring POs. See Recurring Purchase Order Screen. Suspended (S): Inventory has been received into suspense through PO Receiving. Alphanumeric, 10 positions; display-only. |
Vendor # |
The code that identifies the vendor or supplier of an item. Numeric, 7 positions; display-only. |
Item |
The base item number being ordered. Alphanumeric, 12 positions; required. |
COLR |
The primary element in a split SKU. Elements are defined in the System Control file. Color is for sample purposes only; your primary element may differ. Alphanumeric, 4 positions; required. |
Order qty |
Quantity of the item (in retailer’s unit of measure) being ordered from the vendor. The system checks the minimum quantity and order multiple for the vendor item, and displays an error message if the quantity you enter is lower than the minimum, not divisible by the order multiple, or, if vendor’s unit of measure differs from yours, not divisible by the unit of measure conversion factor. Numeric, 7 positions; optional. |
Cost |
The unit price you pay the vendor for this item. If you do not enter a cost here, it defaults after you press Enter as follows: If you use standard or average costing: • Vendor/Item cost • Average or standard cost from the SKU file If you use FIFO costing: • Vendor/Item cost • Last purchase cost from the SKU file If you do not enter a cost and the system does not find one using the hierarchy described above, a pop-up window displays requiring you to confirm entry of the item at a zero price. Press Enter if the price should be zero, or press F12 to cancel and enter a price for the item. The Override PO Cost (A17) secured feature controls access to this field. Numeric, 11 positions with a 4-place decimal; required |
Warehouse |
A code that represents the warehouse where the merchandise will be received. On order quantity is increased in this warehouse. The warehouse from the purchase order header defaults, but you can override it. Validated against the Warehouse file; see Warehousing Chapter 41: Creating and Maintaining Warehouses (WWHS). Note: • You can override the warehouse code. • If the Auto-Generate Item Warehouse Records (J45) system control value is set to N, you cannot create a purchase order detail line if there is not already a record of the item in the specified warehouse; otherwise, if this system control value is set to Y, the system creates the Item Warehouse record if it does not already exist. Numeric, 3 positions; required. |
Buyer |
A code that identifies a person who is authorized to make purchases for your company. The buyer from the purchase order header defaults, but you can override it. Validated against the Buyer file; see Chapter 17: Working with Buyers (WBUY). Alphanumeric, 3 positions; required. |
Ship via |
A code that represents a carrier used for shipping merchandise to your company. This code is validated against the PO Ship Via file. See Chapter 18: 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 defaulting: If you enter a ship via code on the purchase order header, this code defaults to the detail lines; otherwise, you need to enter a ship via code for each detail line on the purchase order. The exception is when you have specified a purchase order ship via for the vendor/item; in this case, this ship via always defaults to the purchase order detail line. The ship via code that you enter on the first purchase order detail line defaults back to the purchase order header. If you return to the purchase order header screen after beginning to enter purchase order detail, then return back to the detail screen, the ship via code defaults onto any detail lines you enter afterwards. Numeric, 2 positions; optional. |
Offer |
The code for the offer (catalog). See Marketing Chapter 2: Working with Offers (WOFR). Alphanumeric, 3 positions; may be required (based on the System Control file value). |
Due date |
The date the PO is due to be received. For more information: See the discussion of the Due date field above for a discussion. If the Require Due Date for Non-inventory Items on Held Purchase Orders (F21) system control value is set to N, you do not need to enter a due date for non-inventory items on a held purchase order. Numeric, 6 positions (MMDDYY format); required. |
Cancel date |
The date the purchase order will be marked for cancellation if the order is not received. See Chapter 78: Printing the PO Auto Cancel Report (MPAC). Numeric, 6 positions (MMDDYY format); display-only. |
Promise date |
You can use this date to represent the expected ship date or promised arrival date. Numeric, 6 positions (MMDDYY format); display-only. |
Account # |
The General Ledger number to which inventory is posted. This number is validated against the General Ledger Accounts file. If you do not have authority to the Secure G/L Number Field Access (A84) secure feature, the system displays the field as display-only. Numeric, 8 positions; display-only. |
Screen Option |
Procedure |
Change item information associated with any previously entered item |
Press F6 to advance to the PO Entry - Maintain Detail Screen. |
Work with PO header information |
Press F7 to return to the Work with Purchase Order Screen (Header). |
Accept the purchase order |
Press F9 to accept the purchase order. See Completing PO Entry. |
Reject the purchase order |
Press F11 to reject the purchase order. See Completing PO Entry. |
Standard entry |
Press F19 to advance to the Create PO Detail Standard Screen (Standard PO Entry). |
Non-inventory entry |
Press F20 to advance to the PO Detail Non Inventory Screen (PO Entry). |
PO Summary |
Press F21 to advance to the Purchase Order Summary Screen. |
Completing this screen: When you complete this screen, you advance to the Second Purchase Order Horizontal Entry Screen.
Second Purchase Order Horizontal Entry Screen
How to display this screen: Complete the First Purchase Order Horizontal Entry Screen (PO Entry).
POR0168 CHANGE Purchase Order Horizontal Entry 3/02/98 12:20:04 The Mail Order Company
P/O # : 288 Open Item . : PIN COLRR . . : GOLD Total order qty . : 1 ZODIAC PIN Qty/Cost Qty/Cost Qty/Cost Qty/Cost Qty/Cost AQRS ARIS CAPC CNCR GMNI LRGE
LBRA LEO PSCS SGRS SPIO LRGE
TRUS VRGO LRGE
AQRS ARIS CAPC CNCR GMNI SMLL +
F9=Accept entry F11=Reject entry |
Step-by-step instructions:
1. Enter the quantity and cost associated with each SKU. See First Purchase Order Horizontal Entry Screen (PO Entry) for field descriptions.
2. Press F9 to accept the entries. You return to the First Purchase Order Horizontal Entry Screen (PO Entry).
Create PO Detail Vendor Item Screen (PO Entry)
Purpose: Use this screen to add a detail line to the purchase order (top half of the screen) and to review information for the previous purchase order detail line (bottom half of the screen). You must enter the Vendor/Item number, Unit of measure, and Quantity.
Certain information defaults from the Work with Purchase Order Screen (Header), including the buyer, warehouse, ship via, and offer number. You can override this information for a detail line. The bottom half of the screen is updated by the system and is display-only. Much of the information presented here is calculated based on the quantity ordered and information for the vendor/item.
How to display this screen: At the Create PO Detail Standard Screen (Standard PO Entry), press F19.
