Chapter 72: Maintaining Purchase Orders (MPOE)
Purpose: This chapter describes how to select a purchase order for maintenance, maintain header, detail, and all related information, and accept or reject your changes.
In this chapter:
• Selecting Purchase Orders for Maintenance
• Select Purchase Order by Due Date Screen
• Select P/O by Reference Number Screen
• Select Purchase Order by Vendor Number Screen
• Vendor Selection Pop-Up Window (Selecting Purchase Orders by Vendor Name)
• Select P/O by Vendor Reference Screen
• Select Purchase Order by Vendor Item Screen
• Select Purchase Order by Item/SKU Screen
• Select Purchase Order by Buyer Screen
• Recurring Purchase Order Change Screen
• Recurring Purchase Orders Generated Screen (Displaying)
• PO Maintenance - Maintain Detail Screen
• PO Maintenance - Change PO Detail Screen
• Purchase Receipts History Screen
• Display PO Detail History Screen
Selecting Purchase Orders for Maintenance
Overview: You advance to purchase order maintenance through the MPOE fast path, which brings you to the PO Maintenance Select Prompt Screen. From this screen, you can advance to:
• Select Purchase Order by Due Date Screen
• Select P/O by Reference Number Screen
• Select Purchase Order by Vendor Number Screen
• Vendor Selection Pop-Up Window (Selecting Purchase Orders by Vendor Name)
• Select P/O by Vendor Reference Screen
• Select Purchase Order by Vendor Item Screen
• Select Purchase Order by Item/SKU Screen
• Select Purchase Order by Buyer Screen
From any selection screen, enter 1 next to a purchase order to advance to the PO Maintenance - Maintain Detail Screen.
Maintaining multiple purchase orders: You can select multiple purchase orders for maintenance at any selection screen. When you press F9 or F11 after you finish maintaining a purchase order, you advance to the next purchase order you selected for maintenance.
Select Purchase Order by Due Date Screen
How to display this screen: At the PO Maintenance Select Prompt Screen, enter a purchase order due date (MMDDYY format). You can also display this screen by entering a purchase order due date at the Select Purchase Order for Inquiry Screen; however, the screen options differ.
POR0173 DISPLAY Select Purchase Order by Due Date 10/09/96 14:49:11 The Mail Order Company
------ Date ------ Opt Due Promise P/O # Balance Vendor Buyer Status 10/08/96
Type options, press Enter. 1=Select 3=Copy 7=Maintain recurring details 8=Display generated POs
10/08/96 10/07/96 222 5.00 1010 BLJ Open J CLEGG 10/08/96 10/09/96 223 4.00 1023 BLJ Docked T BRIGGS 10/08/96 224 2.00 1010 BLJ Docked J CLEGG 10/06/96 219 24.00 1017 BLJ Open M MASI 10/06/96 221 400.00 1010 BLJ Docked S SLOSBERG +
F3=Exit F12=Cancel F22=User defined option |
Field |
Description |
Due date |
The date the purchase order is due to be received. Numeric, 6 positions (MMDDYY format); optional. |
Promise date |
The date the purchase order is scheduled to arrive, or to ship. This date is user-defined and its usage depends on your organization's procedures. Numeric, 6 positions (MMDDYY format); optional. |
PO # |
A unique number to identify a purchase order. Numeric, 7 positions; optional. |
Balance |
The dollar value of the merchandise ordered on the purchase order. This value is calculated by multiplying the quantity ordered by the vendor's cost. This is the total cost for all the detail lines on the purchase order. The system updates this value. Numeric, 9 positions with a 4 place decimal. |
Vendor |
A code that defines the supplier of items. Numeric, 7 positions; optional. |
Buyer |
A code to identify a person authorized to make purchases. Alphanumeric, 3 positions; optional. |
Status |
The status of the purchase order. Status options: C - Cancelled D - Docked H - Held O - Open R - Recurring S - Suspended X - Closed Alphanumeric, 1 position; optional. |
Note: The Select by (field name) screens are the same in both purchase order maintenance and purchase order inquiry; however, the screen options differ.
