Purpose: Use purchase order inquiry to review the status, details, and other information about a purchase order.
In this topic:
• Select Purchase Order for Inquiry Screen
• First Display Purchase Order Detail Screen
• Second Display Purchase Order Detail Screen
• Display Held for Release Lines Screen
• Display Purchase Order Detail Charges Screen
• Display Purchase Order Header Screen
• Purchase Order Header History Screen
• Purchase Order Line History Screen
• Purchase Order Overrides Pop-Up Window
• Display Purchase Order Actual Charges Screen
• First Display FOB for Purchase Order Screen
• Second Display FOB for Purchase Order Screen
Select Purchase Order for Inquiry Screen
Purpose: Use this screen is used to select a purchase order directly for inquiry; or enter information into any of the selection fields to review a list of purchase orders that closely match your entry.
How to display this screen: Enter MPOI in the Fast Path field at the top of any menu or select this option from a menu.
POR0300 ENTER Select Purchase Order for Inquiry 11/24/96 10:44:14 CommercialWare
P/O # . . . . . . . . Due date . . . . . Reference # . . .
Vendor . . . . . . . . Name . . . . . . . Reference . . . . Item . . . . . . .
Item/Clr Size . Buyer . . . . . . . .
F3=Exit F12=Cancel F22=User defined option F24=Select company |
When you enter information at any of these fields, you advance to a Select Purchase Order screen based on the first field that you completed. For example, if you enter a vendor number and a buyer, you advance to the Select Purchase Order by Vendor Number Screen because the Vendor field is before the Buyer field.
Field |
Description |
PO # |
The number assigned to a purchase order. Enter a PO number to advance to the First Display Purchase Order Detail Screen. Numeric, 7 positions; optional. |
Due date |
The date the purchase order is due to be received, based on the PO entry date and the Lead days defined for the Vendor/Item, or a date entered in PO Entry. Enter a date to advance to the Select Purchase Order by Due Date Screen. Numeric, 6 positions (MMDDYY format); optional. |
Reference # |
An internal reference number that may be stored with the purchase order. Enter a number to advance to the Select P/O by Reference Number Screen. Alphanumeric, 15 positions; optional |
Vendor number |
The code assigned to the vendor. Enter a vendor number to advance to the Select Purchase Order by Vendor Number Screen. Numeric, 7 positions; optional. |
Vendor name |
The name of your supplier. Enter a vendor name to advance to the Vendor Selection Pop-Up Window (Selecting Purchase Orders by Vendor Name). Alphanumeric, 30 positions; optional. |
Reference |
The vendor's reference number. Enter a reference number to advance to the Select P/O by Vendor Reference Screen. Alphanumeric, 15 positions; optional. |
Item |
The vendor's item number. Enter an item code to advance to the Select Purchase Order by Item/SKU Screen. Alphanumeric, 20 positions; optional. |
Item/Clr Size |
The item number and SKU, if applicable. Alphanumeric, 12 positions (item) and one 14 position field (full SKU) or three 4 position fields (split SKU); optional. |
Buyer |
A code to identify a person authorized to make purchases. Enter a buyer code to advance to the Select Purchase Order by Buyer Screen. Alphanumeric, 3 positions; optional. |
First Display Purchase Order Detail Screen
Purpose: Use this screen to review all aspects of a purchase order.
How to display this screen:
1. Enter the number of the purchase order at the Select Purchase Order for Inquiry Screen, or
2. Enter information in one of the selection fields at the Select Purchase Order for Inquiry Screen, then enter 1 beside a PO at a subsequent Select PO by (fieldname) screen.
POR0076 DISPLAY Display Purchase Order Detail 8/16/07 8:42:49 EZK Mail Order
P/O #: 1695 1 Vendor: 12 JACK'S JOKE SHOP Buyer: HEB Sts Promise Due Print Cancel Ord Qty Opn Qty Total PO Cost O 9/01/07 400 400 314.00
Type options, press Enter 5=Display 8=Hold details 11=Receiving 15=D/S Sts 16=Estimated Charges 17=Vendor item notes 23=Messages 24=History
Opt Ln# Sts Item COLR SIZE WDTH UOM Qty Due Qty Ord Ext Cost 1 O PEN23 BLUE EA 100 100 88.0000 COMFORT GRIP GEL WRITER Whs: 2 2 O PEN23 BLK EA 100 100 88.0000 COMFORT GRIP GEL WRITER Whs: 2 3 O PENCIL EA 100 100 88.0000 ECONOMY MECHANICAL PENCIL Whs: 2 4 O ERASER EA 100 100 50.0000 PINK ERASER Whs: 2
F3=Exit F6=Maintain F7=Header F8=Toggle due/rcv F12=Cancel F15=Chgs F16=History F17=Vendor notes F22=User defined option F23=Msgs |
Field |
Description |
P/O # |
The number assigned to a purchase order. Numeric, 7 positions; display-only. |
Vendor |
The name and the number of the supplier of the item. Vendor codes are defined in and validated against the Vendor file; see Working with Vendors (WVEN). Vendor number: numeric, 7 positions; display-only. Vendor name: alphanumeric, 20 positions; display-only. |
Buyer |
A code that identifies an employee who is authorized to make purchases for your company. Buyer codes are defined in and validated against the Buyer file; see Working with Buyers (WBUY). Alphanumeric, 3 positions; display-only. |
Status |
The status of the purchase order. Valid values are: Canceled (C): The purchase order was canceled through PO Maintenance; it remains on the system for historical purposes. Closed (X): All items on the purchase order have been received through PO Receiving or closed without receipt through PO Maintenance. Held (H): The purchase order is on hold; the items on the purchase order cannot be received until it is approved through PO Maintenance or Working with Purchase Order Approval (WPOA). Open (O): The items on the purchase order are expected to be received. Recurring (R): A template purchase order exists for merchandise ordered on a regular basis. At pre-defined intervals, the system issues a new purchase order automatically for all recurring purchase orders. Alphanumeric, 10 positions; display-only. |
Promise (Promise date) |
A user-defined date for the expected ship date or promised arrival date. Numeric, 6 positions (MMDDYY format); display-only. |