POR0292 ENTER Create PO Detail Vendor Item 3/02/98 12:30:10 ENTRY The Mail Order Company P/O # . . : 288 Rev # : 0 Status : Open Vendor # . : 1012 ALEX NEWBOLD Line # . . . . . Vendor item. Quantity . . Cost . . . . Primary Disc. Buyer . . . BLJ Warehouse . . 10 Ship via . . 1 Due date . . 3/19/98 Cancel date . 3/31/98 Promise date 3/25/98 G/L # . . . 2424 Offer . . . . EAT ------------------ Previous Purchase Order Detail Line --------------------- Line # . : 0 Vendor's : U/M: Quantity . : 0 Vendor price: .0000 Ext price . : .0000 Item . . : U/M: Quantity . : 0 Ext cost . : .0000 Cost . . . : .0000 Primary Disc: .0000 Surcharge . : .0000 TRADE % : .00 COOP % : .00 SPECIAL % : .00 Discount : .0000 Discount. : .0000 Discount. : .0000 Vnd Dscnt. : .0000 Warehouse . : 0 Ship via . : 0 Due date . : Cancel date : Promise date: G/L # . . : 0 Offer . . . : Buyer . . . : F6=Change F7=P/O header F8=Hold for release F9=Accept F11=Reject F14=Discounts F16=Estimated charges F17=Vendor item notes F24=More keys |
Field descriptions: All fields in the top section of the screen are the same as those on the Create PO Detail Standard Screen (Standard PO Entry), except:
Field |
Description |
Vendor item |
The vendor's item number. Validated against the Vendor/Item file; see Chapter 22: Working with Vendor Items (WVNI). Alphanumeric, 20 positions; optional. |
Quantity |
The quantity listed in the retailer's unit of measure. For example, quantity 24 might actually represent 2 cases of the vendor’s unit of measure. Note: Although you enter the vendor’s item code on this screen, you must enter the quantity in the retailer’s unit of measure. Units of measure are defined through the Working with Units of Measure (WUOM) menu option; conversion factors which the system uses when calculating the conversion of retailer’s to vendor’s unit of measure are set up using the Working with Unit of Measure Conversions (WUMC) menu option. Numeric, 7 positions; optional. |
Cost |
Vendor's price, per retailer’s unit of measure, for the item. For example, if your vendor sells the item in pairs, at $12.00 per pair, but your unit of measure is single items, the cost of the item would be $6.00. Numeric, 11 positions with a 4-place decimal; optional. |
Screen Option |
Procedure |
Change item information associated with any previously entered item. |
Press F6 to advance to the PO Entry - Maintain Detail Screen. |
Work with PO header information |
Press F7 to return to the Work with Purchase Order Screen (Header). |
Hold PO line item for the last item entered. |
Press F8 to advance to the Work with Hold for Release Lines Screen. Note: This option is not fully implemented. |
Accept the purchase order |
Press F9 to accept the purchase order. See Completing PO Entry. |
Reject the purchase order |
Press F11 to reject the purchase order. See Completing PO Entry. |
Work with purchase order line discounts |
Press F14 to advance to the Purchase Order Line Discount Screen. |
Work with estimated charges |
Press F16 to advance to the Work with PO Detail Estimated Charges Screen. |
Work with vendor item notes for the last item entered. |
Press F17 to advance to the Work with Vendor Item Notes Screen. |
Horizontal entry |
Press F18 to advance to the First Purchase Order Horizontal Entry Screen (PO Entry). |
Standard entry |
Press F19 to advance to the Create PO Detail Standard Screen (Standard PO Entry). |
Non-inventory entry |
Press F20 to advance to the PO Detail Non Inventory Screen (PO Entry). |
Summary |
Press F21 to advance to the Purchase Order Summary Screen. |
PO detail messages |
Press F23 to advance to the Work with PO Detail Messages Screen. |
PO Detail Non Inventory Screen (PO Entry)
Purpose: Use this screen to enter a PO for an item that does not exist in your Item file. You might use non-inventory entry for services, or items you do not stock in inventory. Access to this function is controlled by the Non-Inventory Entry (A09) secured feature.
Certain information defaults from the PO header screen, including the buyer, warehouse, ship via, and offer number. You can override this information for a detail line.
How to display this screen: At the Create PO Detail Standard Screen (Standard PO Entry), press F20.
POR0295 ENTER Create PO Detail Non Inventory 3/02/98 14:00:49 ENTRY The Mail Order Company P/O # . . : 291 Rev # : 0 Status : Open Vendor # . : 1012 ALEX NEWBOLD Line # . . . Item . . . . Quantity . . Cost . . . . Primary Disc. Vendor Item U/M . Buyer . . . BLJ Warehouse . . 10 Ship via . . 1 Due date . . 3/19/98 Cancel date . 3/31/98 Promise date 3/25/98 G/L # . . . 2424 Offer . . . . EAT ------------------ Previous Purchase Order Detail Line --------------------- Line # . . : 0 Quantity . : 0 Item . : Ext cost . : .0000 Cost . . . : .0000 Primary Disc: .0000 Surcharge . : .0000 TRADE % : .00 COOP % : .00 SPECIAL % : .00 Discount : .0000 Discount : .0000 Discount : .0000 Vendor's . : U/M : Quantity . : 0 Vnd Dscnt : .0000 Warehouse. . : 0 Ship via . : 0 Due date . : Cancel date. : Promise date: G/L #. . . : 0 Offer. . . . : Buyer . . . :
F6=Change F7=P/O header F8=Hold for release F9=Accept F11=Reject F14=Discounts F16=Estimated charges F24=More keys |
Field descriptions: All fields in the top section of the screen are the same as those on the Create PO Detail Standard Screen (Standard PO Entry), except:
Field |
Description |
Item |
The item being ordered. Does not need to be a valid item number in the Item file. Alphanumeric, 40 positions; required. |
Vendor item |
The number the vendor uses to identify the item; see Chapter 22: Working with Vendor Items (WVNI). Alphanumeric, 20 positions; optional. |
U/M (Unit of measure) |
A code that represents a unit of measure for the item. This code is not validated against the Unit of Measure file; see Chapter 10: Working with Units of Measure (WUOM). Alphanumeric, 3 positions; optional. |
Screen Option |
Procedure |
Change item information associated with any previously entered item. |
Press F6 to advance to the PO Entry - Maintain Detail Screen. |
Work with PO header information |
Press F7 to return to the Work with Purchase Order Screen (Header). |
Hold PO line item for the last item entered. |
Press F8 to advance to the Work with Hold for Release Lines Screen. Note: This option is not fully implemented. |
Accept the purchase order |
Press F9 to accept the purchase order. See Completing PO Entry. |
Reject the purchase order |
Press F11 to reject the purchase order. See Completing PO Entry. |
Work with purchase order line discounts |
Press F14 to advance to the Purchase Order Line Discount Screen. |
Work with estimated charges |
Press F16 to advance to the Work with PO Detail Estimated Charges Screen. |
Work with vendor item notes for the last item entered. |
Press F17 to advance to the Work with Vendor Item Notes Screen. |
Horizontal entry |
Press F18 to advance to the First Purchase Order Horizontal Entry Screen (PO Entry). |
Standard entry |
Press F19 to advance to the Create PO Detail Standard Screen (Standard PO Entry). |
Summary |
Press F21 to advance to the Purchase Order Summary Screen. |
PO detail messages |
Press F23 to advance to the Work with PO Detail Messages Screen. |
More keys |
Press F24 to return to the first set of function keys, described at the top of this table. |
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: Press F14 on the:
• Create PO Detail Standard Screen (Standard PO Entry)
• Create PO Detail Vendor Item Screen (PO Entry)
• PO Detail Non Inventory Screen (PO Entry)
• PO Maintenance - Change PO Detail Screen
POR0452 ENTER Purchase Order Line Discount 2/12/98 16:45:38 The Mail Order Company
P/O # : 319 Line # 1 Item : FUR HAT DISCOUNT HAT
Order Quantity 10
Cost . . . : 100.0000 Discount : 10.0000 Ext cost: 380.0000 Vendor Price: 100.0000 Vendor Dsct: 10.0000 Ext price: .0000
Discount Percent Unit Discount Vendor Discount TRADE 20.00 18.0000 18.0000 COOP 10.00 9.0000 9.0000 SPECIAL 25.0000 25.0000
F3=Exit F8=Change Unit Discount F9=Accept F12=Cancel |
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 file 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 (eaches), the Cost of the item would be $6.00. If a cost does not exist in the Vendor Item file (see Chapter 22: Working with Vendor Items (WVNI)), the system pulls the cost from the Item SKU file. 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 file. 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 defined in the Vendor/PO Discount Values (E18) field in the System Control file. 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 defined in the Discount calculation method field in the Vendor Extended file. 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 defined in the Discount calculation method field in the Vendor Extended file. 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. |
Step-by-step 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 applies.
2. Optionally, press F8 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, pressing F8 clears any amount in the Percent field and allow you the enter an amount in the Unit discount field for discount 1.
3. Press F9. The Confirm Accept pop-up window displays. Press Enter to accept the changes you have made or press F12 to cancel.
