Purchase Order Entry / Purchase Order Inquiry - Fields

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Purchase Order Entry / Purchase Order Inquiry

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Order Number

Enter the order number representing the purchase order to add or maintain, or click the Lookup button to list all order numbers. Click the Next Number button to automatically increment the purchase order number for a new order.

If you have not entered any lines, you can click the Copy from button to copy purchase order information from an existing document. For more information see Copy From (Purchase Order Entry).

When a purchase order is invoiced and completed, a Completed order status appears.

  • If security is set to allow modifications to completed purchase orders, a message dialog box appears asking if you want to modify the completed purchase order. Clicking Yes will return you to the Order Status field.

  • If lines are added or the ordered quantity is changed during receipt of goods or invoice entry, the order status is changed to Back Order.

  • If the existing order is completed and has a vendor whose status is set to Inactive in Vendor Maintenance, a message appears warning that the order is completed and the vendor is inactive. The order can only be viewed.

The order number is used as a reference on all reports and registers.

Click the Memo button next to the navigation buttons to view, create, or maintain memos for this transaction. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for this task, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.

 

1. Header

 

Order Date

Enter an order date, or click the Calendar button to select a date from the calendar. In Purchase Order Inquiry, this field can only be viewed.

 

Order Type

Select an order type.

  • Select Drop Ship to create a drop-ship order, which requires delivery directly from the vendor to the customer. This option is available only if the Sales Order module is installed.

  • Select Master Order to create a master order to use for future purchase orders.

  • Select Repeating Order to create a repeating order.

  • Select Standard Order to create a standard purchase order.

  • Select Material Requisition to create a material requisition order, which is an in-house transaction used to transfer requested materials from a central stock to the requestor's department.

In Purchase Order Inquiry, this field can only be viewed.

 

Master/Repeat PO / From Sales Order / Repeating PO

Enter the number of a previously entered master, repeating, or sales order to retrieve the information to use for this order, or click the Lookup button to list all master, repeating, or sales orders. The Master/Repeat PO field is available only if Standard Order is selected, the From Sales Order field is available only if Drop Ship is selected, and the Repeating PO field is available only if Material Requisition is selected in the Order Type field.

For drop ship order, the following occurs:

  • If Only for PO Vendor is selected in the Include All Drop Ship Line Items field in Purchase Order Options, the system will automatically include all drop ship line items from the sales order if the purchase order vendor matches the item vendor.

  • If Yes is selected in the Include All Drop Ship Line Items field in Purchase Order Options, the system will automatically include all drop ship line items from the sales order.

  • If Prompt is selected in the Include All Drop Ship Line Items in Purchase Order Options, a message displays asking you to bring in all drop-ship lines from the sales order.

In Purchase Order Inquiry, this field can only be viewed.

 

Vendor No.

Enter the vendor number, or click the Lookup button to list all vendor numbers.

Alternately, start typing a vendor name to locate a record. As you type, a list of records matching your entry appears. You can then select a record from the list, and the vendor number will appear in the field.

  • If divisions are set up in the Accounts Payable module, the first two characters entered must be a valid division number.

  • If you enter a vendor whose status is set to Inactive in Vendor Maintenance, a message appears warning you that the vendor is inactive and cannot be used.

Enter a new vendor number to add a vendor using Vendor Maintenance (On the Fly). This task can be accessed only with the appropriate security set up; some nonessential fields are omitted to speed data entry. You can access Vendor Maintenance at a later time to complete the remaining entries for a new vendor number.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Click the Memo button next to this field or next to the Vendor button to view, create, or maintain memos for this vendor. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for this task, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.

This field is available only if an option other than Material Requisition is selected in the Order Type field.

 

Requested By

Enter the name of the material requestor. This field is available only if Material Requisition is selected in the Order Type field. In Purchase Order Inquiry, this field can only be viewed.

 

Department

Enter the department of the material requestor. This field is available only if Material Requisition is selected in the Order Type field. In Purchase Order Inquiry, this field can only be viewed.