Due (Due date) |
The date the purchase order is due to be received, based on the PO entry date and the Lead days from the Vendor/Item or manually entered in PO Entry. Numeric, 6 positions (MMDDYY format); display-only. |
Print (Print date) |
The date the purchase order was printed. Numeric, 6 positions; display-only. |
Cancel (Cancel date) |
The date the purchase order is flagged for cancellation if the items are not received. You can use the auto-cancellation option to produce a list of all items approaching or beyond the specified cancel date. Numeric, 6 positions (MMDDYY format); display-only. |
Ord qty (Order quantity) |
The total unit quantity ordered (in retailer’s unit of measure) on the PO, either at initial PO entry or during PO maintenance. This total includes units that are open, held, received, or cancelled. Numeric, 7 positions; display-only. |
Opn qty (Open quantity) |
The total unit quantity on the PO in open or held status. Numeric, 7 positions; display-only. |
Total PO cost |
The total cost of all PO detail lines that are open, held, or closed (any status but canceled). Received PO detail lines are included in this total. Numeric, 11 positions with a 4-place decimal; display-only. |
The information displayed for purchase order detail lines is described below. |
|
Ln # (Line number) |
The purchase order detail line number. You can enter up to 999 lines on one purchase order. Numeric, 3 positions; display-only |
Sts (Status) |
The status of the purchase order. Valid values are: C - Canceled H - Held O - Open R - Recurring X - Closed Alphanumeric, 1 position; display-only. |
Item |
A code for an unit of inventory. Item numbers are defined in and validated against the Item file. Alphanumeric, 12 positions; display-only. |
SKU |
A code that further identifies a unit of inventory by its unique style, such as its color and size. Alphanumeric, one 14-position field (full SKU) or three 4-position fields (split SKU); display only. |
UOM (Unit of measure) |
A standard by which an item is sold. Typical units of measure include: EA - each IN - inches C12 - case of 12 Unit of measure codes are defined in and validated against the Unit of Measure file; see Working with Units of Measure (WUOM). Alphanumeric, 3 positions; display-only. |
Qty due (Quantity due) |
The quantity remaining to be received from the vendor. Numeric, 7 positions; display-only. |
Qty rcv (Quantity received) |
The quantity already received from the vendor. PO Receiving updates this field. Numeric, 7 positions; display-only. |
You can press F8 to show the quantity due, then press F8 again to show the quantity received. The screen initially displays the quantity due. |
|
Qty ord (Quantity ordered) |
The quantity originally ordered of the item. Numeric, 7 positions; display-only. |
Ext cost (Extended cost) |
The total cost for this item. The calculation is: (Quantity ordered * (Price from the Vendor/Item or Item record + Surcharge)) - Discount Numeric, 11 positions with a 4-place decimal; display-only. |
Whs (Warehouse) |
The warehouse code associated with the purchase order line. This is the warehouse where the merchandise will be received. |
Screen Option |
Procedure |
Display PO detail information |
Enter 5 next to an item to advance to the Second Display Purchase Order Detail Screen. |
Review hold for release details |
Enter 8 next to an item to advance to the Display Held for Release Lines Screen. Note: This option is not fully implemented. |
Review receiving history |
Enter 11 next to an item to advance to the Purchase Receipts History Screen. |
View CWCollaborate or Locate status information about a drop ship purchase order detail line |
Enter 15 next to an item to advance to the Display P/O Drop Ship Screen if the item is a drop ship item and you use the CWCollaborate Interface or the Locate Supplier Direct Fulfillment Interface to process drop ship items for this vendor (see Drop ship output). If you have authority to secured feature Order Maintenance Access (A22), you can initiate a cancel request for the item from the Display PO Drop Ship screen. If the item is not a drop ship purchase order processed through CWCollaborate or Locate, a message indicates: Selected line has no drop ship purchase order information. |
Work with estimated charges |
Enter 16 next to an item to advance to the Display Purchase Order Detail Charges Screen. |
Work with vendor item notes |
Enter 17 next to an item to advance to the Work with Vendor Item Notes Screen. |
Work with line messages |
Enter 23 next to an item to advance to the Work with PO Detail Messages Screen. |
Display PO detail history |
Enter 24 next to an item to advance to the Display PO Detail History Screen. |
Maintain PO |
Press F6 to display the PO Maintenance - Maintain Detail Screen. Note: If you advance to PO maintenance from PO inquiry, you cannot approve a purchase order. You need to select the purchase order in Maintaining Purchase Orders (MPOE). Past Locate cutover date? For vendors that previously used CWCollaborate and now use Locate, the system compares the purchase order date with the vendor’s Locate cutover date, because updates are no longer sent to CWCollaborate after the cutover. If the purchase order was created before the cutover date, a warning message indicates that you cannot change the purchase order. See Locate Supplier Direct Fulfillment Interface, including Submitting Updates to Locate, for more information. |
Display PO header information |
Press F7 to advance to the Display Purchase Order Header Screen. |
Display the quantity due or the quantity received |
Press F8 to switch between fields. |
Display actual charges |
Press F15 to advance to the Display Purchase Order Actual Charges Screen. |
Display PO header history |
Press F16 to advance to the Purchase Order Header History Screen. |
Display vendor notes |
Press F17 to advance to the Work with Vendor Notes Screen. |
Display PO messages |
Press F23 to advance to the Work with PO Messages Screen. |
Second Display Purchase Order Detail Screen
Purpose: Use this screen to review items on a purchase order.