4. The system calculates the discounts and updates the Extended cost, Extended price, Unit discount and Vendor discount fields with the changes.
Press F3 or F12 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 value defined in the Discount calculation method field in the Vendor Extended file (see Chapter 22: Working with Vendor Items (WVNI)).
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 file) = 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 file) = 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) - second largest discount amount ($7.20) = net of second calculation ($64.80)
PO Entry - Maintain Detail Screen
Purpose: You can change, delete, display, or add a line to a purchase order. All existing lines for the purchase order display when this function is selected. You can:
• Enter, display, update, or delete estimated additional charges for brokerage, commission, duty, freight, import, surcharge, or other types of fees.
• Enter, display, update, delete, or change the print value for Vendor/Item Notes (which updates the notes in the Vendor/Item record directly) or PO Detail Messages.
How to display this screen: Press F6 (Change) at the Create PO Detail Standard Screen (Standard PO Entry), or the additional detail entry screens; see Entering PO Details.
POR0272 DISPLAY PO Entry - Maintain Detail 6/18/97 15:25:09 The Mail Order Company
Vendor: 1012 ALEX NEWBOLD P/O # : 293 0 Total cost : 53.0000
Type options, press Enter 2=Change 4=Delete 5=Display 8=Hold for release 16=Estimated charges 17=Vendor item notes 23=Messages
Opt Ln.# Sts Item COLR SIZE OTHR UOM Qty Ord Ext Cost 1 O FUR HAT EA 1 53.0000 DISCOUNT HAT
F6=Create P/O Detail F7=P/O Header F17=Vendor notes F22=User defined option F23=P/O Messages |
Field |
Description |
Vendor # |
The code that identifies the vendor or supplier of an item. Numeric, 7 positions; display-only. |
PO # |
The number assigned to the purchase order. Numeric, 7 positions; display-only. |
Total cost |
The total value of items to be purchased, calculated by the extended price (quantity ordered multiplied by price), plus additional estimated charges, and line surcharges (minus any discounts). This value is expressed in your currency, not the vendor's. Numeric, 11 positions with a 4-place decimal; display-only. |
Line # |
The purchase order line number. You can enter up to 999 lines on one PO. Numeric, 3 positions; display-only. |
Status |
The status of the purchase order line. When you first create a PO, the status is Open or Suspended. Status options: Canceled (C): The purchase order was canceled through PO Maintenance; it exists on the system for historical purposes. Closed (X): All lines on the purchase order have been received through PO Receiving. Held (H): The PO must be approved through PO Maintenance or Working with Purchase Order Approval (WPOA) before receipts can occur. Open (O): The PO exists on the system awaiting PO Receipts. Recurring (R): A template PO exists for merchandise ordered on a regular basis. Each interval, a new PO is generated for all recurring POs. Suspended (S): Inventory has been received into suspense through the PO Receiving function. Alphanumeric, 1 position; display-only. |
Item |
The item, SKU and description of the item being ordered. Item, SKU and description is represented in your definition, not the vendor's. Item: Alphanumeric, 12 positions; display-only. SKU: Alphanumeric, three 4-position fields; display-only. Description: Alphanumeric, 30 positions; display-only. |
UOM (Unit of measure) |
A code that represents your unit of measure for the item. UOM is expressed in the retailer’s UOM for the item, not the vendor's. See Merchandising Chapter 10: Working with Units of Measure (WUOM). Alphanumeric, 3 positions; display-only. |
Qty ord (Quantity ordered) |
Quantity of the item that has been ordered from the vendor. Quantity is expressed in your unit of measure ordering quantity, not the vendor's. Numeric, 7 positions; display-only. |
Ext cost (Extended cost) |
The extended cost of this PO detail line, which is calculated by multiplying the quantity ordered and the cost, adding the surcharge, and subtracting the discount. Cost is expressed in your currency, not the vendor's. Numeric, 11 positions with a 4-place decimal; display-only. |
Screen Option |
Procedure |
Create PO detail information |
Press F6 to advance to the Create PO Detail Standard Screen (Standard PO Entry). |
Change PO detail information |
Enter 2 next to a detail line to advance to the PO Entry - Change PO Detail Screen. |
Delete PO detail information |
Enter 4 next to a detail line to delete it. |
Display PO detail information |
Enter 5 next to a detail line to advance to the Display Purchase Order Detail Screen. |
Hold PO line item for the last item entered. |
Enter 8 next to a detail line to advance to the Work with Hold for Release Lines Screen. Note: This option is not fully implemented. |
Work with estimated charges |
Enter 16 next to a detail line to advance to the Work with PO Detail Estimated Charges Screen. |
Work with vendor item notes for the last item entered. |
Enter 17 next to a detail line to advance to the Work with Vendor Item Notes Screen. |
PO detail messages |
Enter 23 next to a detail line to advance to the Work with PO Detail Messages Screen. |
Work with PO header information |
Press F7 to return to the Work with Purchase Order Screen (Header). |
Work with vendor notes |
Press F17 to advance to the Work with Vendor Notes Screen. |
PO messages |
Press F23 to display the Work with PO Messages Screen. |
PO Entry - Change PO Detail Screen
To change a PO entry: At the PO Entry - Maintain Detail Screen, enter 2 next to a detail line number.
POR0128 ENTER PO Entry - Change PO Detail 6/18/97 15:38:01 The Mail Order Company
P/O # . . : 293 Rev # : 0 Status : Open Vendor # . : 1012 ALEX NEWBOLD Line # . . : 1 Status : Open Item . . . . FUR HAT U/M : EA DISCOUNT HAT Qty . . . . 1 Cost . . . . 100.0000 Primary Dsc. 10.0000 Surcharge . : .0000 Ext cost . : 53.0000
Vendor's . : U/M . . : Quantity . : 0 Vendor price: 100.0000 Vnd Dscnt : 10.0000 Ext price . : .0000 Buyer . . . BLJ BERNADETTE L. JOHNSON Ship via . . 1 BEST WAY SHIPPER Offer . . . EAT FOOD CATALOG Warehouse . 10 THE MAIN WAREHOUSE Due date . . 12/19/96 Cancel date . 12/31/96 Promise date 12/25/96 G/L Acct # . 2424
F3=Exit F8=Hold for release F12=Cancel F14=Discounts F16=Estimated charges F17=Vendor item notes F23=Messages |
Field descriptions: The fields at the top of the screen display information from the previous screen (e.g., item, description, etc.) that cannot be changed; see Create PO Detail Standard Screen (Standard for field descriptions. The entry fields you can use to change the purchase order detail information are described below.