Screen Option |
Procedure |
Select a purchase order for maintenance |
Enter 1 next to a purchase order (if you advanced through PO maintenance) or Enter 2 next to a purchase order (if you advanced through PO inquiry) to advance to the PO Maintenance - Maintain Detail Screen. Maintaining multiple purchase orders: You can select multiple for purchase orders for maintenance. When you press F9 or F11 after you finish maintaining a purchase order, you advance to the next purchase order you selected for maintenance. |
Select a purchase order for inquiry |
Enter 1 next to a purchase order to advance to the First Display Purchase Order Detail Screen. Note: Available through PO inquiry only. Reviewing multiple purchase orders: You can select multiple for purchase orders for review. When you press F12 after you finish reviewing a purchase order, you advance to the next purchase order you selected for review. In purchase order inquiry, you can also select a series of purchase orders for a combination of maintenance and review, pressing F9, F11, or F12 to advance from one to another. |
Copy a purchase order |
Enter 3 next to a purchase order to copy an existing purchase order. See the Copying Purchase Orders. Note: Not available in purchase order inquiry. |
Maintain recurring details |
Enter 7 next to a purchase order to advance to the Recurring Purchase Order Change Screen. Note: Not available at the Select Purchase Order by Vendor Item Screen or Select Purchase Order by Item/SKU Screen. |
Display generated POs |
Enter 8 next to a purchase order to advance to the Recurring Purchase Orders Generated Screen (Displaying). Note: Not available at the Select Purchase Order by Vendor Item Screen or Select Purchase Order by Item/SKU Screen. |
Select P/O by Reference Number Screen
How to display this screen: At the PO Maintenance Select Prompt Screen, enter a purchase order reference number. You can also display this screen by entering a purchase order due date at the Select Purchase Order for Inquiry Screen; however, the screen options differ.
POR0175 DISPLAY Select P/O by Reference # 3/22/96 12:22:43 CommercialWare
Opt P/O Reference # Prms Dte P/O # Vendor Reference Buyer Status 123
Type options, press Enter. 1=Select 3=Copy 7=Maintain recurring details 8=Display generated POs
123 65 100 JEC Open
F3=Exit F12=Cancel F22=User defined option |
Note: The fields and options are similar to those described at the Select Purchase Order by Due Date Screen.
Select Purchase Order by Vendor Number Screen
How to display this screen: At the PO Maintenance Select Prompt Screen, enter a vendor number. You can also display this screen by entering a purchase order due date at the Select Purchase Order for Inquiry Screen; however, the screen options differ.
POR0177 DISPLAY Select Purchase Order by Vendor # 10/09/96 15:23:27 The Mail Order Company
------ Date ------ Opt Vendor P/O # Reference Due Promise Buyer Status 1010
Type options, press Enter. 1=Select 3=Copy 7=Maintain recurring details 8=Display generated POs
1010 228 10/10/96 BLJ Docked J CLEGG Balance: 2.00 1010 227 10/10/96 BLJ Open J CLEGG Balance: 2.00 1010 226 BLJ Closed J CLEGG Balance: .00 1010 225 10/09/96 BLJ Closed J CLEGG Balance: .00 1010 224 10/08/96 BLJ Docked J CLEGG Balance: 2.00 +
F3=Exit F12=Cancel F22=User defined option |
Note: The fields and options are similar to those described at the Select Purchase Order by Due Date Screen.
Vendor Selection Pop-Up Window (Selecting Purchase Orders by Vendor Name)
How to display this screen: Enter a vendor name at the PO Maintenance Select Prompt Screen. You can also display this screen by entering a purchase order due date at the Select Purchase Order for Inquiry Screen.
Vendor Selection
Opt Name Vendor Open POs COMMERCIAL SUPPLIES
Type options, press Enter. 1=Select
COMMERCIAL SUPPLIES 100 47 SUPPLIES UNLIMITED 409 20
F3=Exit F12=Cancel |
Note: The fields and options are similar to those described at the Select Purchase Order by Due Date Screen.
Select P/O by Vendor Reference Screen
How to display this screen: At the PO Maintenance Select Prompt Screen, enter a vendor reference number. You can also display this screen by entering a purchase order due date at the Select Purchase Order for Inquiry Screen; however, the screen options differ.
POR0176 DISPLAY Select P/O by Vendor Reference 3/22/96 12:22:43 CommercialWare
--- Date --- Opt Reference Vendor P/O # Due Entry Buyer Status 123
Type options, press Enter. 1=Select 3=Copy 7=Maintain recurring details 8=Display generated POs
123 100 65 11/23/93 11/01/93 JEC Open
F3=Exit F12=Cancel F22=User defined option |
Note: The fields and options are similar to those described at the Select Purchase Order by Due Date Screen.
Select Purchase Order by Vendor Item Screen
How to display this screen: At the PO Maintenance Select Prompt Screen, enter a vendor item number. You can also display this screen by entering a purchase order due date at the Select Purchase Order for Inquiry Screen; however, the screen options differ.