How to display this screen: At the First Display Purchase Order Detail Screen, enter 5 next to an item.
POR0129 ENTER Display Purchase Order Detail 1/20/99 9:08:31 INQUIRY EZK Mail Order P/O # . . . : 1004 Rev # : 1 Status : Open Vendor # . : 201 TOY WORKS Line # . . : 1 Status : Open Item . . . : BE12345 U/M : EA DACHSHUND BEAN BAG DOLL Quantity . : 10 Transit Qty: 0 Cost . . : 2.7972 Primary Disc .0000 Surcharge: .0000 Ext cst 27.9720 TRADE % : .00 COOP % : .00 SPECIAL % : .00 Discount . : .0000 Discount . : .0000 Discount : .0000
Vendor's . : U/M: Quantity : 0 Vendor price: 2.7972 Vnd Disc : .0000 Vnd Disc 1 : .0000 Vnd Disc 2 : .0000 Vnd Disc 3: .0000 Ext price : .0000 Prc mthd: Item FIFO Cost Buyer HEB HANNAH ELIZABETH BROWN Ship via . : 1 BEST WAY G/L Acct # : 10080100 Offer . . : OFR ALL-PURPOSE OFFER Warehouse : 2 MAIN WAREHOUSE Due date . : 1/20/99 Cancel date : Promise date : F3=Exit F8=Hold for release F12=Cancel F16=Estimated charges F17=Vendor item notes F23=P/O detail messages |
All fields on this screen are display-only.
Field |
Description |
PO # |
The number assigned to this purchase order. Numeric, 7 positions. |
Rev # (Revision number) |
The number of times a purchase order has been revised. The revision number is increased each time the purchase order is maintained and accepted. Numeric, 3 positions. |
Status |
The status of the purchase order. When you first create a purchase order, the status is Open. Status options: Canceled (C): The purchase order was canceled through Purchase Order Maintenance; it exists on the system for historical purposes. Closed (X): All lines on the purchase order have been received through Purchase Order Receiving. Held (H): The purchase order must be approved through Purchase Order Maintenance or Working with Purchase Order Approval (WPOA) before receipts can occur. Open (O): The purchase order exists on the system awaiting Purchase Order Receipts. Recurring (R): A template purchase order exists for merchandise ordered on a regular basis. Each interval, a new purchase order is generated for all recurring purchase orders. Alphanumeric, 10 positions. |
Line # |
The purchase order detail line number. There can be up to 999 lines on one purchase order. Numeric, 3 positions; display-only. |
Vendor # |
The code that identifies the vendor or supplier of an item. See Working with Vendors (WVEN). Numeric, 7 positions. |
Sts (Status) |
The status of the purchase order line. Valid values: C - Canceled H - Held O - Open R - Recurring X - Closed Alphanumeric, 1 position; display-only. |
Item |
The item and SKU you are ordering. The description of the item displays below. Item: alphanumeric, 12 positions; display-only. SKU: alphanumeric, one 14-position field (full SKU) or three 4-position fields (split SKU); display-only. Description: alphanumeric, 40 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 Working with Units of Measure (WUOM). Alphanumeric, 3 positions; display-only. |
Quantity |
Quantity of the item that has been ordered from the vendor. Numeric, 7 positions; display-only. |
Transit qty (Transit quantity) |
The quantity that the vendor has indicated is in transit from the vendor to you. Numeric, 7 positions; display-only. |
Cost |
The unit price for this item. Numeric, 11 positions with a 4-place decimal; display-only. |
Primary disc (Primary discount) |
The primary discount percentage defined for this vendor, applied to all items purchased. The standing discount for the vendor defaults, but you can override it at the line level or using PO Header Override; see Purchase Order Overrides Pop-Up Window. Numeric, 5 positions with a 2-place decimal; display-only. |
Surcharge |
An additional fee to purchase this item from this vendor. A surcharge is typically added to purchases from a broker. The surcharge for the vendor defaults, but you can override it using PO Header Overrides; see Purchase Order Overrides Pop-Up Window. Numeric, 9 positions with a 4-place decimal; display-only. |
Ext cost (Extended cost) |
The extended cost of this PO detail line, calculated by multiplying the order quantity and the price, adding the surcharge, and subtracting the discount. Numeric, 11 positions with a 4-place decimal; display-only. |
Trade % (Discount 1 percentage) |
The percentage of the first discount in the Vendor Discount 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. Discount 1 is blank if you the Vendor/PO Discount Values (E18) field in the System Control file is blank. The Discount calc (Discount calculation method) field in the Vendor Extended file applies. See Combined Discount Calculation and Tiered Discount Calculation. Numeric, 11 positions with a 4-place decimal; display-only. |
Coop % (Discount 2 percentage) |
The percentage of the second discount in the Vendor Discount 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. Discount 2 is blank if you have not the Vendor/PO Discount Values (E18) system control value is blank. The Discount calc (Discount calculation method) field in the Vendor Extended file applies. See Combined Discount Calculation and Tiered Discount Calculation. Numeric, 11 positions with a 4-place decimal; display-only. |
Special % (Discount 3 percentage) |
The percentage of the third discount in the Vendor Discount 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. Discount 3 is blank if the Vendor/PO Discount Values (E18) system control value is blank. The Discount calc (Discount calculation method) field in the Vendor Extended file applies. See Combined Discount Calculation and Tiered Discount Calculation. Numeric, 11 positions with a 4-place decimal; display-only. |
Discount (Unit discount) |
The dollar amount of the first discount that the system subtracts from the unit cost of an item on the purchase order. The Discount calc (Discount calculation method) field in the Vendor Extended file applies. See Combined Discount Calculation and Tiered Discount Calculation. Numeric, 11 positions with a 4-place decimal; display-only. |
Discount (Unit discount) |