Field |
Description |
Line # |
The purchase order line number. There can be up to 999 lines on one purchase order. You can use the line number field to insert a line on the purchase order. The system inserts the new line in order and renumbers the remaining lines. Note: Press F21 to make sure the new line has been inserted properly. Numeric, 3 positions; optional. |
Qty (Quantity) |
Quantity of the item that you are ordering, in retailer’s unit of measure. If you change the quantity, the system performs the following checks: • minimum quantity in the Vendor/Item file • order multiple in Vendor/Item file The system displays an error message if the quantity ordered is less than the minimum, or if the quantity ordered is not a multiple of the quantity specified in the Vendor/Item file (see Chapter 22: Working with Vendor Items (WVNI)). The quantity specified in the Vendor/Item file is in the retailer’s unit of measure. Numeric, 7 positions; required. |
Cost |
The price for this item, per retailer’s unit of measure, from when you entered the purchase order. Numeric, 11 positions with a 4-place decimal; required. |
The number of units that are due to arrive from the vendor. Enter an amount in this field when the vendor confirms the quantity that has been shipped. Numeric, 7 positions; optional. |
|
Primary dsc (Primary discount percentage) |
The primary discount percentage applied toward the item. See Overriding Discounts for more information on how the system updates the discount percentage based on any overrides you define at the Purchase Order Overrides Pop-Up Window. Numeric, 5 positions with a 2-place decimal; optional. |
Surcharge |
An additional fee to purchase this item from this vendor. A surcharge is typically added to purchases from a broker. The surcharge is defined in the Vendor record. This value may be overridden using the Purchase Order Overrides Pop-Up Window. Numeric, 9 positions with a 4-place decimal; display-only. |
Ext cost (Extended cost) |
The extended cost of this PO detail line, which is calculated by multiplying the quantity ordered and the cost, adding the surcharge, and subtracting the discount. Numeric, 11 positions with a 4-place decimal; display-only. |
Vendor’s (Vendor number) |
The vendor item number as defined in the Vendor/Item file (see Chapter 22: 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 defined in the Vendor/Item file (see Chapter 22: Working with Vendor Items (WVNI)). Alphanumeric, 3 positions; display-only. |
Quantity |
The quantity of the item that has been ordered from the vendor. This is expressed in the vendor's unit of measure and may differ from the Qty field. For example, if your unit of measure is eaches and the vendor's unit of measure is cases of 24, the Qty field may contain 48 units and the Quantity field would be 2 (representing the vendor's unit of measure). Numeric, 7 positions; display-only. |
Vendor price |
The price the vendor charges for the item, per vendor’s unit of measure. This value is expressed in the vendor's currency. Numeric, 9 positions with a 4-place decimal; display-only. |
Vnd dscnt (Vendor discount) |
The unit discount percentage in the vendor's currency. Numeric, 5 positions with a 2-place decimal; display-only. |
Ext price |
The extended price of this PO detail line. Calculated by multiplying the price by the quantity ordered. Numeric, 9 positions with a 4-place decimal; display-only. |
Buyer |
A code that identifies a person who is authorized to make purchases for your company. To change, enter a new buyer code. See Chapter 17: Working with Buyers (WBUY). Alphanumeric, 3 positions; required. |
Ship via |
A code that represents a carrier used for shipping merchandise to your company. See Chapter 18: Working with Purchase Order Ship Via (WPSV). Numeric, 2 positions; display-only. |
Offer |
The code for the offer (catalog). To change, enter a new offer code. See Marketing Chapter 2: 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 file. See Warehousing Chapter 41: Creating and Maintaining Warehouses (WWHS). Note: If the Auto-Generate Item Warehouse Records (J45) system control value is set to N, you cannot create a purchase order detail line if there is not already a record of the item in the specified warehouse; otherwise, if this system control value is set to Y, the system creates the Item Warehouse record if it does not already exist. Numeric, 3 positions; optional. |
Due date |
Date the PO is due to be received. This date displays in Order Entry, Order Maintenance, and Order Inquiry. For more information: See the discussion of the Due date field above for a discussion. Note: Changing the date on the PO detail line does not change the date on the PO header. You must also change the header date. Numeric, 6 positions; required. |
Cancel date |
The date the purchase order will be marked for cancellation if the order is not received. See Chapter 78: Printing the PO Auto Cancel Report (MPAC). Note: Changing the date on the PO detail line does not change the date on the PO header. You must also change the header date. Numeric, 6 positions (MMDDYY format); optional. |
Promise date |
A user-defined date that may be used to represent the expected ship date or promised arrival date. Note: Changing the date on the PO detail line does not change the date on the PO header. You must also change the header date. Numeric, 6 positions (MMDDYY format); optional. |
G/L # |
The General Ledger number to which inventory posts. If you do not have authority to the Secure G/L Number Field Access (A84) secured feature, the system displays this field as display-only. Numeric, 8 positions; optional. |
Display Purchase Order Detail Screen
Purpose: Use this screen to review information about an item on a purchase order.
How to display this screen: From the Create PO Detail Standard Screen (Standard PO Entry), enter 5 next to a detail line. You can also display this screen by entering 5 next to an item at the PO Maintenance - Maintain Detail Screen.
See Second Display Purchase Order Detail Screen for field descriptions.
Purchase Order Overrides Pop-Up Window
Purpose: Use this window to define overrides to the vendor record for this purchase order only without updating the vendor record itself.
If you override one or more of the vendor discount fields (Primary discount %, the three Percent discounts (trade, coop, and special), and three Unit discounts (trade, coop, and special), the system applies the discount overrides to new lines added to the purchase order and existing lines on the purchase order.
• If an existing PO line already has a discount defined (primary discount %, percent discount, or unit discount), the system applies the new override discounts to the line.
• For new or existing lines, if you manually enter a discount in the Primary discount field, the system does not apply the override primary discount percent to the line.
• If you remove a primary discount, percent discount or unit discount from the Purchase Order Overrides window, the system removes the discounts from existing PO lines.
• Unit discount overrides also apply to the corresponding percent discount field. If you enter a unit discount 1 override, the override applies to any unit 1 or percentage 1 discount defined for the PO line, and vice versa. For example, if a PO line has a trade percent discount and you enter a trade unit discount override, the system applies the override to the trade percent discount defined for the PO line. However, if you enter a trade percent discount for a PO line and then enter a coop unit discount override, the system retains the trade percent discount for the PO line and adds the coop unit discount override to the line.
PO maintenance: If you override one or more of the vendor discount fields in PO maintenance:
• the overrides are applied to any new PO lines added during PO maintenance.
• the system applies the overrides only to existing PO lines that do not currently have any discount defined (a discount is not defined in the primary discount, percent discount, or unit discount fields).
• if a PO line without discounts has already been partially received, the system applies the overrides to the remaining quantity waiting to be received.
System control value: The Apply Discount to Manual Cost (D96) system control value defines whether purchase order discounts are applied against a manually entered cost; set this system control value to Y to receive discounts against manually entered costs.
Example 1: In PO entry, you enter a PO for a vendor with no primary discount or percent or unit discounts.
Scenario |
Results |
You enter PO line 1 for 1 unit at 25.00. |
The system creates PO line 1 with an extended cost of 25.00 (no discounts applied). |
At the Purchase Order Overrides window, you enter a primary discount of 5.00%. |
The system applies the 5.00% primary discount to PO line 1, updating the extended cost to 23.75 (25.00 - 5.00% = 23.75). |
You enter PO line 2 for 1 unit at 25.00. |
The system creates PO line 2 and applies the 5.00% primary discount override to the line, creating an extended cost of 23.75 (25.00 - 5.00% override discount = 23.75). |
At the Purchase Order Overrides window, you change the primary discount to 20.00%. |
The system updates PO line 1 and PO line 2 with the 20.00% primary discount override. The extended cost for both PO lines updates to 20.00 (25.00 - 20.00% = 20.00). |
Example 2: In PO entry, you enter a PO for a vendor with a primary discount of 15.00% and a trade unit discount of 1.00.
Scenario |
Results |
You enter PO line 1 for 1 unit at 25.00. |
The system applies the 15.00% primary discount and 1.00 trade unit discount to PO line 1, creating an extended cost of 20.25 (25.00 - 15%) - 1.00 = 20.25). |
You enter PO line 2 for 1 unit at 25.00 and manually enter a primary discount amount of 5.00. |
The system applies the 1.00 trade unit discount to PO line 2, but does not apply the 15.00% primary discount to the line. The PO line retains the manually defined 5.00 primary discount. The extended cost for PO line 2 is 19.00 (25.00 - 5.00) - 1.00 = 19.00). |
At the Purchase Order Overrides window, you change the primary discount from 15.00% to 25.00% and enter a coop unit discount of 3.00. |
The system updates PO line 1 with the 25.00% primary discount override and 3.00 coop unit discount. The PO line retains the 1.00 trade unit discount. The extended cost for PO line 1 updates to 14.75 (25.00 - 20%) - 1.00 - 3.00 = 14.75). The system updates PO line 1 with the 3.00 coop unit discount, but does not apply the 25.00% primary discount override to the line. The PO line retains the manually defined 5.00 primary discount and 1.00 trade unit discount. The extended cost for PO line 2 is 16.00 (25.00 - 5.00) - 1.00 - 3.00 = 16.00). |
Example 3: In PO entry, you enter a PO for a vendor with no primary discount or percent or unit discounts.