 

Customer No.

This field displays the customer on the sales order entered in the From Sales Order field and can only be viewed. This field is available only if Drop Ship is selected in the Order Type field.

 

Last PO No.

This field displays the purchase order number of the most recent entry made for this master or repeating order. This field can only be viewed. As purchase orders are processed against master or repeating orders, this field displays up-to-date information on the master or repeating order.

 

Last PO Date

This field displays the purchase order date of the most recent entry made for this master or repeating order. This field can only be viewed. As purchase orders are processed against master or repeating orders, this field displays up-to-date information on the master or repeating order.

 

Order Status

Select an order status.

  • Select New if a purchase order is being created. The status of new orders is automatically updated as orders are processed; after a new order is printed, it is assigned an Open order status automatically.

  • Select Open if the purchase order is being maintained during the system conversion process to record orders that have not been received or invoiced.

  • Select Change if an existing purchase order or back order is being modified and a change order must be printed for the vendor.

In Purchase Order Inquiry, this field can only be viewed.

 

Required Date / Expire Date

In the Required Date field, enter the required delivery date for this order, or click the Calendar button to select a date from the calendar. The Required Date field is available only if Standard Order, Drop Ship, or Material Requisition is selected in the Order Type field.

In the Expire Date field, enter the expiration date for this master or repeating order, or click the Calendar button to select a date from the calendar. The Expire Date field is available only if Master Order or Repeating Order is selected in the Order Type field.

In Purchase Order Inquiry, this field can only be viewed.

 

1099 Form

Select the 1099 Form type for the vendor and invoice. This field is available only if the 1099 Reporting check box is selected in Accounts Payable Options, and Business or Individual is selected at the 1099 Form Vendor Type field in Vendor Maintenance. In Purchase Order Inquiry, this field can only be viewed.

 

1099 Box

Enter the number corresponding to the box on the 1099 Form where the accumulated year-to-date 1099 payments for this vendor are printed. The available numbers change depending on the form selected in the 1099 Form field.

This field is available only if the 1099 Reporting check box is selected in Accounts Payable Options, and Business or Individual is selected at the 1099 Form Vendor Type field in Vendor Maintenance.

 

Schedule

Enter the tax schedule for the order, or click the Lookup button to list all tax schedules. This field defaults to the vendor's default tax schedule set up in Vendor Maintenance. The tax schedule must be set up first in Vendor Maintenance. New tax schedules can be added on the fly. For more information, see Sales Tax Schedule Maintenance (On the Fly).

This field is available only if the Sales Tax Reporting check box is selected in Accounts Payable Options. This field is not available for Material Requisition order types. In Purchase Order Inquiry, this field can only be viewed.

 

Use Tax

Select this check box to default new line items to calculate use tax. Clear this check box if you do not want to default new line items to calculate use tax. If this check box is selected, the invoice amount does not include sales tax. The sales tax amounts are calculated based on the tax schedule and tax class, but are recorded as use tax. This field is available only if the Sales Tax Reporting check box is selected in Accounts Payable Options. In Purchase Order Inquiry, this field can only be viewed.

 

Purchase Address

Enter a purchase address code to automatically enter an alternate address for the current vendor, or click the Lookup button to list all purchase address codes. The purchase address code defaults to the address entered in the Primary Purchase Address field in Vendor Maintenance. This field is available only if an option other than Material Requisition is selected in the Order Type field.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Enter a new purchase address code to add an address code using Purchase Address Maintenance (On the Fly).

In Purchase Order Inquiry, this field can only be viewed.

 

Ship-To Address

Enter a ship-to-address code, or click the Lookup button to list all ship-to address codes. This field defaults to the ship-to-address code entered in the Default Values for Purchase Order Entry window, but it can be changed.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Enter a new ship-to address code to add a ship-to address using Ship-To Address Maintenance (On the Fly).

In Purchase Order Inquiry, this field can only be viewed.

 

Terms Code

Enter a terms code, or click the Lookup button to list all terms codes.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Enter a new terms code to add terms using Terms Code Maintenance (On the Fly).