The dollar amount of the second discount that the system subtracts from the unit cost of an item on the purchase order. The Discount calc (Discount calculation method) field in the Vendor Extended file applies. See Combined Discount Calculation and Tiered Discount Calculation. Numeric, 11 positions with a 4-place decimal; display-only. |
Discount (Unit discount) |
The dollar amount of the third discount that the system subtracts from the unit cost of an item on the purchase order. The Discount calc (Discount calculation method) field in the Vendor Extended file applies. See Combined Discount Calculation and Tiered Discount Calculation. Numeric, 11 positions with a 4-place decimal; display-only. |
Vendor's information (see Working with Vendor Items (WVNI): |
|
Vendor's |
The vendor's item code for the item. Alphanumeric, 20 positions; display-only. |
U/M (Unit of measure) |
The vendor's unit of measure for the vendor's item. Alphanumeric, 3 positions; display-only. |
Quantity |
The quantity of the item that has been ordered from the vendor, expressed in the vendor's unit of measure. For example, if your unit of measure is eaches and the vendor's unit of measure is cases of 24, the Qty field may contain 48 units and the Quantity field would be 2 (representing the vendor's unit of measure). Numeric, 7 positions; display-only. |
Vendor price |
The price the vendor charges for the item, expressed in the vendor's currency. Numeric, 9 positions with a 4-place decimal; display-only. |
Vnd dscnt (Vendor discount) |
The primary unit discount amount represented in the vendor's currency. Numeric, 11 positions; display-only. |
Vnd dscnt 1 (Vendor unit discount) |
The dollar amount of the first discount displayed in the vendor's currency. Calculating discounts in a foreign currency results in inaccurate discount amounts. Numeric, 11 positions with a 4-place decimal; display-only. |
Vnd dscnt 2 (Vendor unit discount) |
The dollar amount of the second discount displayed in the vendor's currency. Calculating discounts in a foreign currency results in inaccurate discount amounts. Numeric, 11 positions with a 4-place decimal; display-only. |
Vnd dscnt 3 (Vendor unit discount) |
The dollar amount of the third discount displayed in the vendor's currency. Calculating discounts in a foreign currency results in inaccurate discount amounts. Numeric, 11 positions with a 4-place decimal; display-only. |
Ext price (Extended price) |
The extended price of this PO detail line in the vendor's unit of measure. Calculated by multiplying the price by the quantity ordered. Numeric, 9 positions with a 4-place decimal; display-only. |
Prc method (Price method description) |
The description of the pricing method used for the item on this purchase order. Valid values are: Price overridden = At purchase order entry, you specified the price for the item. Vendor item price = The vendor item price defaulted. Item average cost = The average cost from the SKU file defaulted. The average cost defaults only if the Costing Method (A25) system control value is set to AVERAGE. Item standard cost = The standard cost from the SKU file defaulted. The average cost defaults only if the Costing Method (A25) system control value is set to STANDARD. Item FIFO cost = The last purchase cost from the SKU file defaulted. The last purchase cost defaults only if the Costing Method (A25) system control value is set to FIFO. |
|
Unless you override it, the system uses the vendor/item price, if it exists, for the purchase order. If there is no vendor/item price, the system uses the average, standard, or last purchase cost, based on your costing method as described above. Alphanumeric, 25 positions. |
Buyer |
A code that identifies a person who is authorized to make purchases for your company. The buyer's name displays to the right. See Working with Buyers (WBUY). Alphanumeric, 3 positions; display-only. |
Ship via |
A code that represents a carrier used for shipping merchandise to your company. The description displays to the right. See Working with Purchase Order Ship Via (WPSV). Numeric, 2 positions; display-only |
G/L #(General ledger account number) |
The General Ledger number to which inventory is posted. This number is validated against the General Ledger Accounts file. See Accounts Payable Working with G/L Accounts (WGLA). Numeric, 8 positions; display-only. |
Offer (Offer code) |
A code for the offer (catalog) in which you sell the item. See Marketing Working with Offers (WOFR). The description displays to the right. Alphanumeric, 3 positions; display-only. |
Warehouse |
A code that represents the warehouse where the item is kept. Validated against the Warehouse file. The description displays to the right. Numeric, 3 positions; display-only. |
Due date |
The date the PO is due to be received, based on the PO entry date and the Lead days for the vendor item or manually entered in Purchase Order Entry. This date displays in Order Entry, Order Maintenance, and Order Inquiry. Numeric, 6 positions (MMDDYY format); display-only. |
Cancel date |
The date the order is marked for cancellation if the order is not received. See Printing the PO Auto Cancel Report (MPAC). Numeric, 6 positions (MMDDYY format); display-only. |
Promise date |
A user-defined date that may be used to represent the expected ship date or promised arrival date. Numeric, 6 positions (MMDDYY format); display-only. |
Screen Option |
Procedure |
Review hold for release details |
Press F8 to advance to the Display Held for Release Lines Screen. Note: This option is not fully implemented. |
Review estimated charges |
Press F16 to advance to the Display Purchase Order Detail Charges Screen. |
Update vendor item notes |
Press F17 to advance to the Work with Vendor Item Notes Screen. |
Update PO detail messages |
Press F23 to advance to the Work with PO Detail Messages Screen. |
Display Held for Release Lines Screen
Purpose: Use this screen to review the quantities ordered on a purchase order detail line that have been
• broken up over several shipments, or
• postponed for shipment until a future date.