Scenario |
Results |
You enter PO line 1 for 1 unit at 25.00. |
The system creates PO line 1 with an extended cost of 25.00 (no discounts applied). |
You enter PO line 2 for 1 unit at 25.00 and add a trade unit discount of 5.00. |
The system applies the 5.00 trade unit discount to PO line 2, updating the extended cost to 20.00 (25.00 - 5.00 = 20.00) |
In PO Maintenance: |
|
At the Purchase Order Overrides window, you enter a primary discount override of 5.00%. |
The system applies the 5.00% primary discount override to PO line 1. The system does not apply the 5.00% primary discount override to PO line 2 since the line currently has a 5.00 trade unit discount. |
You add PO line 3 for 1 unit at 25.00. |
The system applies the 5.00% primary discount override to PO line 3. |
How to display this screen: At the Work with Purchase Order Screen (Header), press F18.
Purchase Order Overrides ENTRY Reference # . . . Terms . . . . . . Vendor reference # Negotiate price . N Primary Discount % 10.00 Confirming P/O . N Tax exempt # . . . Recurring P/O . . N Currency/Rate . : USD 1.0000000 Surcharge % . . . Percent Discounts Unit Discounts TRADE : 10.00 TRADE : COOP : 20.00 COOP : SPECIAL : SPECIAL : 25.0000
F3=Exit F12=Cancel |
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 defined in the PO Print Program (C64) system control value. This field is required is the PO Reference # Required (A35) system control value is set to Y. 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 file displays here, but can be overridden for any order. Terms are validated against the Terms code file. See Accounts Payable Chapter 9: Working with Terms (WAPT). Numeric, 2 positions; optional. |
Vendor reference # |
An internal reference number that may be stored with the purchase order. For example, the reference number may represent an internal purchase order number from a preprinted purchase order, or an internal control for departmental purchase orders. Information in this field is available to print on the PO or any report. Alphanumeric, 15 positions; optional. |
Negotiate price |
This value determines whether the program pulls prices for items entered. Y = You must enter a price for each item. N (or blank) = The system automatically pulls prices for each item. Prices is pulled from: 1. Vendor/Item quantity break file 2. Vendor/Item file 3. Item file. Alphanumeric, 1 position. PO entry: optional. PO maintenance: display-only. |
Primary discount % |
The primary discount percentage applied to each item ordered from this vendor. The primary discount percent defaults from the Vendor file. 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 |
Defines whether this purchase order represents a confirmation copy because it was previously communicated to the vendor by phone. When you print or email a purchase order that is flagged as a confirming PO, the system includes the statement Confirming PO Only. See Part J: Printing Purchase Orders for more information on printing purchase orders. Y = The purchase order represents a confirmation copy because it was previously communicated to the vendor by phone. N (or blank) = This is not a confirming PO. Alphanumeric, 1 position. PO entry: optional. PO maintenance: display-only. |
Tax exempt # |
The Ship to field's reseller or tax exempt certificate number for this drop ship purchase order. This value may default from the Exempt certif (Exempt certificate number) field in the Customer record. Alphanumeric, 15 positions; optional. |
Recurring PO |
This value determines whether or not you are entering a template for a recurring purchase order. Y = The system assigns an R (Recurring) status to the order. Any items and quantities on this order is not be placed “on-order.” Orders with an R status are used in the Recurring Purchase Order generation program. See Recurring Purchase Order Screen. N (or blank) = This is not a recurring PO. Alphanumeric, 1 position. PO entry: optional. PO maintenance: display-only. |
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 stores the vendor's currency on the PO and calculates your currency whenever necessary, (e.g., during inquiry and reporting). See Accounts Payable Working with Currency (WCUR). Alphanumeric, 3 positions; optional. |
Surcharge % |
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 file, it defaults here. The surcharge percent is reflected in the price of each item. Numeric, 5 positions with a 2-place decimal; optional. |
Percent discount |
The percentage the system applies against the unit cost of an item on the purchase order. Percentage discounts are defined in and validated against the Vendor Discount file. 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 displays 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 defined in the Discount calc (Discount calculation method) field in the Vendor Extended file. 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. Alphanumeric, 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 file. 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 displays 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 defined in the Discount calc (Discount calculation method) field in the Vendor Extended file. 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. Alphanumeric, 11 positions with a 4-place decimal; optional. |
Recurring Purchase Order Screen
Purpose: Use the Recurring Purchase Order function to automatically issue a new PO for merchandise or services which is reordered on a regular basis. When the Recurring PO field is set to Y, the system creates a “template” PO that is used to create the actual PO.
Create template: Use this screen to define the template PO. The PO number displayed on this screen does not become an actual PO because you are only creating the template. You can modify this template as you would any other PO. Any changes made to the template apply to all future POs created, but it does not adjust any existing POs created from the template.
The system assigns a status of Recurring (R) to the recurring PO or the POs created as a result of the recurring PO order. Once the system has generated all the POs from the template (based on the number of intervals), the status of the recurring PO template becomes Complete (C).
To generate recurring purchase orders: Use a periodic recurring process which includes the periodic function Process Recurring Purchase Orders to generate recurring purchase orders. See System Operations Chapter 13: Working with Periodic Functions (WPER).
How to display this screen: At the Purchase Order Overrides Pop-Up Window, set the Recurring PO field to Y.
POR0108 ENTER Recurring Purchase Order 6/19/97 9:33:52
P/O # . . . . . . : 295 Vendor # . . . . : 1012 ALEX NEWBOLD
Start date . . . . Stop date . . . . . Total intervals . . Interval . . . . .
F3=Exit F12=Cancel |
Field |
Description |
Start date |
The date the system should start generating purchase orders. Numeric, 6 positions (MMDDYY format); required. |
Stop date |
The date the system should stop generating purchase orders. Numeric, 6 positions (MMDDYY format); required. |
Total intervals |
The total number of purchase orders to generate for this recurring purchase order. Numeric, 5 positions; required. |
Interval |
The length of time, in days, between generated purchase orders. Numeric, 3 positions; required. |
Dates/interval example:
Values:
• Start date = 03/01/94
• End date = 06/01/94
• Total intervals = 4
• Interval = 30
System generates 4 POs on
• 03/01/94
• 04/01/94
• 05/0194
• 06/01/94
(Provided these dates are 30 days from each other. For example, 04/01/94 may be 03/31/94).
Purpose: Use this screen to define or update message text that you can flag to print on the purchase order, receiving worksheet, or both. You can also display these messages in PO Inquiry/Maintenance and Receiving.
How to display this screen: Press F23 at the:
• Work with Purchase Order Screen (Header)
• PO Entry - Maintain Detail Screen
• PO Maintenance - Maintain Detail Screen (PO maintenance)
You can also display this screen by pressing F20 at the Display Purchase Order Header Screen in PO inquiry.
POR0049 CHANGE Work with PO Messages 4/04/08 11:21:04 EZK Mail Order
PO # . . : 1827 Vendor . : 12 JACK'S JOKE SHOP
Message P User Date PO has been emailed to the vendor's email address. EKAPLA 4/02/08
F3=Exit F8=Add/Change F12=Cancel |
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. The system automatically writes a message when you email a purchase order in purchase order entry, maintenance, or through Printing and Faxing Purchase Orders (MPRP). Alphanumeric, 60 positions (each line); optional. |
Valid values are: B = The message line prints on both the receiving worksheet and purchase order. P = The message line prints on the purchase order only. W = The message line prints on the receiving worksheet only. Blank = The message line does not print. Messages that the system writes when you email a purchase order have this flag set to blank. Alphanumeric, 1 position; optional. |
|
User |
The first eight positions of the user ID of the person who entered the message or generated the purchase order email. Alphanumeric, 8 positions; display-only. |
Date |
The date when you entered the message or generated the purchase order email. Numeric, MM/DD/YY format; display-only. |
Entering messages: Press F8 to activate the add/change function. The system displays the same screen; however, you are able to change previously added information.