In Purchase Order Inquiry, this field can only be viewed.

 

Ship Via

Enter a shipping code, or click the Lookup button to list all shipping codes. If the Sales Order module is installed, you can enter a shipping code from Shipping Rate Maintenance.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

In Purchase Order Inquiry, this field can only be viewed.

 

FOB

Enter the FOB (freight on board) location. The FOB location indicates the location this order is placed on board a freight carrier at no charge to the vendor. This field automatically displays the FOB location entered in the FOB field in the Default Values for Purchase Order Entry window, but can be changed.

In Purchase Order Inquiry, this field can only be viewed.

 

Warehouse

Enter a warehouse code, or click the Lookup button to list all warehouse codes. This field is available only if the Inventory Management module is integrated with Purchase Order and the Require Multiple Warehouses check box is selected in Inventory Management Options.

  • If a value is not saved in the Default Values for Purchase Order Entry window, this field displays the warehouse entered at the Default Warehouse for Purchase Orders field in Purchase Order Options.

The default warehouse can be changed.

In Purchase Order Inquiry, this field can only be viewed.

 

Confirm To

Enterthe name of the person to contact regarding orders for the currentship-toaddress. In Purchase Order Inquiry, this field can only be viewed.

 

E-mail

Enter the e-mail address of the person to contact regarding orders for the current purchase address. This field displays the e-mail address defined for the primary purchase address entered in the Purchase Address field. If there is no primary purchase e-mail address, this field displays the e-mail address of the vendor selected for all order types except Material Requisition. Click the E-mail button to compose a new e-mail message to the address entered in this field. The e-mail address entered defaults to the To section of the e-mail.

In Purchase Order Inquiry, this field can only be viewed.

 

Telephone

This field displays the vendor's telephone number and can only be viewed. This field displays the telephone number defined for the primary purchase address entered in the Purchase Address field. If there is no primary purchase telephone number, this field displays the telephone number of the vendor selected.

 

Ext

This field displays the vendor's telephone extension and can only be viewed. This field displays the telephone extension defined for the primary purchase address entered in the Purchase Address field. If there is no primary purchase telephone extension, this field displays the telephone extension of the vendor selected.

 

Fax

Enter the vendor's fax number starting with the area code. This field displays the fax number defined for the primary purchase address entered in the Purchase Address field. If there is no primary purchase fax number, this field displays the fax number of the vendor selected.

For countries other than Canada and the United States, the telephone country code is automatically added to the beginning of the fax number based on the country code.

Note The fax number must include the area code to process a fax.

In Purchase Order Inquiry, this field can only be viewed.

 

Batch Fax

Select this check box to include the document for batch faxing. Clear this check box if you do not want to include the document for batch faxing. This field is available only if a fax number is entered in the Fax field. In Purchase Order Inquiry, this field can only be viewed.

The fax number must include the area code to process a fax.

 

Comment

Enter a comment relating to this order. In Purchase Order Inquiry, this field can only be viewed.

 

On Hold

Select this check box to place the purchase order on hold. Clear this check box if you do not want to place this purchase order on hold. If a purchase order is on hold, a warning appears when receipts for goods or invoices are entered.

The Open Purchase Order Report can list all orders on hold separately. Orders on hold are retained by the system until the On Hold check box is cleared.

In Purchase Order Inquiry, this field can only be viewed.

 

Print Order

Select this check box to print a purchase order acknowledgment for this order. Clear this check box if you do not want a purchase order acknowledgment printed for this order. After a purchase order has been printed for a new order, this check box is cleared automatically, but can be selected again to reprint the purchase order. In Purchase Order Inquiry, this field can only be viewed.

 

2. Address

 

Vendor No. / Requested By

The vendor number appears for all order types except Material Requisition. This field can only be viewed.

The requestor's name appears for the Material Requisition order type only.