POR0178 DISPLAY Select Purchase Order by Vendor Item 3/22/96 13:00:17 CommercialWare
Opt Vendor item P/O # Line Due Date Ord Qty Buyer Sts B1900
Type options, press Enter. 1=Select
JM1 123 1 4/01/04 1000 MWL O VENDOR'S SPECIAL 1245 32 1 11/20/93 2 JEC O BABY BLANKET 1245 33 1 11/20/93 2 JEC O BABY BLANKET 1245 35 1 11/20/93 2 JEC O BABY BLANKET +
F3=Exit F12=Cancel F22=User defined option |
Note: The fields and options are similar to those described at the Select Purchase Order by Due Date Screen.
Select Purchase Order by Item/SKU Screen
How to display this screen: At the PO Maintenance Select Prompt Screen, enter an item/SKU code. You can also display this screen by entering a purchase order due date at the Select Purchase Order for Inquiry Screen; however, the screen options differ.
POR0099 DISPLAY Select Purchase Order by Item/SKU 10/16/96 15:36:19 The Mail Order Company
Opt Item COLR SIZE OTHR P/O # Line Due Date Ord Qty Buyer Sts CR100
Type options, press Enter. 1=Select
CR100 226 1 10/10/96 1 BLJ X TAPESTRY CR100 225 1 10/09/96 9 BLJ X TAPESTRY CR100 222 1 10/08/96 5 BLJ O TAPESTRY L112 202 3 9/25/96 30 MVV X METAL DOME READING LAMP L112 198 2 9/24/96 45 MVV O METAL DOME READING LAMP +
F3=Exit F12=Cancel F22=User defined option |
Note: The fields and options are similar to those described at the Select Purchase Order by Due Date Screen.
Select Purchase Order by Buyer Screen
How to display this screen: At the PO Maintenance Select Prompt Screen, enter a buyer code. You can also display this screen by entering a purchase order due date at the Select Purchase Order for Inquiry Screen; however, the screen options differ.
POR0098 DISPLAY Select Purchase Order by Buyer 10/09/96 14:36:23 The Mail Order Company
----- Date ---- Opt Buyer P/O # Due Promise Vendor # Status BLJ
Type options, press Enter. 1=Select 3=Copy 7=Maintain recurring details 8=Display generated POs
BLJ 228 10/10/96 2.00 1010 Open BERNADETTE L. JOHNSON J CLEGG BLJ 227 10/10/96 2.00 1023 Docked BERNADETTE L. JOHNSON T BRIGGS BLJ 226 .00 1010 Closed BERNADETTE L. JOHNSON J CLEGG BLJ 225 10/09/96 .00 1017 Closed BERNADETTE L. JOHNSON M MASI BLJ 224 10/08/96 2.00 1012 Docked BERNADETTE L. JOHNSON M SLOSBERG +
F3=Exit F12=Cancel F22=User defined option |
Note: The fields and options are similar to those described at the Select Purchase Order by Due Date Screen.
Purpose: Use the Copy function to create an exact duplicate of an existing purchase order. You can copy a purchase order, regardless of the original purchase order's status. The PO Default Status value in the System Control File controls the status that is assigned to the new purchase order.
How to copy a purchase order:
1. At a Select Purchase Order screen, enter 3 beside the PO you want to copy. See Selecting Purchase Orders for Maintenance.
2. The system copies the PO and displays the PO Entry - Maintain Detail Screen for the new purchase order.
Note: Based on the System Assigned PO # (B76) system control value, the system either prompts you to enter a number for the new purchase order or automatically assign a number to the new purchase order. If you are assigning your own PO numbers, you must enter a value when prompted by the system. The program edits to make sure that you have not already used that number. If the system is assigning PO numbers, the number is assigned automatically and cannot be changed.
Recurring Purchase Order Change Screen
Purpose: Use this screen to modify a recurring PO. Recurring POs are used for merchandise that is reordered on a regular basis.
You can create a template purchase order in PO Entry that is used by the system when creating the actual purchase order. See Recurring Purchase Order Screen.
How to display this screen: At a Select Purchase Order screen, enter 7 next to a PO. See Selecting Purchase Orders for Maintenance.