Important: This option is not fully implemented.
How to display this screen: At the First Display Purchase Order Detail Screen, enter 8 next to the item; or, at the Second Display Purchase Order Detail Screen, press F8.
POR0130 DISPLAY Display Held For Release Lines 5/23/97 10:19:52 The Mail Order Company
P/O # . : 306 Line # : 1 Order qty : 1 Item . : FUR HAT DISCOUNT HAT
------ Date ------ Sts Release Due Quantity H 2 O 01/23/97 11/27/97 1
F3=Exit F12=Cancel |
Field |
Description |
PO # |
The number assigned to a purchase order. Numeric, 7 positions; display-only. |
Line # |
The purchase order detail line number. You can enter up to 999 lines on one purchase order. Numeric, 3 positions; display-only. |
Order qty (Order quantity) |
The quantity of the item you ordered. Numeric, 7 positions; display-only. |
Item |
A code that represents a unit of inventory. Alphanumeric, 12 positions; display-only. |
Status |
The status of the purchase order line. Valid values: C - Canceled H - Held O - Open R - Recurring X - Closed Alphanumeric, 1 position; display-only. |
Release date |
The date when this portion of the purchase order detail line can be fulfilled by the vendor. The PO releases automatically and goes into the open status on the release date. Numeric, 6 positions (MMDDYY format); display-only. |
Due date |
The date this purchase order line is due. Numeric, 6 positions (MMDDYY format); display-only. |
Quantity |
The portion of the purchase order detail line that will be fulfilled by the vendor by the corresponding due date. Numeric, 7 positions; display-only. |
Display Purchase Order Detail Charges Screen
Purpose: Use this screen to review additional charges, such as freight, brokerage, commission, or duty charges, for this purchase order detail line. These charges are for estimating purposes only. You can assign additional charges at purchase order receiving; see Purchase Order Inquiry (MPOI) for more information.
You use the Working With PO Additional Charges (WPAC) menu option to define PO additional charges. You can enter the estimated charge as a unit cost or a percent to apply against each unit on this purchase order detail line.
How to display this screen:
1. At the First Display Purchase Order Detail Screen, enter 16 next to an item.
2. At the Second Display Purchase Order Detail Screen, press F14.
POR0077 DISPLAY Display Purchase Order Detail Charges 5/29/97 8:02:55 The Mail Order Company P/O # . : 75 Line # : 1 Item . : AB10000 IN/OUT BOX
Code Description Unit Cost Percent 01 FREIGHT 10.00 .00
F3=Exit F12=Cancel
|
Field |
Description |
PO # |
The number assigned to a purchase order. Numeric, 7 positions; display-only. |
Line # (Line number) |
The purchase order detail line number. There can be up to 999 lines on one purchase order. Numeric, 3 positions; display-only. |
Item |
A code that represents a unit of inventory. Alphanumeric, 12 positions; display-only. |
Code |
A code that represents the estimated charge for to the detail line. Validated against the PO Additional Charge file; see Working With PO Additional Charges (WPAC). Numeric, 2 positions; optional. |
Description |
Text that describes the charge code. Alphanumeric, 30 positions; display-only. |
Unit cost |
The unit charge for this purchase order detail line for brokerage, commission, duty, freight, import, surcharge, or other user-defined fees. Actual charges from the vendor for these fees are captured at PO Receiving. The system multiplies the unit cost by the quantity ordered to determine the estimated charge. Numeric, 11 positions with a 4-place decimal; display-only. |
Percent |
The percentage used to calculate the additional charges on a purchase order detail line. The system multiplies the percentage by the extended price on the purchase order detail line to determine the estimated charge. Actual charges are captured at PO Receiving. Numeric, 5 positions with a 2-place decimal; display-only. |
Display Purchase Order Header Screen
Purpose: Use this screen to review information about the purchase order that pertains to the entire purchase order record, such as status, ship-to address, buyer, or offer.
How to display this screen: At the First Display Purchase Order Detail Screen, press F7.