 

Location (Purchase Address)

Enter a purchase address location code to enter an alternate address for the current vendor, or click the Lookup button to list all purchase address codes for the vendor. This field is available only if an option other than Material Requisition is selected in the Type field.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Enter a new purchase address code to add a purchase address using Purchase Address Maintenance (On the Fly).

The purchase address codes are set up in Vendor Maintenance.

In Purchase Order Inquiry, this field can only be viewed.

 

Name (Purchase Address)

Enter the vendor's name. In Purchase Order Inquiry, this field can only be viewed.

 

Country (Purchase Address)

Enter the vendor's country code, or click the Lookup button to list all country codes.

A country code is needed to ensure that the correct city and state or province are entered based on the ZIP or postal code.

Enter a new country code to add country codes using Country Code Maintenance (On the Fly).

In Purchase Order Inquiry, this field can only be viewed.

 

Address (Purchase Address)

Enter the vendor's address in the lines provided. In Purchase Order Inquiry, this field can only be viewed.

 

ZIP/Postal Code (Purchase Address)

Enter the vendor's ZIP or postal code.

Enter a new ZIP or postal code to add it using ZIP/Postal Code Maintenance (On the Fly).

In Purchase Order Inquiry, this field can only be viewed.

 

City (Purchase Address)

Enter the vendor's city. In Purchase Order Inquiry, this field can only be viewed.

 

State/Province (Purchase Address)

Enter the vendor's state or province abbreviation. In Purchase Order Inquiry, this field can only be viewed.

 

Telephone

This field displays the vendor's telephone number and can only be viewed.

 

Ext

This field displays the vendor's extension and can only be viewed.

 

Fax

This field displays the vendor's fax number and can only be viewed.

 

Ship To (Ship-To Address)

Enter a location code to automatically enter the corresponding shipping address, or click the Lookup button to list all location codes. The ship-to address defaults to 0000 but it can be changed.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Enter a new ship-to address code to add ship-to addresses using Ship-To Address Maintenance (On the Fly).

In Purchase Order Inquiry, this field can only be viewed.

 

Name (Ship-To Address)

Enter the ship-to name. In Purchase Order Inquiry, this field can only be viewed.

 

Country (Ship-To Address)

Enter the country code, or click the Lookup button to list all country codes.

A country code is needed to ensure that the correct city and state or province are entered based on the ZIP or postal code.

Enter a new country code to add it using Country Code Maintenance (On the Fly).

In Purchase Order Inquiry, this field can only be viewed.

 

Address (Ship-To Address)

Enter the ship-to address in the lines provided. In Purchase Order Inquiry, this field can only be viewed.

 

ZIP/Postal Code (Ship-To Address)

Enter the ship-to ZIP or postal code.

Enter a new ZIP or postal code to add it using ZIP/Postal Code Maintenance (On the Fly).

In Purchase Order Inquiry, this field can only be viewed.

 

City (Ship-To Address)

Enter the ship-to city. In Purchase Order Inquiry, this field can only be viewed.

 

State/Province (Ship-To Address)

Enter the ship-to state or province abbreviation. In Purchase Order Inquiry, this field can only be viewed.

3. Lines

 

Grid Button Bar

The buttons located above the primary grid allow you to select items, view history and item information, and enter extended item descriptions.

If a line for a standard or drop-ship order includes a sales order number, a Sales Order button appears if you have the appropriate security set up to access either Sales Order Entry or Sales Order Inquiry. Click the button to access the applicable task and view the sales order. In Purchase Order Inquiry, the grids can only be viewed.

If the Production Management module is integrated with Purchase Order, you can click the Link Work Ticket button to link one or more lines to a work ticket.

For more information, see:

Item Quantity Inquiry

Vendor Price Level Lookup

Reorder Data

Item Status

Item Maintenance

Alternate Warehouse Selection

Alternate Item Selection

Item Memo

Sales Order Entry

Multiple Item Work Ticket Link

 

Quick Row

This field displays the number of the selected row in the primary grid. Additional fields for the selected row appear in the secondary grid. Enter a row number to view or edit information for a different row, or click the Find Row button to search for a row in the Search Grid window.