POR0103 OPEN Recurring Purchase Order Change 3/18/94 13:57:58 CommercialWare
P/O # . . . . . . . . : 75 Buyer . . . . . . . . : JEC JANE COTTER Vendor # . . . . . . : 100 COMMERCIAL SUPPLIES
Start date . . . . . : 12/01/93 Stop date . . . . . . . 1/30/94 Last generated date . :
Total generated . . . : 0 Total intervals . . . . 2
Interval . . . . . . . 1
F3=Exit F12=Cancel |
Field |
Description |
PO # |
The number assigned to a purchase order, based on the System Assigned PO # (B76) system control value. This field determines whether the system assigns the purchase order number 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 checks to ensure 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; required or display-only. |
Buyer |
A code that identifies a person who is authorized to make purchases for your company. Numeric, 3 positions; display-only. |
Vendor |
The name and the number of the supplier. Alphanumeric, 20 positions; display-only. |
Start date |
The date the system should start generating purchase orders. Numeric, 6 positions; display-only (system-defined). |
Stop date |
The date the system should stop generating purchase orders. Numeric, 6 positions (MMDDYY format); optional. |
Last generated date |
The date the system last generated a purchase order. Numeric, 6 positions; display-only (system-defined). |
Total generated |
The total number of purchase orders that have been generated from this recurring purchase order, to date. Numeric, 5 positions; display-only (system-defined). |
Total intervals |
The total number of purchase orders that is generated from this recurring purchase order. Numeric, 5 positions; optional. |
Interval |
The length of time, in days, between generated purchase orders. Numeric, 3 positions; optional. |
Dates/interval example: The following example illustrates how the system uses the dates and interval values to generate a recurring PO:
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.)
Recurring Purchase Orders Generated Screen (Displaying)
Purpose: Use this screen to display POs that have been generated. The system generates purchase orders according to the start and stop dates, and the number of intervals that were defined at PO Maintenance. See Recurring Purchase Order Screen.
How to display this screen: At a Select Purchase Order screen, enter 8 next to a PO. See Selecting Purchase Orders for Maintenance.
POR0102 DISPLAY Recurring Purchase Orders Generated 11/22/93 14:44:13 CommercialWare PO # : 75 Start date: 11/19/93 Stop date: 12/12/93 Interval: 1 Vendor # : 100 COMMERCIAL SUPPLIES
Opt Generated PO # Buyer Sts Due Date Units ordered Units received
Type options, press Enter. 1=Select
65 JEC X 11/22/93 100 100
F3=Exit F7=Maintain recurring details F10=Actions F12=Cancel |
Field |
Description |
PO # |
The number assigned to a purchase order, based on the System Assigned PO # (B76) system control value. This field determines whether the system assigns the purchase order number 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 edits to ensure 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; optional. |
Start date |
The date the system should start generating purchase orders. Numeric, 6 positions (MMDDYY format); optional. |
Stop date |
The date the system should stop generating purchase orders. Numeric, 6 positions (MMDDYY format); optional. |
Interval |
The length of time, in days, between generated purchase orders. Numeric, 3 positions; optional. |
Generated PO # |
The number assigned to the generated purchase order. When you enter the PO number, the screen lists POs starting with the number you entered and continuing to the end of the file. Numeric, 7 positions; optional. |
Buyer |
A code that identifies a person who is authorized to make purchases for your company. Numeric, 3 positions; optional. |
Sts |
The status of the purchase order. When you first create a PO, the status is Open or Suspended. Status options: C - Closed H - Held O - Open R - Recurring S - Suspended X - Cancelled Alphanumeric, 1 position; optional. |
Due date |
The date the purchase order is due to be received. Numeric, 6 positions; optional. |
Units ordered |
The number of units ordered on this purchase order, in retailer’s unit of measure, which may differ from the vendor’s unit of measure. See Working with Units of Measure (WUOM). Numeric, 5 positions; optional. |
Units received |
The number of units received on this purchase order. Numeric, 5 positions; optional. |
Screen Option |
Procedure |
Maintain recurring details |
Press F7 to advance to the Recurring Purchase Order Change Screen. |
PO Maintenance - Maintain Detail Screen
Purpose: Use this screen to change, cancel, display, or add a line to an existing purchase order. Up to three purchase order lines display at one time; use Shift/Roll or Page Down to review additional lines.
How to display this screen:
1. Select the purchase order by number at the PO Maintenance Select Prompt Screen.
2. If you do not know the exact number, enter information in one of the selection fields at the PO Maintenance Select Prompt Screen to advance to a Select Purchase Order screen (see Selecting Purchase Orders for Maintenance). At this screen, enter 1 beside a PO.