POR0072 DISPLAY Display Purchase Order Header 10/09/96 15:52:06 The Mail Order Company
P/O # . . : 227 1 Ship To: Warehouse . : 10 Status . . : Docked or Cust # . : 0 Vendor . . : 1010 or Order # . : 0 0 J CLEGG THE MAIN WAREHOUSE RAY FREQUENCY 1010 RADIO DRIVE 10 SPEEN STREET
FRAMINGHAM MA FRAMINGHAM MA 01701 01701 USA Placed with : Shipping : Buyer . . . : BLJ Ship via . . : 1 Offer . . . : 222 Due date . . : 10/10/96 Cancel date : 10/30/96 Promise date: 10/20/96 G/L # . . . : 34232 Print date . : Type . . . : I (I,R) Entry date . : 10/09/96 Receipt date : 10/09/96 Approve Date: Entered By . : KAREN_L Received by : Approved by :
F3=Exit F9=Prt/Fax F12=Cancel F14=FOB F15=Act Chgs F16=P/O Hist F18=P/O Overrides F20=P/O Messages F22=User Option F23=Vendor Notes |
Field |
Description |
PO # |
The number assigned to a purchase order. Numeric, 7 positions. |
Ship to |
The ship-to information entered for the purchase order. Each option is described below. Warehouse: Defaults from the primary warehouse from the System Control file. If you do not define a default in the System Control file, you must enter the warehouse code here. Note: You can override the warehouse code for any line on the purchase order. The system tracks the total on order for each item in each warehouse, based on the code entered here or on the detail line. In addition, the warehouse code controls which shipping address prints on the PO or is transmitted in the EDI file. A separate PO prints for each warehouse to each different ship-to address. Numeric, 3 positions. |
|
Customer number/Order number: Unique numbers the system assigns to customers or orders. The system requires either a customer or order number for drop ship purchase orders. If you enter the customer number, the system does not tie this number to the order or pull the items from the order through to the purchase order. Numeric, 9 positions. |
Status |
The status of the purchase order. Valid values are: Canceled (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. Docked (D): One or more deliveries against the purchase order have been docked and the purchase order is awaiting receipt. Held (H): The PO must be approved through PO Maintenance or Working with Purchase Order Approval (WPOA) before receipts can occur. Open (O): At least one line on the PO is awaiting receipt. Recurring (R): A template PO exists for merchandise ordered on a regular basis. Each interval, the system generates a new PO for all recurring POs. Alphanumeric, 10 positions. |
Vendor |
A unique number to identify the supplier you are purchasing from. Validated against the Vendor file. Numeric, 7 positions. |
Vendor name/address |
The supplier's name and address. Alphanumeric, 30 positions. |
Warehouse /customer |
The name and address of the warehouse or the customer, depending on which information you entered. Alphanumeric, 30 positions. |
Placed with |
The name of the person at the vendor site who took the purchase order originally. Alphanumeric, 30 positions. |
Shipping |
One line of shipping instructions to print on the purchase order. Alphanumeric, 20 positions. |
Buyer |
A code that identifies an employee who is authorized to make purchases for your company. Validated against the Buyer file; Working with Buyers (WBUY). Numeric, 3 positions. |
Ship via |
A code that identifies your preferred shipper, or the shipper agreed upon with the vendor. Validated against the PO Ship Via file; see Working with Purchase Order Ship Via (WPSV). Numeric, 2 positions. |
Offer (Offer code) |
The code for the offer (catalog) you use to sell this merchandise. Alphanumeric, 3 positions. |
Due date |
The date the purchase order is due to be received. The due date is the date the operator always sees in Order Entry. Numeric, 6 positions (MMDDYY format). |
Cancel date |
The date the purchase order is marked for cancellation if the order is not received. You can use the auto-cancellation option to produce a list of all items approaching or beyond the specified cancel date. Numeric, 6 positions (MMDDYY format). |
Promise date |
A user-defined date that may be used to represent the expected ship date or promised arrival date. Numeric, 6 positions (MMDDYY format). |
G/L # (General ledger account number) |
The General Ledger number to use for posting inventory. Numeric, 8 positions. |
Print date |
The date the purchase order was printed. Numeric, 6 positions (MMDDYY format). |
Type |
This field indicates whether this purchase order is an initial buy or a reorder. Valid values are: I: Initial Buy R: Reorder Alphanumeric, 1 position. |
Entry date |
The date the purchase order was entered. Numeric, 6 positions (MMDDYY format). |
Receipt date |
The date when the most current receiving activity was performed against this purchase order. Numeric, 6 positions (MMDDYY format). |
Approve date |
The date the purchase order was approved. Numeric, 6 position (MMDDYY format |
Entered by |
A code that identifies the user who entered the order. Alphanumeric, 10 positions. |
Received by |
A code that identifies the user who received the merchandise. Alphanumeric, 10 positions. |
Approved by |
A code that identifies the user who approved the purchase order. Alphanumeric, 10 positions. |
Screen Option |
Procedure |
Print, fax, or email the purchase order |
Press F9 to advance to the Print and/or Fax Pop-Up Window. |
Review FOB addresses for the purchase order |
Press F14 to advance to the First Display FOB for Purchase Order Screen. |
Display actual charges |
Press F15 to advance to the Display Purchase Order Actual Charges Screen. |
Review purchase order history |
Press F16 to advance to the Purchase Order Header History Screen. |
Review purchase order overrides |
Press F18 to advance to the Purchase Order Overrides Pop-Up Window. |
Update purchase order messages |
Press F20 to advance to the Work with PO Messages Screen. |
Display vendor notes |
Press F23 to advance to the Display Vendor Notes Screen. |
Purchase Order Header History Screen
Purpose: Use this screen to review the activity that has taken place for a purchase order at the header level. This information is stored in the PO Header Audit file.
What activities create PO Header History? You can use this screen to review activity such as:
• emailing, printing, or faxing the purchase order
• approving the purchase order
• changing any fields on the purchase order header
• any changes to purchase order detail that cause the system to increment the purchase order’s revision number
• the system putting the purchase order on hold because it meets or exceeds the Total Purchase Order Entry Dollar Limit (J91) or the Total Purchase Order Maintenance Dollar Limit (J92)
This screen displays the “before” and “after” images of each changed field. For example, when you update the due date, the screen lists history such as:
B 4/18/08 EKAPLAN Due date: 60108
A 4/18/08 EKAPLAN Due date: 61508
B 4/18/08 EKAPLAN Revision #: 1
A 4/18/08 EKAPLAN Revision #: 2
How to display this screen: Press F16 at the Display Purchase Order Header Screen.