 

Line Number

This field displays the line number in the grid and can only be viewed. The line number appears red for lines that are new or modified. After the Accept button is clicked, the line number changes from red to black.

 

Item Code

Enter an item code identifying the line item. Click the Lookup button to list all inventory item codes. Click the Alias Item button to display all alias item codes.

Alternately, start typing an item description to locate an item. As you type, a list of records matching your entry appears. You can then select an item from the list, and the item code will appear in the field.

  • At the Item Quantity Inquiry button, click the drop-down arrow and select Vendor Price Level Lookup to look up price levels for the current vendor for the selected inventory item.

To view the Comments List, type /C and press F2. To view the Miscellaneous Item List, type /M and press F2. To view comments and miscellaneous items, type a slash ( / ) and press F2.

  • If the Inactive Item check box is selected for an item in Item Maintenance, the inactive item code cannot be entered in this field when adding a new line. Inactive items will appear in the Item List window when you click the Lookup button. To help distinguish which items are inactive, you can create a custom lookup view and add the InactiveItem field. For more information, see Create a Lookup View.

  • If you enter an active kit with inactive components, the components will be treated as active. If you are creating a purchase order from a master or repeating order with items that are now inactive, the existing inactive items will be allowed; however, you cannot add new lines with inactive items to those purchase orders.

Enter a new item code to add an item using Alias Item Number Maintenance (On the Fly) or Item Maintenance (On the Fly). These tasks can be accessed only with the appropriate security setup; some nonessential fields are omitted to speed data entry. You can access Alias Item Number Maintenance or Item Maintenance at a later time to enter additional information. For more information, see Add a New Inventory or Alias Item.

For items that should not be added to inventory, you can prepend the item code with an asterisk (*) to identify it as a special item. To order an inventory item as a fixed asset, enter the item code prepended with an asterisk (*) to make sure the inventory remains accurate.

If you enter an inventory item code or a miscellaneous item code, non-financial accounts cannot be entered in the G/L Account field.

If the Inventory Management module is not integrated with Purchase Order, all entries in this field are verified against the Miscellaneous Item Code field.

Expand/Collapse item Entry Sample

 

Enter....

If....

EL07-GB00083

you want to order an inventory item with item code EL07-GB00083.

*EL07-GB00083

you want to order the item without adding it to inventory.

In Purchase Order Inquiry, this field can only be viewed.

 

Ordered / Original Qty / Requested

If you selected Drop Ship, Repeating Order, or Standard Order in the Order Type field on the Header tab, enter the quantity ordered for the item code. For inventory items, the quantity on purchase order and available in stock appears below the secondary grid. If you selected an inventory item in the Item Code field, click the Item Quantity Inquiry drop down button to look up price and reorder information for the item. When you have entered an ordered quantity, the unit cost and the total purchase amount (extension amount) for the quantity ordered are calculated and displayed.

If you selected Master Order in the Order Type field on the Header tab, enter the original quantity ordered.

For asset items, the number of assets created reflects the quantity of the line items ordered.

Expand/Collapse item Example

If the purchase order line reflects five chairs, then five assets are created. If the line reflects 2.5 lbs of a material (the quantity as a fraction), then one asset is created when 2.5 lbs are received and invoiced. The asset can be created only if the quantity invoiced equals the quantity ordered.

In Purchase Order Inquiry, this field can only be viewed.

 

Back Ordered / Balance

If you selected Drop Ship or Standard Order at the Order Type field, the quantity back ordered for the item, if any, appears. If you selected Master Order or Material Requisition in the Order Type field, the remaining balance for the item, if any, appears. In Purchase Order Inquiry, this field can only be viewed.

Note 1 If the purchase order has a status of Received and you enter a quantity in the Back Ordered field, the order status changes to Back Order when you click Accept.

Note 2 If the purchase order has a status of Back Order and you enter 0 (zero) in the Back Ordered field, the order status changes to Received when you click Accept.