POR0748 DISPLAY PO Maintenance - Maintain Detail 5/24/05 8:47:28 KAB Co
Vendor: 202 ACME SUPPLIES P/O # : 1526 2 Status: Open Total cost : 412.50
Op Ln# Sts Item COLO STYL SIZE UOM Qty Ord Qty Due Ext Cost
Type options, press Enter. 2=Change 4=Cancel 5=Display 8=Hold details 11=Receiving 15=Close 16=Estimated charges 17=Vendor item notes 23=Messages 24=History
1 O 2005RTAM1 EA 10 5 50.0000 CERAMIC GLAZED SHAKERS 2 O 2005SRB1 RED WMNS SMLL EA 15 13 225.0000 CHECK PRINT CHEF’S APRON 3 O 2005IYEM2 EA 25 25 87.5000 EGG TIMER +
F2=Approve F6=Create Dtl F7=Header F9=Accept F11=Reject F14=Cancel PO F15=FOB F17=Vendor notes F21=Summary F22=User defined option F23=Messages |
Field |
Description |
Vendor |
The code and name of the supplier. Alphanumeric, 20 positions; display-only. |
PO # |
The number assigned to the purchase order. Numeric, 7 positions; display-only. |
Status |
The status of the purchase order. Status options: Canceled (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, 10 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. |
Ln # |
The purchase order detail line number. Up to 999 lines may exist on one purchase order. Enter a number in this field and press Enter to position to a specific purchase order line number. Numeric, 3 positions; display-only. |
Sts |
The status of the purchase order line. Valid values: C - Canceled H - Held O - Open R - Recurring S - Suspended X - Closed Alphanumeric, 1 position; display-only. |
Item |
A code representing an item on the purchase order. The description of the item displays below this field. Enter a valid item number and press Enter to position to a specific item. If more than one purchase order line contains the item, the purchase orders lines that contain the item display in line number sequence. Alphanumeric, 12 positions; display-only. |
SKU |
The SKU for the item on the purchase order line. Alphanumeric, one 1-position field (full SKU) or three 4-position fields (split SKU); display-only. |
UOM (Unit of Measure) |
The retailer’s unit of measure. This may differ from the vendor’s unit of measure. Typical units of measure include: EA - each IN - inches C12 - case of 12 Validated against the Unit of Measure file; see Working with Units of Measure (WUOM). Alphanumeric, 3 positions; display-only. |
Qty ord (Quantity ordered) |
The number ordered of the item, in the retailer’s unit of measure. Numeric, 7 positions display-only. |
Qty due (Quantity due) |
The quantity remaining to be received. The system uses the following calculation to determine the quantity due: Order quantity from PO Detail file - Received quantity from PO Detail file = Quantity due. Note: 0 displays if the quantity received is greater than the quantity ordered. |
Ext cost (Extended cost) |
The extended cost of this PO detail line, which is calculated by multiplying the quantity ordered and the price from the purchase order, adding the surcharge, and subtracting the discount. Numeric, 11 positions with a 4-place decimal; display-only. |
Screen Option |
Procedure |
Create PO detail information |
Press F6 to advance to the Create PO Detail Standard Screen (Standard PO Entry). Note: When you add a PO line to a PO that is in a Closed status, the system creates the PO line in an Open status and also updates the status of the PO to Open. |
Change PO detail information |
Enter 2 next to a detail line to advance to thePO Maintenance - Change PO Detail Screen. |
Cancel PO detail information |
Enter 4 next to a detail line to cancel it from the purchase order. The status (Sts field) for the item changes to C (canceled), and the On order qty reduces by the number of units canceled. Note: If the item is a drop ship item, and you use the CWCollaborate Interface or the Locate Supplier Direct Fulfillment Interface to process drop ship items for this vendor, you cannot cancel the PO from this screen. Instead, when you enter 4 next to an item the following message displays: Use PO Inquiry or Order Inquiry to cancel drop ship line (option 15) From PO Inquiry or Order Inquiry you can cancel a CWCollaborate or Locate drop ship item if you have authority to the secured feature Order Maintenance Access (A22). If the item is a drop ship item, but was processed before the vendor was flagged to use CWCollaborate or Locate, you can cancel the line using this option. |
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. |
Review receiving history |
Enter 11 next to a detail line to advance to the Purchase Receipts History Screen. |
Close the PO line |
Enter 15 next to a detail line to close it. The status (Sts field) for the item changes to X (closed), and the On order qty reduces by the number of units. Note: If the item is a drop ship item, and you use the CWCollaborate Interface to process drop ship items for this vendor, you cannot close the PO from this screen. Instead, when you enter 15 next to an item the following message displays: Use PO Inquiry or Order Inquiry to cancel CSF drop ship line (option 15) From PO Inquiry or Order Inquiry you can cancel a CWCollaborate drop ship item if you have authority to the secured feature Order Maintenance Access (A22) |
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. |
Update PO detail messages |
Enter 23 next to a detail line to advance to the Work with PO Detail Messages Screen. |
Display PO detail history |
Enter 24 next to a detail line to advance to the Display PO Detail History Screen. |
Approve PO |
Press F2 to approve the PO. If you are not authorized to approve purchase orders, an error message displays. The Approve Purchase Order (A31) secured feature controls this access. Note: If you advanced to this screen from PO inquiry, you cannot approve a purchase order. You need to select the purchase order in PO maintenance in order to approve it, regardless of your secured feature authority. |
Work with PO header information |
Press F7 to advance to the Work with Purchase Order Screen (Header). Note: If you change any of the information that displays at the bottom of the screen, the changes apply only to the new lines entered in the purchase order during this PO Maintenance session. If you want to change the due date or any of the other information for an existing line on the PO, you must change the line information at this screen. |
Accept the PO |
Press F9 to accept the PO. See Completing PO Maintenance. |
Reject the PO |
Press F11 to reject the PO. See Completing PO Maintenance. |
Cancel the purchase order |
Press F14 to cancel this purchase order. If any of the detail lines on the PO is a drop ship item, and you use the CWCollaborate Interface to process drop ship items, you cannot cancel the purchase order using this option, and the following message displays: Must cancel drop ship lines individually |
Work with vendor FOB for the PO |
Press F15 to advance to the Work with FOB for Purchase Order Screen. |
Add vendor notes |
Press F17 to advance to the Work with Vendor Notes Screen. |
Display summary information |
Press F21 to advance to the Purchase Order Summary Screen. |
Display PO messages |
Press F23 to advance to the Work with PO Messages Screen. |
PO Maintenance - Change PO Detail Screen
Purpose: Use this screen to make changes to an item on a purchase order. You can also use this screen to:
• Enter, display, update or delete estimated additional charges for brokerage, commission, duty, freight, import, surcharge, or other types of fees.