Work with FOB for Purchase Order Screen
Purpose: Use this screen to create, change or delete vendor FOB records for a specific purchase order.
Note: Any change you make from this screen updates only this purchase order; updating this screen 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.
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:
1. Press F14 at the Work with Purchase Order Screen (Header).
2. Press F15 at the PO Maintenance - Maintain Detail Screen.
POR0596 DISPLAY Work with FOB for Purchase Order 5/20/99 15:55:20 EZK MAIL ORDER COMPANY
PO #..: 594 Vendor: 101 US VENDOR
Opt Type City St Postal cd Freight terms
Type options, press Enter. 2=Change 4=Delete 5=Display
D BOSTON MA 02053 30 DAYS O FRAMINGHAM MA 01701 ONCE D ACTON MA 01718 90 DAYS D BURLINGTON MA 01803 90 DAYS D FITCHBURG MA 01420 30 DAYS
F3=Exit F6=Create F12=Cancel |
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 (D) type, or an Origin (O) type. D = 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. O = 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, 1 position; optional. |
City |
The city of the FOB address. Alphanumeric, 25 positions; optional. |
State |
The state of the FOB address. Alphanumeric, 2 positions; optional. |
Postal code |
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 |
Press F6 to advance to the Create FOB for Purchase Order Screen. |
Change an FOB address for this purchase order |
Enter 2 next to an FOB address to advance to the Change FOB for Purchase Order Screen. |
Delete an FOB address for this purchase order |
Enter 4 next to an FOB address to delete it. |
Display an FOB address for this purchase order |
Enter 5 next to an FOB address to advance to the Display FOB for Purchase Order Screen. |
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 is added to the list of FOB addresses for this purchase order only; it is not added to the list of FOB addresses for this vendor defined through the Work with Vendor FOB Address Screen.
How to display this screen: Press F6 at the Work with FOB for Purchase Order Screen.
POR0598 ENTER Create FOB for Purchase Order 5/21/99 11:19:54 EZK MAIL ORDER COMPANY
PO #..: 598 Vendor: 101 US VENDOR
Postal code . . . City . . . . . . State . . . . . . Country . . . . . Freight terms . . FOB Type . . . .
F3=Exit F12=Cancel |
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) file, and must be valid SCF codes associated with the city and country you enter. See Fulfillment Chapter 31: 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 set to Y, the City, State, and Country fields 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. |
Type |
This code identifies the FOB address as either a Destination (D) type, or an Origin (O) type. D = 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. O = 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, 1 position; required. |
Change FOB for Purchase Order Screen
To change: Enter 2 next to an FOB address at the Work with FOB for Purchase Order Screen to advance to the Change FOB for Purchase Order screen. You can change any information on this screen except PO number and vendor number. See Create FOB for Purchase Order Screen for field descriptions.
Note: Changes you make from this screen affect this purchase order only; updating this screen does not update the Vendor FOB addresses defined on the Work with Vendor FOB Address Screen.
Display FOB for Purchase Order Screen
To display: Enter 5 next to the FOB address at the Work with FOB for Purchase Order Screen to advance to the Display FOB for Purchase Order screen. You cannot change any information on this screen.
Work with Hold for Release Lines Screen
• break up the quantities ordered on a purchase order detail line over several shipments, or
• postpone shipment of the entire quantity on the purchase order to a future date.
Important: This option is not fully implemented.
How to display this screen:
1. At the Create PO Detail Standard Screen (Standard PO Entry) or other detail entry screen (see Entering PO Details) press F8. The PO hold for release information is displayed for the last PO line entered.
2. At the PO Entry - Maintain Detail Screen, enter 8 next to a detail line.
3. At the PO Maintenance - Maintain Detail Screen, enter 8 next to a detail line.
POR0066 OPEN Work with Hold for Release Lines 3/18/94 14:54:52 CommercialWare
P/O # . : 78 Line # : 1 Open qty : 100 Status : Open Item . : AB10000 IN/OUT BOX
------ Date ------ Sts Release Due Qty -or- Pct O 3/18/94 3/18/94 50 H 3/25/94 3/25/94 50 O O O O O O O O O
F3=Exit F8=Add/Change F12=Cancel |
Field |
Description |
Sts (Status) |
The status of the line is based on the value in the Release date field. Open lines have a release date equal to the current date. Held lines have a release date greater than the current date. H = Indicates the line is held. O = Indicates the line is open. Alphanumeric, 1 position; display-only. |
Release date |
The date when this portion of the purchase order detail line can be fulfilled by the vendor. Numeric, 6 positions (MMDDYY format); optional. |
Due date |
The date when this purchase order line is due. Numeric, 6 positions (MMDDYY format); optional. |
Complete the Quantity or Percent field: |
|
Quantity |
The portion of the purchase order detail line (in retailer’s unit of measure) that you expect from the vendor on the corresponding due date. Numeric, 7 positions; required (if Percent is not entered). |
Percent |
The percentage of the purchase order detail line that you expect from the vendor on the corresponding due date. Numeric, 5 positions with a 2-place decimal; required (if Quantity is not entered). |
s
Screen Option |
Procedure |
Add or change hold and release information |
Press F8 to activate the add or change function, and update the required information. |
Purpose: There are two screens you can use to define or update estimated additional charges for a purchase order.
• The Work with PO Header Estimated Charges Screen allows you to define purchase order estimated charges for every detail line on the purchase order.
• The Work with PO Detail Estimated Charges Screen allows you to define purchase order estimated charges for a specific detail line on the purchase order.
You can define the following estimated charges for a purchase order detail line:
• freight
• brokerage
• commission
• duty
• import
• surcharge
• other fees
The estimated charge can be entered as a unit cost or a percent that is applied against each unit on the purchase order detail line. The actual charges (for freight, brokerage, etc.) for the detail line are entered at PO Receiving. These charges are not reflected in the extended price of the purchase order.
If you change a purchase order estimated charge in Purchase Order Maintenance, the system writes a purchase order history message indicating the charge has been changed; see Chapter 72: Maintaining Purchase Orders (MPOE).
Purchase order additional charge codes are defined in the Working With PO Additional Charges (WPAC) menu option.
Work with PO Header Estimated Charges Screen
Purpose: Use this screen to define estimated charges for each detail line on the purchase order.
When you add, change, or delete an estimated charge at this screen, the system applies the charge to each existing detail line and each additional detail line you add to the purchase order that is in a open or held status. If an existing detail line was already associated with the same estimated charge you defined at this screen, the system overrides the charge amount defined for the detail line to the header charge amount.
For more information: See Defining Estimated Charges.
How to display this screen: Press F16 on the Work with Purchase Order Screen (Header).
POR0645 CHANGE Work with PO Header Estimated Charges 4/28/99 11:35:27 KAL Co.