 

Unit Cost

Enter the unit cost for the item, or click the Calculator button to enter an amount using the calculator. If a new extension amount is entered, the unit cost is recalculated. In Purchase Order Inquiry, this field can only be viewed.

 

Extension Amount

Enter the total purchase amount for the item, or click the Calculator button to enter an amount using the calculator. The total purchase amount is calculated by multiplying the quantity ordered by the unit cost. If you entered a miscellaneous charge code in the Item Code field, enter a miscellaneous charge amount. In Purchase Order Inquiry, this field can only be viewed.

 

Comment

Enter a comment for this line.

Press CTRL+ENTER to add a new line of text in the Comment field.

In Purchase Order Inquiry, this field can only be viewed.

 

Description

Enter the description for this item. The description entered is printed on the current purchase order.

Click the Extended Item Description button to view and maintain extended item descriptions in Item Text Maintenance.

  • If there is no extended description entered for an item, the Extended Item Description button appears blue.

  • If an extended description is entered for the line item, the Extended Item Description button appears yellow.

In Purchase Order Inquiry, this field can only be viewed.

 

Warehouse

Enter a warehouse code, or click the Lookup button to list all warehouse codes. This field is not available if you selected a miscellaneous item code in the Item Code field.

  • If no default item warehouse is defined, this field displays the warehouse code entered in the Warehouse field on the Header tab.

At the Item Quantity Inquiry button, click the drop-down arrow and select Alternate Warehouse to select an alternate warehouse in the Alternate Warehouse Selection window. This field is available only if the Inventory Management module is integrated with Purchase Order, the Require Multiple Warehouses check box is selected in Inventory Management Options, and an inventory item code is entered at the Item Code field. The Alternate Warehouse option is available only for Material Requisition order types.

In Purchase Order Inquiry, this field can only be viewed.

 

Unit of Measure

Enter the unit of measure for the item code, or click the Lookup button to list all units of measure. The unit of measure, entered for an inventory item must be convertible to the item's standard unit of measure as established in Unit of Measure Conversion Maintenance. In Purchase Order Inquiry, this field can only be viewed.

 

Qty Received / Ordered to Date / Quantity Issued

This field displays the quantity of the item received to date if Standard Order or Drop Ship was selected in the Order Type field. If Master Order was selected in the Order Type field, this field displays the quantity of the item ordered to date. If Material Requisition was selected in the Order Type field, this field displays the quantity issued to date. This field is not available for Repeating Order types. This field can only be viewed.

 

Job Number

Enter a job number to distribute the cost associated with the line item to a specific job, or click the Lookup button to list all job numbers. If the Define Job Statuses Allowed in Entry check box is selected in Job Cost Options, the system checks to see if the status of the job number entered is allowed in Job Status Maintenance.

If you enter a job number with a status that is not allowed, a message dialog box appears. If the appropriate security is set up in Role Maintenance, you can click Yes to enter the job number. If the appropriate security is not set up, you can click Yes to override security with a logon ID and password. In both cases, if you click No, the job number is removed from this field. If this field previously displayed a job number with a valid status, that number will reappear in this field.

This field is available only if the Job Cost module is integrated with Purchase Order. This field is not available if the any purchase order lines are linked to a work ticket.

In Purchase Order Inquiry, this field can only be viewed.

 

Cost Code

Enter the cost code to use for recording the cost of the line item, or click the Lookup button to list all cost codes. Right-click this field and select Active Cost Code to view only the active cost codes on file for the job number entered in the Job Number field. This field is available only if the Job Cost module is integrated with Purchase Order, and if a job number is entered in the Job Number field. In Purchase Order Inquiry, this field can only be viewed.

 

Cost Type

Enter a cost type to specify the cost type to use to record the cost of the line item. This field is available only if the Job Cost module is integrated with Purchase Order, and if a job number and cost code were entered. In Purchase Order Inquiry, this field can only be viewed.

 

Required Date

Enter the required delivery date for this order. The required date defaults from the Header tab. In Purchase Order Inquiry, this field can only be viewed.