POR0118 DISPLAY Purchase Order Header History 4/18/08 15:40:19 EZK Mail Order
P/O # ...: 1932 Vendor # : 12 JACK'S PARTY SUPPLIES
B/A Date User Description
B 4/18/08 EKAPLAN Revision #: 1 A 4/18/08 EKAPLAN Revision #: 2 A 4/18/08 EKAPLAN PO Emailed Revision #: 002 A 4/18/08 EKAPLAN PO Faxed Revision #: 002 A 4/18/08 EKAPLAN PO Printed Revision #: 002
F3=Exit F7=Line History F12=Cancel F21=Print |
Field |
Description |
PO # |
A unique number to identify the purchase order. Numeric, 7 positions; display-only. |
Vendor # |
The name and number of the supplier. Alphanumeric, 20 positions; display-only. |
B/A |
A code indicating whether the history represents a before or after image of the transaction. Values are: B = the information on the purchase order before the transaction was processed. A = the information on the purchase order 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. Alphanumeric, 25 positions; display-only. |
Screen Option |
Description |
Review purchase order line history |
Press F7 to advance to the Purchase Order Line History screen. See Display PO Detail History Screen for screen sample and field descriptions of this screen. |
Purchase Order Line History Screen
Purpose: Use this screen to review any activity against the purchase order line since it was created on the system. The system notes each time anything happens to the line (such as, maintenance, receipts, etc.).
How to display this screen: At the Purchase Order Header History Screen, press F7.
POR0120 DISPLAY Purchase Order Line History 5/01/00 16:22:55 LJW MAIL ORDER CO
P/O # . : 563 US VENDOR Line # . . 1 POP-UP BOX
B/A Date User Description B 5/01/00 LWARREN Cancel date: 112598 A 5/01/00 LWARREN Cancel date: 50200 B 5/01/00 LWARREN Buyer: BTM A 5/01/00 LWARREN Buyer: LJW
ENTER=Next line F3=Exit F12=Cancel F21=Print |
Field |
Description |
P/O # |
The unique number which identifies the purchase order, and the description of the supplier. Alphanumeric, 20 positions; display-only. |
Ln # |
The number of this line on the purchase order. Numeric, 3 positions, display-only. |
Item description |
A description of the item. 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. |
Screen Option |
Description |
Review history for the next detail line of the purchase order |
Press Enter. |
Purchase Order Overrides Pop-Up Window
Purpose: Use this window to review overrides that have been made to the Vendor record for this purchase order only.
How to display this screen: At the Display Purchase Order Header Screen, press F18.
Purchase Order Overrides
Reference # . : Currency/Rate : USA 5.0000000 Vendor ref # . : Terms . . . . : 0 Discount % . . : .00 Surcharge % . : .00 Tax status . . : Recurring P/O : N Negotiate price: N Confirming P/O: N F3=Exit F12=Cancel |
Field |
Description |
Reference # |
An internal reference number to store with the purchase order. For example, this might be an internal purchase order number from a preprinted purchase order, or an internal control for departmental purchase orders. Alphanumeric, 15 positions; display-only. |
Currency/Rate |
The currency of the vendor or broker, and the current currency conversion rate. Validated against the Currency file; see Working with Currency (WCUR). Currency: alphanumeric, 3 positions; display-only. Rate: numeric, 11 positions with a 7-place decimal; display-only. |
Vendor ref # (Vendor reference number) |
The vendor's reference number, such as an alternate order number. Prints on the purchase order. Alphanumeric, 15 positions; display-only. |
Terms |
A code that represents the payment terms, such as net 30 days. Defaults from the Vendor file, but you can override it in purchase order entry or maintenance. Payment terms are validated against the Terms Code file; see Working with Terms (WAPT). Numeric, 2 positions; display-only. |
Discount % (Discount percent) |
The discount percent to apply to each item ordered from this vendor. Defaults from the Vendor file, but you can override it in purchase order entry or maintenance. Numeric, 5 positions with a 2-place decimal; display-only. |
Surcharge % (Surcharge percent) |
The surcharge percentage to add to purchases from this vendor. A surcharge is typically added to purchases from a broker. Defaults from the Vendor file, but you can override it in purchase order entry or maintenance. The surcharge percent is reflected in the cost of each item. Numeric, 5 positions with a 2-place decimal; display-only. |
Tax status |
The resale or exempt classification, if any, entered in purchase order entry or maintenance. Informational. Alphanumeric, 15 positions; display-only. |
Recurring PO |
Indicates a template for a recurring purchase order. • Y = The system assign an R (Recurring) status to the purchase order. Any items and quantities on this purchase order are not placed “on-order.” See Recurring Purchase Order Screen. N (or blank) = This is not a recurring purchase order. Alphanumeric, 1 position; display-only. |
Negotiate price |
Determines whether prices default for items. • Y = You must enter a price for each item. • N (or blank) = The price automatically defaults for each item from: 1. Vendor/Item quantity break file 2. Vendor/Item file 3. Item file See Working with Vendor Items (WVNI). Alphanumeric, 1 position; display-only. |
Confirming PO |
Indicates whether this is a confirming purchase order. When you print a confirming purchase order, it indicates that it is a confirming document. Y = The order was already communicated to the vendor, and this is a confirming purchase order. N (or blank) = This is not a confirming purchase order. Alphanumeric, 1 position; display-only. |
Display Purchase Order Actual Charges Screen
Purpose: Use this screen to review the actual additional charges for the purchase order in terms of brokerage, commission, duty, freight, import, surcharge, or other user-defined fees.
