Understanding Order Detail Information Entry
After you enter header information for an order, such as the supplier to fill the order and the branch/plant requesting the order, you must enter information about each item or service that you want to procure on the Order Detail form. For each item or service, you must enter a line of detail that describes:
The item or service that you want to procure.
The quantity that you want to procure.
The cost of the item or service.
Depending on the business objectives, you can use these methods to enter order detail lines:
By item number.
By general ledger account number.
If you run an inventory operation in which you stock items for resale, internal use, or manufacturing purposes, you must enter detail lines by item number. If you purchase goods or services for internal use or for use on a certain job or project, you can enter detail lines by account number, item number, or both.
For stock items, you enter the item numbers set up in the JD Edwards EnterpriseOne Inventory Management system to make purchases. After you enter an item number on a detail line, the system:
Validates that the item exists in the JD Edwards EnterpriseOne Inventory Management system.
Retrieves information for the item from the JD Edwards EnterpriseOne Inventory Management system.
The system provides default values for detail lines based on the header information on an order. The system retrieves information, such as the cost, description, and unit of measure for the item and enters it on the detail line. You can add and change the information for each detail line based on what is relevant to the purchasing process. For example, if you purchase items for inventory, you must specify the unit of measure for the item. You can also specify the location where the item is stored upon receipt, and the weight, volume, lot, and manufacturing information for the item. You can specify an asset identifier and landed cost rules. You also can attach notes, or narrative text, to each detail line.
If the supplier has an internet home page set up with items that it offers, you can preview supplier information in the electronic catalog before entering the order detail information. On the Order Detail form, you can use a form exit to preview supplier information.
You can enter tax information for each detail line to have the system calculate taxes on the goods or services you are purchasing. If the supplier provides a discount on the order, you can enter the terms of the discount. By assigning reporting codes to a detail line, you can group items for reporting purposes.
If the supplier uses a different currency than the company's base currency, you must enter costs in foreign currency.
You can replace an existing item on a detail line with a substitute or replacement item. For example, if the supplier is out of the item you entered on a detail line, you can review a list of alternative items and select a replacement item.
For an existing order, you can use the Order Detail form to review summary information such as items, account numbers, order quantities, prices, extended volumes and weights, total tax amount, and total monetary amount.
You might need to cancel a detail line if you no longer want to purchase the items or services that the line contains. When you cancel a line, the system closes the line and assigns it a last status of 980 (canceled order entry) and a next status of 999, which indicates that the purchasing process for the line is complete. If you want the closed line to appear when you are reviewing the order, you can set the processing options for Order Entry. If you want the closed line deleted from the system, you must run a purge.
The system provides many grid formats when the software is shipped. For many of the interactive versions, some grid columns have been hidden to save on web performance. If you interact with a version and do not see a certain grid column, select the grid option for All Grid Columns.
The system automatically creates a corresponding direct ship purchase order when a direct ship sales order is created in JD Edwards EnterpriseOne Sales Order Management. If you change the cost values for the direct ship purchase order, the system automatically changes the cost values on the corresponding sales order.
After you enter all detail lines on the purchase order, the system displays a warning message if the value of the order either exceeds the maximum order value or is below the minimum order value that is specified for the supplier in the purchasing instructions.
You determine how the system processes information on each detail line. For example, you can direct the system to update the availability of an item in the JD Edwards EnterpriseOne Inventory Management system upon receipt. As another example, you can have the system retrieve the unit cost of the item you are ordering provided you assign a line type (such as Y, B, or D) to the detail line that tells the JD Edwards EnterpriseOne Procurement system to interface with the JD Edwards EnterpriseOne Inventory Management system. You must enter a line type for each detail line to indicate how the transaction works with other JD Edwards EnterpriseOne systems.
If you work in a noninventory environment, you might frequently purchase items for use in a specific job or project. Even in an inventory environment, you might purchase items that you do not account for as part of the inventory, such as office supplies. In either of these cases, you can enter item numbers to purchase nonstock items provided that you specify a line type of N or B to indicate that the transaction does not affect the JD Edwards EnterpriseOne Inventory Management system.
Another example of how the detail line information that you enter affects other systems is general ledger information. The general ledger class code that you enter for a detail line determines the inventory account and the received not vouchered account for which the system creates journal entries. The system creates these entries when you enter a receipt.