 

Qty Invoiced

This field displays the quantity invoiced for this purchase order in Receipt of Invoice Entry and can only be viewed.

 

Original Unit Cost

This field displays the original unit cost entered on the purchase order and can be compared to the unit cost that was entered in Receipt of Goods Entry or Receipt of Invoice Entry to determine if a variance was updated. This field can only be viewed.

 

Tax Class

Enter the tax class for this purchase order, or click the Lookup button to list all tax classes. The default tax class from Item Maintenance or Miscellaneous Item Maintenance appears in this field, but can be changed. If the tax class is taxable, selecting the Use Tax check box recalculates use tax, regardless of the exemption numbers for the vendor.

This field is available only if the Sales Tax Reporting check box is selected in Accounts Payable Options. In Purchase Order Inquiry, this field can only be viewed.

 

Use Tax

Select this check box to calculate use tax for the item code selected. The value that appears in this field defaults from the Header tab, but can be changed on a line-by-line basis. This field is available only if the Sales Tax Reporting check box is selected in Accounts Payable Options. In Purchase Order Inquiry, this field can only be viewed.

 

Reschedule

Select this check box to restrict the MRP (Material Requirements Planning) report generation process to recommend that this purchase order be rescheduled with a Push Out action. Clear this check box to allow the MRP report generation process from recommending that this purchase order be rescheduled with a Push Out action.

This field is available only if the Material Requirements Planning module is integrated with Purchase Order. In Purchase Order Inquiry, this field can only be viewed.

 

Landed Cost

This check box is defaulted based on the selection made in the Allocate Landed Cost check box on either in Miscellaneous Item Maintenance or Item Maintenance. This field is available only if the Allow Entry of Landed Cost check box is selected in Purchase Order Options. In Purchase Order Inquiry, this field can only be viewed.

 

Extended Desc

This check box appears selected if the item has an extended description. This field can only be viewed.

 

Alias Item

This field displays the alias item code for the item code selected and can only be viewed.

 

G/L Account

Enter the general ledger inventory, work in process, or expense account number for posting the item entered, or click the Lookup button to list all general ledger accounts. Depending on the type of item entered in the Item Code field, this field defaults to the general ledger account set up in Product Line Maintenance (for inventory items), Miscellaneous Item Maintenance (for miscellaneous items), or Purchase Order Options (for expense and special items). The account can also default from Job Type Maintenance or Cost Code Maintenance if a job number is entered.

  • Nonfinancial accounts cannot be entered in this field. For inventory items, this account can be overridden only with the appropriate security setup.

  • If you are ordering an asset item, enter an asset account set up in Asset Account Maintenance. An asset account must be entered to create assets in Sage Fixed Assets based on the item.

  • For special items, accept the default Special Item Cost account number entered in Purchase Order Options, or enter the inventory or work-in-process account number that the special item is charged. For miscellaneous charges, enter the general ledger expense or work in process account number to post for the charge.

  • If the account number is longer than the field, use the left and right arrow keys to view the entire account number.

Accounts can be created in this field if the appropriate settings are defined in the Auto Create when all Segments are Valid field in General Ledger Options.

Note Sage Fixed Assets refers to the fixed assets product used with Sage 100.

In Purchase Order Inquiry, this field can only be viewed.

 

Item Type

This field displays the item type of the item selected, and can only be viewed. Inventory item types can be accessed and maintained in Item Maintenance.

 

Weight Ref

Enter the weight reference assigned to the inventory item. The information in this field defaults from the Weight field in Item Maintenance. This field is available only if an inventory item is selected in the Item Code field. In Purchase Order Inquiry, this field can only be viewed.

 

Weight

Enter the weight of the inventory item to calculate freight allocation. This field is available only if an inventory item is selected in the Item Code field. The information in this field defaults from the Weight field in Item Maintenance.

Expand/Collapse item Entry Sample

 

Weight field
(Item Maintenance)

Weight field
(Data Entry)

Weight Reference field
(Data Entry)

1.23456789

1.2346

1.23456789

1 lbs.  