PO # . . : 618 Status: Open Vendor . : 101 US VENDOR
Code Description Unit Cost Percent B BROKERAGE 5.00 F FREIGHT 10.00
F3=Exit F8=Add/Change F12=Cancel |
Field |
Descrption |
PO # |
The number of the purchase order you are currently working with, defaulted from the Work with Purchase Order Screen (Header). Numeric, 7 positions; display-only. |
Status |
The status of the purchase order, defaulted from the Work with Purchase Order Screen (Header). Alphanumeric, 10 positions; display-only. |
Vendor |
The vendor number and vendor name defined for this purchase order, defaulted from the Work with Purchase Order Screen (Header). Vendor number: Numeric, 7 positions; display-only. Vendor name: Alphanumeric, 30 positions; display-only. |
Code |
A code that represents the charge to be added to the purchase order detail line. The following message displays 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 file; see Chapter 20: 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. This value is 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 displays 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 displays if you try to enter a charge code that has already been defined: PO Estimate Charge already exists. The following message displays 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. This value is 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 displays 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 displays if you try to enter a charge code that has already been defined: PO Estimate Charge already exists. The following message displays 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). |
Step-by-step instructions:
1. Press F8 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 |
Press F8. The existing charges on the screen change to display-only or enterable fields. |
Work with PO Detail Estimated Charges Screen
Purpose: Use this screen to create or change a charge for a specific purchase order detail line.
Any charges that you had already entered on the Work with PO Header Estimated Charges Screen display on the screen. If the Default Vendor Item Additional Charges (I21) system control value is set to Y, any charges defined for the item in Work with Vendor Items display on the screen.
Note: If you enter a charge for a detail line and then enter the same charge on the header screen, the system overrides the amount you had defined for the line to the header amount.
For more information: See Defining Estimated Charges.
How to display this screen:
1. At the Create PO Detail Standard Screen (Standard PO Entry), other detail entry screen (see Entering PO Details) or the PO Maintenance - Change PO Detail Screen press F16. This screen displays for the last PO line entered.
2. At the PO Entry - Maintain Detail Screen or the PO Maintenance - Maintain Detail Screen, enter 16 next to a detail line.
POR0274 CHANGE Work with PO Detail Estimated Charges 4/28/99 12:53:38 KAL Co.
P/O # . : 618 Line # : 2 Status : Open Item . : SK6 GREY BACKPACK
Code Description Unit Cost Percent B BROKERAGE 5.00 C COMMISSION 2.50 D DUTY 1.00 F FREIGHT 10.00
F3=Exit F8=Add/Change F12=Cancel |
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, one 14 position field (full SKU) or three 4 position fields (split SKU); 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 |
Press F8. The existing charges on the screen display as display-only or they are enterable fields. Complete the necessary fields. |
Work with Vendor Item Notes Screen
Purpose: Use this screen to display, add, or change free-form notes about a vendor's item. Also, you can indicate whether to print each line of message text on purchase orders and/or receiving worksheets. These notes are displayed at PO Inquiry/Maintenance and Receiving.
How to display this screen:
1. At the Create PO Detail Standard Screen (Standard PO Entry) other detail entry screen (see Entering PO Details), or the PO Maintenance - Change PO Detail Screen, press F17. The vendor notes are displayed for the last PO line entered.
2. At the PO Entry - Maintain Detail Screen in PO maintenance, enter 17 next to a detail line.
3. At the PO Maintenance - Maintain Detail Screen in PO maintenance, enter 17 next to a detail line.
1. At the First Display Purchase Order Detail Screen in PO inquiry, enter 23 next to an item.
2. At the Second Display Purchase Order Detail Screen in PO inquiry, press F23.
3. At the Work with Vendor Item Screen, enter 23 next to an item
POR0198 CHANGE Work with Vendor Item Notes 11/20/03 12:54:44 EZK Mail Order
Vendor # . : 12 OFFICE CITY Vendor item : BLKPEN23 COMFORT-GRIP PEN
Note Print
F3=Exit F8=Add/Change F12=Cancel |
Field |
Description |
Note |
Free-form text about the item and/or vendor. The text may print on purchase orders. Use Shift/Roll or Page Down 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. |
Defines whether this message text on the line will print on the purchase order and the receiver's worksheet. You can choose which lines you want to print. The valid values are: B = Print the message on the purchase order and PO receiving worksheet. P = Print the message on the purchase order. W = Print the message on the PO receiving worksheet. Blank = Do not print the message on the purchase order or receiving worksheet; the message is informational only. See the Purchase Order, PO Receiving Worksheet (POR0167), and PO Receiving Worksheet (POR0740) for samples of each. Alphanumeric, 1 position; optional. |
Screen Option |
Procedure |
Add/Change vendor item notes |
Press F8 to activate the add or change function and update the required information. |
Work with PO Detail Messages Screen
Purpose: Use this screen to enter or update message text. These messages can print on the purchase order detail line if your print program allows it. Line messages relate to a single item on the purchase order only.
How to display this screen:
1. At the Create PO Detail Standard Screen (Standard PO Entry), other detail entry screen (see Entering PO Details), or the PO Maintenance - Change PO Detail Screen, press F23. The PO detail messages are displayed for the last PO line entered.
2. At the PO Entry - Maintain Detail Screen or the PO Maintenance - Maintain Detail Screen in PO maintenance, enter 23 next to a detail line.
3. At the First Display Purchase Order Detail Screen in PO inquiry, enter 23 next to an item.
4. At the Second Display Purchase Order Detail Screen in PO inquiry, press F23.
POR0048 CHANGE Work with PO Detail Messages 6/19/97 11:47:33 The Mail Order Company
PO # . : 296 Line # : 1 Status : Item . : FUR HAT DISCOUNT HAT
Message Print
F3=Exit F8=Add/Change F12=Cancel |
Field |
Description |
Message |
Free-form message about the item. Alphanumeric, 60 positions (each line); optional. |
Valid values are: B = The message line prints on both the PO Receiving Worksheet (POR0167) or PO Receiving Worksheet (POR0740)and Purchase Order. P = The message line prints on the purchase order only. W = The message line prints on the receiving worksheet only. Blank = The message line does not print. Alphanumeric, 1 position; optional. |
Screen Option |
Procedure |
Add/Change hold and release information |
Press F8 to activate the add or change function, and enter the required information. |
Purpose: Use this screen to review the PO detail lines that have been entered on the purchase order. You can also use this screen to view the running totals for the purchase order as a whole and the individual totals for each detail line. Up to eight purchase order detail lines appear on this screen at one time. This screen also allows you to accept or reject the entire purchase order if PO detail line entry is completed.
How to display this screen: Press F21 at the At the Create PO Detail Standard Screen (Standard PO Entry), another detail entry screen (see Entering PO Details) the Work with Purchase Order Screen (Header), or the PO Maintenance - Maintain Detail Screen.