• Enter, display, update or delete estimated discounts for a purchase order detail line.
How to display this screen: At the PO Maintenance - Maintain Detail Screen, enter 2 next to an item.
POR0267 ENTER PO Maintenance - Change PO Detail 4/28/99 14:57:09 KAL Co.
P/O # . . : 621 Rev # : 1 Status : Open Vendor # . : 101 US VENDOR Line # . . : 1 Status : Open Item . . . . ITE5 U/M : EA BIKE RACK Qty . . . . 10 Cost . . . . 11.4882 Transit qty Primary Disc .5744 Surcharge: .0000 Ext cost 109.1380
Vendor's . : 101ITEM U/M . . : EA Quantity : 10 ITEM FOR VEN Vendor price: 11.4882 Vnd Dscnt : .5744 Ext price : 109.1380 Buyer . . . BTM BERNADETTE T MIRANDA hip via . . 1 BEST WAY SHIPPER Offer . . . A01 OFFER A01 - SPECIAL EDITION Warehouse . 40 WAREHOUSE 40 Due date . . 4/29/99 Cancel date . 5/15/99 Promise date G/L Acct # : 2424
F3=Exit F8=Hold for release F12=Cancel F14=Discounts F16=Estimated charges F17=Vendor item notes F23=Messages |
Field |
Description |
Qty |
Quantity of the item that you have ordered from the vendor, in retailer’s unit of measure. The system checks: • Minimum quantity in the Vendor/Item file (in retailer’s unit of measure) • Order multiple in Vendor/Item file. (in retailer’s unit of measure) An error message displays if the quantity you order is less than the minimum, if the quantity is not a multiple of the quantity specified for the vendor/item, or if the quantity you enter cannot be converted to the vendor’s unit of measure. See Chapter 22: Working with Vendor Items (WVNI). Numeric, 7 positions; optional. |
The unit price you pay the vendor for this item, per retailer’s unit of measure. If you do not enter a cost here, it defaults after you 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 See the Costing Method (A25) system control value. If you do not enter a cost and the system does not find one using the hierarchy described above, a pop-up window 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. Note: You cannot change the cost of an existing purchase order line to zero, even if the vendor/item price and price from the SKU file are zero. CWCollaborate purchase order cost changes: When you change the cost for a drop ship purchase order line which has been sent to the CWCollaborate Interface for processing, CWDirect automatically sends the changed cost information to CWCollaborate, where it updates the purchase order in the CWCollaborate database. Numeric, 11 positions with a 4-place decimal; required. |
|
Transit qty |
The quantity that the vendor has indicated is in transit from them to you. This is merchandise that has not been received as yet; however, it has been shipped from the vendor. You can update this quantity through Working with P/O In Transit Information (MPIT) or enter it here. Numeric, 7 positions; optional. |
Primary disc (Primary discount percentage) |
The primary discount percentage defined for this vendor that is applied to all items purchased. The primary discount is established in the Vendor record. This value may be overridden at the line level or using PO Header Overrides; see Purchase Order Overrides Pop-Up Window. Numeric, 5 positions with a 2-place decimal; optional. |
Surcharge |
An additional fee to purchase this item from this vendor. A surcharge is typically added to purchases from a broker. The surcharge is defined in the Vendor record. This value may be overridden using PO Header Overrides; see Purchase Order Overrides Pop-Up Window. Numeric, 9 positions with a 4-place decimal; optional. |
Ext cost (Extended cost) |
The extended cost of this PO detail line, calculated by multiplying the quantity ordered and the price, adding the surcharge, and subtracting the discount. Numeric, 11 positions with a 4-place decimal; optional. |
Vendor's |
The vendor's item number, as defined in the Vendor/Item file; see Chapter 22: Working with Vendor Items (WVNI). Alphanumeric, 20 positions; display-only |
U/M (Unit of measure) |
The vendor's unit of measure for the vendor's item. This typically describes how the item is ordered from the vendor. See Chapter 10: Working with Units of Measure (WUOM). Alphanumeric, 3 positions; optional. |
Quantity |
The quantity of the item you have ordered from the vendor. This quantity is expressed in the vendor's unit of measure and may be different than the Qty field, above. For example, if your unit of measure is "eaches" and the vendor's unit of measure is cases of 24, if the Qty field contained 48 units, the Quantity field would be 2 (representing the vendor's unit of measure). Numeric, 7 positions; optional |
Vendor price |
The price the vendor charges for the item, per vendor’s unit of measure. This value is expressed in the vendor's currency. Numeric, 9 positions with a 4-place decimal; optional. |
Vnd Dscnt (Vendor discount) |
The vendor's primary discount, applied to all items purchased. This value may be overridden at the line level or using PO Header Overrides; see Purchase Order Overrides Pop-Up Window. Numeric, 5 positions with a 2-place decimal; optional. |