The actual charges are captured at PO Receiving. These may be compared against the estimated charges defined for the PO during PO Entry or PO Maintenance. These charges represent the cumulative charges over all lines on a PO.
How to display this screen: At the Display Purchase Order Header Screen, press F15.
POR0166 DISPLAY Display Purchase Order Actual Charges 11/29/93 10:47:02 CommercialWare
P/O # . : 78 Receipt date : 11/22/93 Vendor # : 100 COMMERCIAL SUPPLIES
Charge Control # Code Description Amount
29 01 7.5000
F3=Exit F10=Actions F12=Cancel |
Field |
Description |
PO # (Purchase order number) |
The number assigned to a purchase order. Numeric, 7 positions; display-only or required |
Receipt date |
The date on which the most current receiving activity was performed against this purchase order. Updated by PO Receiving. Numeric, 6 positions (MMDDYY format); display-only. |
Vendor # |
The number and name of the supplier. Alphanumeric, 20 positions; display-only. |
Control # (Control number) |
The control numbers are used to track merchandise as it is moved into suspense for inspection, or as a way to disperse additional costs across a group of receipts. It also facilitates the data entry required to move stock in and out of suspense, as you may move all POs for a control in one entry. There is a control number only if the System Control file value P/O Receipt Control # Entered (A56) is set to Y. Numeric, 6 positions; display-only. |
Charge code |
A code that represents a type of additional charge for the purchase order, such as brokerage, commission, duty, freight, import, surcharge, or other user-defined fees. Valid additional charge codes are defined through the PO Additional Charge function; see Working With PO Additional Charges (WPAC). Alphanumeric, 2 positions; display-only. |
Description |
Description associated with an additional charge for a purchase order detail line, for brokerage, commission, duty, freight, import, surcharge, or other user-defined fees. Alphanumeric, 30 positions; display-only. |
Amount |
The total dollar value of the actual additional charge for brokerage, commission, duty, freight, import, surcharge, or other user-defined fees. Represents the total for this type of fee across all lines of the purchase order. Updated at PO Receiving. This charge may be compared against the estimated additional charges entered during PO Entry or PO Maintenance. Numeric, 9 positions with a 4-place decimal; display only. |
Purpose: Use this screen to display free-form notes about this vendor. These notes are displayed in PO Inquiry, PO Maintenance, and PO Receiving.
How to display this screen: At the Display Purchase Order Header Screen, press F23.
INR0465 DISPLAY Display Vendor Notes 10/16/97 11:06:06 The KL Mail Order Company
Vendor : 101 THE CATALOG VENDOR Note Print Call if you will be late with delivery R Gives good prices, deal only with Bob R
F3=Exit F12=Cancel |
Field |
Description |
Note |
Free-form text about the vendor. The text can print on purchase orders and reports. These notes are displayed in PO Entry, PO Maintenance, PO Inquiry, and PO Receiving. Use Shift/Roll or Page Down to view additional lines. Alphanumeric, 60 positions (each line); display only. |
Defines whether this message text on the line prints 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. Alphanumeric, 1 position; optional. |
First Display FOB for Purchase Order Screen
Purpose: Use this screen to review vendor FOB records for a specific purchase order.
About FOB Address: The FOB (freight on board) address is the location where title to merchandise being shipped passes from the seller to the buyer. If the FOB address is an Origin type, ownership of the merchandise passes from seller to buyer at the origin of the shipping route, and the buyer is responsible for transportation costs and risk of loss or damage from that point. If the FOB address is a Destination type, ownership of the merchandise passes from seller to buyer at the receiving point for the merchandise, and the seller is responsible for transportation costs and risk of loss or damage until the merchandise reaches its destination.
How to display this screen: Press F14 at the Display Purchase Order Header Screen.
You cannot change any information on this screen. To change vendor FOB information for a purchase order, advance to the Work with FOB for Purchase Order Screen through Maintaining Purchase Orders (MPOE) (fast path = MPOE).
POR0597 DISPLAY Display 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. 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 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 in this field identifies the FOB address as the location to which merchandise is being shipped (its destination), and indicates that title to the merchandise passes from the seller to the buyer when the merchandise reaches its destination. O in this field identifies the FOB address as the location from which the merchandise is shipped, and indicates that title to the merchandise passes from the seller to the buyer when the merchandise leaves the seller's dock. Alphanumeric, 1 position; display-only. |
City |
The city of the FOB address. Alphanumeric, 25 positions; display-only. |
State |
The state of the FOB address. Alphanumeric, 2 positions; display-only. |
Postal code |
The zip code of the FOB address. Alphanumeric, 10 positions; display-only. |
Freight terms |
A brief description of the freight terms for this FOB address. Alphanumeric, 10 positions; display-only. |
Screen Option |
Procedure |
Display detail information for an FOB address for this purchase order |
Enter 5 next to a vendor FOB address to advance to the Second Display FOB for Purchase Order Screen. |
Second Display FOB for Purchase Order Screen
Purpose: Use this screen to review details of a single FOB address for a purchase order.
How to display this screen: Enter 5 next to an FOB address on the First Display FOB for Purchase Order Screen. See that screen for field descriptions.
POR0599 DISPLAY Display FOB for Purchase Order 5/24/99 10:14:01 EZK MAIL ORDER COMPANY
PO #..: 598 Vendor: 101 US VENDOR
Postal code . . . 02053 City . . . . . . BOSTON State . . . . . . MA Country . . . . . USA Freight terms . . 30 DAYS FOB Type . . . . D Destination
F3=Exit F12=Cancel |
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ME09_01 CWDirect 18.0.x 2018 OTN