POR0277 DISPLAY Purchase Order Summary 6/18/97 15:34:05 The Mail Order Company
P/O # . : 315 - 0 Status : Open Vendor # : 101 TAN CATALOG VENDOR Ord qty Opn qty Ext cost Act chrgs Est chrgs Weight Cube 10 10 30.00 .0000 .0000 .000 0
Line Sts Item COLR SIZE OTHR U/M Ord Qty Opn Qty Ext Cost
1 O MAPLE MEN EA 10 10 30.0000
F3=Exit F9=Accept F11=Reject F12=Cancel |
Field |
Description |
PO # |
The number assigned to a purchase order, defaulted from the Work with Purchase Order Screen (Header). Numeric, 7 positions; display-only. |
Rev # (Revision number) |
The number of times a purchase order has been revised. Numeric, 3 positions; display-only. |
Status |
The status of the purchase order. When you first create a PO, the status is Open or Suspended. Status options: Canceled (C): The purchase order was canceled through PO Maintenance; it exists on the system for historical purposes. Closed (X): All lines on the purchase order have been received through PO Receiving, received into Suspense, or closed without receipt. Held (H): The PO must be approved through PO Maintenance or Working with Purchase Order Approval (WPOA) before receipts can occur. Open (O): The PO exists on the system awaiting PO Receipts. Recurring (R): A template PO exists for merchandise ordered on a regular basis. Each interval, a new PO is generated for all recurring POs; see Recurring Purchase Order Screen. Alphanumeric, 10 positions; 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) on the PO. This total includes all units on all PO detail lines, regardless of their current status. Numeric, 7 positions; display-only. |
Opn qty (Open quantity) |
The total quantity on the purchase order that has not been received. The system updates this value., increasing it when you add units and decreasing it when you cancel, close, or receive any units on the purchase order. Numeric, 7 positions; display-only. |
Ext cost (Extended cost) |
The extended cost or sum of all open or held PO detail lines. This total does not include the cost of canceled, closed, or received (into inventory or suspense) units on the purchase order. Numeric, 11 positions with a 4-place decimal; display-only. |
Act chrge (Actual charges) |
The actual additional charges specified when you received the purchase order. Numeric, 9 positions with a 4-place decimal; display-only. |
Est chrge (Estimated charges) |
The estimated additional charges for this entire purchase order. This value 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, calculated by multiplying the ship weight and the quantity ordered. If no Ship weight is defined in the Vendor/Item file, the weight is taken from the Item file. Numeric, 7 positions with a 3-place decimal; display-only. |
Cube |
The cumulative cubic volume of all items ordered on the purchase order, calculated by multiplying the cubic volume and the quantity ordered. If no Cubic volume is defined in the Vendor/Item file, cube is taken from the Item file. Numeric, 7 positions; display-only. |
Line |
The purchase order line number. You can enter up to 999 lines on a purchase order. Numeric, 3 positions; display-only. |
Status |
The status of the purchase order. Status options: C (canceled) H (held) O (open) R (recurring) X (closed, including received PO lines) Alphanumeric, 1 position; display-only. |
Item/Cls Size |
The item number and SKU being ordered. Alphanumeric, 12 positions (item), one 14 position field (full SKU) or three 4 position fields (split 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 file; see Chapter 10: 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 |
Press F9 to accept the PO. See Completing PO Entry. |
Reject the purchase order information |
Press F11 to reject the PO. See Completing PO Entry. |
Purpose: To complete PO Entry, you have two options: accept or reject the purchase order information. This topic discusses both options.
Purchase order held automatically? The system puts the purchase order in held status when you accept your entries if:
• the PO Default Status (A49) system control value is set to HELD, or
• the purchase order total meets or exceeds the Total Purchase Order Entry Dollar Limit (J91) system control value
See those system control values for more information.
Create IL trigger record? If the Create Generic Inventory Download Triggers (I32) and Include PO Updates (J93) system control values are set to Y, the system creates an inventory download trigger record whenever you create a purchase order for an item whose available quantity is zero or less. See these two system control values for more information.
Accept and print, fax, or email PO: To accept a purchase order once you have completed entry and advance to the Print and/or Fax Pop-Up Window, press F19 at the purchase order header screen. This option is not available at any purchase order detail screen.
Accept PO without printing, faxing, or emailing: To accept a purchase order without advancing to the Print and/or Fax P/O pop-up window, you can press F9 at the following screens:
Screen |
Result |
If no detail records exist, an error message similar to the following displays:
At least 1 PO Detail record must be added before Accepting PO.
If detail records exist, the system returns to the PO Entry Select Prompt Screen without displaying an error message. |
|
Create PO Detail Standard Screen (Standard PO Entry) First Purchase Order Horizontal Entry Screen (PO Entry) Second Purchase Order Horizontal Entry Screen |
System returns to the PO Entry Select Prompt Screen without displaying a message. |
System returns to the PO Entry Select Prompt Screen without displaying a message. |
Note: The system performs the same update processing, described below, regardless of whether you press F9 or F19.
For more information: See Updates During Background Processing for additional updates made by the OTHR_ASYNC job during background processing.
Rejecting POs: To reject a purchase order, press F11 at the same screens listed previously to advance to the Confirm Reject Request pop-up window.
Print and/or Fax Pop-Up Window
Use this window to accept a purchase order and fax or email it to the vendor. You can also use this window to print the Purchase Order, PO Receiving Worksheet (POR0167) or PO Receiving Worksheet (POR0740), Receiving Worksheet -- Weight Method, and/or Purchase Order Item Label.
Note: You can use this window to fax the purchase order only if you have set up the FAX interface. See Installation Chapter 20: Setting Up FAX Interface Values.
Purchase order status: All open purchase orders (status = O) are eligible for printing, emailing, or faxing through this pop-up window. Held purchase orders (status = H) are also eligible for printing, emailing, or faxing only if the Allow Printing of Held Purchase Orders (F18) system control value is set to Y.
For more information: See Completing PO Entry.
If you are emailing the purchase order: The system submits the EMAIL_PO job, which generates the purchase order emails. Held purchase orders are emailed only if the Allow Printing of Held Purchase Orders (F18) system control value is not set to Y. See Purchase Order Emails for an overview.
Updates: When you print, email, or fax a purchase order, the system writes a PO Header History message such as:
A 4/04/08 EKAPLAN PO Printed Revision #: 001
Additionally, when you email a purchase order, the system also writes a PO Message such as:
PO has been emailed to the vendor's email address. EKAPLA 4/04/08
You can review PO Header History messages at the Purchase Order Header History Screen, and PO Messages at the Work with PO Messages Screen.
How to display this window: Press F19 in purchase order entry or maintenance, or F9 in purchase order inquiry, at the screens listed under Completing PO Entry. You must first press Enter in purchase order entry or maintenance to accept the purchase order.
You can also display this window by pressing F9 at the Display Purchase Order Header Screen in PO inquiry.
Print and/or Fax P/O
Purchase Order # 1658 Vendor . . . : NERD COMPUTER BOOKS R US
Print PO & Worksheets Y (Y/N) Print Item Labels N (Y/N) Email Purchase Order Y (Y/N) Email address . ekaplan@example.com FAX Purchase Order Y (Y/N) FAX Number. . . . . . 5085551212
F3=Exit F12=Cancel |
Field |
Description |
Purchase order # |
The number of the purchase order. Numeric, 7 positions; display-only. |
Vendor |
The name of the vendor on the purchase order. Alphanumeric, 30 positions; display-only. |
Print PO & worksheets |
This value controls whether the system prints the Purchase Order and PO Receiving Worksheet (POR0167) or PO Receiving Worksheet (POR0740) when you press Enter at this pop-up window. Valid values are: Y (default) = print the purchase order and receiving worksheet. N = do not print the purchase order and receiving worksheet. Alphanumeric, 1 position; required. |
Print item labels |
This value indicates whether you want to print a Purchase Order Item Label for each unit ordered on the purchase order. Valid values are: Y = print item labels N (default) = do not print item labels Alphanumeric, 1 position; required. |
Email purchase order |
Indicates whether to email the purchase order to the vendor. Valid values are: Y = email purchase order N (default) = do not email purchase order The setting of the Email P/O flag for the vendor defaults, but you can override it. Alphanumeric, 1 position; required. |
Email address |
The email address where the purchase order should be emailed if the Email purchase order option is selected. The email address for the vendor (rather than the remit-to or vendor contact) defaults here, but you can override it. Entering an override email address controls the destination of the purchase order email in this instance only, and does not change the vendor’s default email address. Alphanumeric, 50 positions; required if you are emailing the purchase order. |
Fax purchase order |
This value controls whether the system faxes the purchase order to the fax number indicated when you press Enter at this pop-up window. Valid values are: Y = fax the purchase order. N = do not fax the purchase order. This field defaults to Y if the Fax PO field in the Vendor file is set to Y. Alphanumeric, 1 position; required. |
Fax number |
The number of the fax machine to receive the purchase order. If you have defined a Fax# (Facsimile machine telephone number) in the Vendor file, that number defaults here. However, you can override the default fax number. Numeric, 11 positions; required if faxing the purchase order. |
| Part G: Creating Purchase Orders | Contents | SCVs | Search | Glossary | Reports | XML | Index | Chapter 71: Working with the PO Interface Files (GPOI, RPOI, WPOI) |
ME07_01 CWDirect 18.0 August 2015 OTN