Ext price (Extended price) |
The extended price of this PO detail line. Calculated by multiplying the price by the quantity ordered. Numeric, 9 positions with a 4-place decimal; optional. |
Buyer |
A code that identifies a person who is authorized to make purchases for your company; see Chapter 17: Working with Buyers (WBUY). Alphanumeric, 3 positions; optional. |
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; optional. |
Offer (Offer code) |
The code for the offer (catalog). 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: • 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 specify a warehouse for 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. |
Due date |
The date the purchase order is due to be received, based on the PO entry date and the Lead days defined in the Vendor/Item record, or manually entered in PO Entry. This date displays in Order Entry, Order Maintenance, and Order Inquiry. Note: Changing the date on the PO detail line does not change the date on the PO header. You must also change the header date. Numeric, 6 positions (MMDDYY format); optional |
Cancel date |
The date the purchase order will be marked for cancellation if the order is not received. If you complete this field, you advance to the PO Auto Cancel Date Selection Pop-Up Window; from this window, you can generate the Purchase Order Auto Cancel Report. Note: Changing the date on the PO detail line does not change the date on the PO header. You must also change the header date. Numeric, 6 positions (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 Acct # (General ledger account number) |
The General Ledger number to which inventory is posted. 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. |
Screen Option |
Procedure |
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 |
Press F8 to advance to the Work with Hold for Release Lines Screen. Note: This option is not fully implemented. |
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. |
Display PO messages |
Press F23 to advance to the Work with PO Detail Messages Screen. |
Purchase Receipts History Screen
Purpose: Use this screen to review receipt totals for an item on a purchase order, including cost and information related to accounts payables.
How to display this screen: At the PO Maintenance - Maintain Detail Screen or the First Display Purchase Order Detail Screen in purchase order inquiry, enter 11 next to an item.
POR0078 DISPLAY Purchase Receipts History 1/18/99 14:35:07 EZK Mail Order
P/O # : 978 Vendor: 12 JACK'S JOKE SHOP Line #: 5 Item : BU001 CHOC LRGE CHOCOLATE EASTER BUNNY. THIS IS A BIG 1.
--- Sku --- -- Vendor - Date Cost Date Cost Qty Rcv U/M Qty Rcv U/M Received at Recp Control# to A/P at A/P 10 EA 10 EA 11/06/98 2.5000 241 .0000
F3=Exit F12=Cancel |
Field |
Description |
PO # |
A unique number to identify the purchase order. Numeric, 7 positions; display-only |
Vendor |
A unique number to identify the vendor. The description appears to the right. Validated against the Vendor file; see Chapter 19: Working with Vendors (WVEN). Vendor number: numeric, 7 positions; display-only. Description: alphanumeric, 20 positions; display-only. |
Ln # (Line number) |
The purchase order detail line number. Numeric, 3 positions; display-only. |
Item |
A code to represent the item on the purchase order. The description appears to the right. Item: alphanumeric, 12 positions; display-only. Description: alphanumeric, 30 positions; display-only. |
Qty Rcvd (Quantity received) |
The number of units received, presented in your unit of measure. Numeric, 7 positions; 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. |
Qty Rcvd (Quantity received) |
The number of units received, presented in the vendor's unit of measure. Numeric, 7 positions; display-only. |
Date received |
The date the units were received at your warehouse. Numeric, 6 positions; display-only. |
Cost at recp (Cost at receipt) |
The unit cost of the item. Numeric, 11 positions with a 4-place decimal; display-only. |
Control # |
The control number assigned at receipt, if any. You might use receipt control numbers to track merchandise as it is moved into suspense for inspection, or as a way to disburse additional costs across a group of receipts. You can also use control numbers to reduce the data entry required to move stock in and out of suspense, as you can move all POs for a control at once. The P/O Receipt Control # Entered (A56) system control value controls whether you use receipt control numbers. Numeric, 6 positions; display-only. |
Date to A/P |
The date you entered the A/P invoice. If you use batch A/P entry, the date you accepted and processed the batch appears here. Numeric, 6 positions; display-only |
Cost to A/P |
The unit cost from the A/P invoice. Numeric, 11 positions with a 4-place decimal; display-only. |
Display PO Detail History Screen
Purpose: Use this screen to review any activity against the purchase order line since it was created on the system. The system notes each time the line is maintained.
How to display this screen: At the PO Maintenance - Maintain Detail Screen or the First Display Purchase Order Detail Screen in PO inquiry, enter 24 next to an item.
POR0278 DISPLAY Display PO Detail History 11/22/93 15:08:36 CommercialWare Vendor # : 100 COMMERCIAL SUPPLIES P/O # . : 78 Line # : 1 Item . . : AB10000 IN/OUT BOX
B/A Date User Description B 11/22/93 TRICIA_R Cancel date: 0 A 11/22/93 TRICIA_R Cancel date: 122493 B 11/22/93 TRICIA_R Due date: 121293 A 11/22/93 TRICIA_R Due date: 121593 B 11/22/93 TRICIA_R Ordered qty: 100 A 11/22/93 TRICIA_R Ordered qty: 150
F3=Exit F12=Cancel F21=Print |
Field |
Description |
Vendor # |
The name and number of the supplier. Alphanumeric, 20 positions; display-only. |
PO # |
A unique number to identify the purchase order. Numeric, 7 positions; display-only. |
Ln # |
The number of this line on the purchase order. Numeric, 3 positions, display-only. |
Item |
A code that identifies a unit of inventory. Alphanumeric, 12 positions; display-only. |
B/A |
A code indicating whether the history represents a before or after image of the transaction. Values are: B = information representing the purchase order detail line before the transaction was processed. A = information representing the purchase order detail line after the transaction was processed. Alphanumeric, 1 position; display-only. |
Date |
The date when the activity was performed. Numeric, 6 positions; display-only. |
User |
The user who performed the activity. Alphanumeric, 10 positions; display-only. |
Description |
A description of the activity that was performed against the purchase order detail line. Alphanumeric, 25 positions; display-only. |
Purpose: To complete PO maintenance you have four options: accept or reject the purchase order; approve the PO, or cancel the PO. This chapter discusses accepting and rejecting POs. See PO Maintenance - Maintain Detail Screen for more information on approving and canceling POs.
Purchase order held automatically? When you complete your maintenance session the system puts the purchase order in held status if the net increase to the purchase order’s dollar total from the current maintenance session meets or exceeds the Total Purchase Order Maintenance Dollar Limit (J92). Drop ship purchase orders are not held if they exceed this limit. 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 maintain a purchase order that includes 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 maintenance updates. See E-Commerce Item Availability Processing for an overview.
Accept and print, email, or fax PO: To accept a purchase order 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, emailing, or faxing: 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 |
The system accepts changes made and returns to the PO Entry Select Prompt Screen. |
|
Create PO Detail Standard Screen (Standard PO Entry) First Purchase Order Horizontal Entry Screen (PO Entry) Second Purchase Order Horizontal Entry Screen |
The system accepts changes made and returns to the PO Entry Select Prompt Screen. |
The system accepts changes made and returns to the PO Entry Select Prompt Screen. |
Note: The system performs field and file updates during a background processing job (OTHR_ASYNC) when you press F9 or F19.
Rejecting your changes: To reject your changes to a purchase order, press F11 at any of the screens listed above. A pop-up window opens with the following instructions:
Press ENTER to confirm reject. F12=Cancel |
Press Enter to confirm the rejection and exit the screen; otherwise, press F12 to cancel the rejection and return to the previous screen.
Note: No changes made during this session of PO Maintenance are recorded/accepted if you press F11 to reject.
| Part H: Maintaining Purchase Orders | Contents | SCVs | Search | Glossary | Reports | XML | Index | Chapter 73: Working with Purchase Order Approval (WPOA) |
ME08_01 CWDirect 18.0 August 2015 OTN