.0000

1 lbs.
Pounds
.0000
Pounds
2
2.0000
2

In Purchase Order Inquiry, this field can only be viewed.

 

Product Line

This field displays the product line of the item selected and can only be viewed. This field is available only if the Inventory Management module is integrated with Purchase Order.

 

Product Type

This field displays the product type of the item selected and can only be viewed. This field is available only if the Inventory Management module is integrated with Purchase Order.

 

Costing

This field displays the cost description of the item selected and can only be viewed. This field is available only if the Inventory Management module is integrated with Purchase Order.

 

Asset Template

Select the asset template to use to create assets in Sage Fixed Assets. Asset templates are set up in Sage Fixed Assets, and allow you to predefine values for new assets to be created. Assets are created when the order is invoiced. In Purchase Order Inquiry, this field can only be viewed.

Note Sage Fixed Assets refers to the fixed assets product used with Sage 100.

Assets can be created from the purchase order items only if an asset template is selected in this field. If the Require Template to Create Assets from A/P and P/O check box is selected in Fixed Assets Options, you must select a template to complete the purchase order entry.

To make sure the latest templates are available in this field, you can refresh asset templates. For more information, see Refresh Asset Templates.

This field is available only under the following conditions:

  • The Fixed Assets module is integrated with Purchase Order.

  • An asset account is entered in the G/L Account field. Asset accounts are set up in Asset Account Maintenance.

  • The Job Number or Work Order field is not entered for the line.

  • You have the appropriate security setup.

For more information on asset templates, refer to the Sage Fixed Assets Help system.

The number of assets created reflects the quantity of the line items ordered.

Expand/Collapse item Example

If the purchase order line reflects five chairs, then five assets are created. If the line reflects 2.5 lbs of a material (the quantity as a fraction), then one asset is created when 2.5 lbs are received and invoiced. The asset can be created only if the quantity invoiced equals the quantity ordered.

 

Sales Order No.

Enter the sales order number, or click the Lookup button to list all sales order numbers. The entry in this field defaults from Auto Generate from Sales Orders when creating a purchase order in Sales Order Entry and when manually creating a drop-ship purchase order from a sales order.

This field is available only if the Sales Order module is set up, if the user has the appropriate security setup, and if Standard or Drop Ship is selected in the Order Type field.

This field is not available if the line is linked to a work ticket.

When the Combine Sales Order by Vendor check box is selected in Purchase Order Options and the Summarize Drop Ship Lines by Vendor check box is selected in Auto Generate from Sales Orders, if a purchase order is created from multiple sales orders, MULTI will appear in this field.

  • If a line for a standard or drop-ship order includes a sales order number in this field and you have the appropriate security set up, right-click to access either Sales Order Entry or Sales Order Inquiry.

  • If you have the appropriate security set up and MULTI does not appear in this field, right-click this field to access either Sales Order Entry or Sales Order Inquiry to view the sales order.

 

Customer PO No.

Enter the customer purchase order number. The entry in this field defaults from Auto Generate from Sales Orders when creating a purchase order in Sales Order Entry and when manually creating a drop-ship purchase order from a sales order.

This field is available only if the Sales Order module is set up, if the user has the appropriate security setup, and if Standard or Drop Ship is selected in the Order Type field.

This field is not available if the line is linked to a work ticket.

When the Combine Sales Order by Vendor check box is selected in Purchase Order Options and the Summarize Drop Ship Lines by Vendor check box is selected in Auto Generate from Sales Orders, if a purchase order is created from multiple sales orders, this field will be blank.

 

Total Amount

This field displays the total amount for this order and can only be viewed.

 

Work Ticket No.

Enter the number of the work ticket for which you're ordering the line item(s). Click the Lookup button to view work tickets with a Released status.

The line items will be linked to the work ticket. These items are not considered to be consumed from inventory. Therefore, when the receipt of goods is created for this line, the items are automatically issued to the work ticket and bypass inventory.

This field is available if the Production Management module is integrated with Purchase Order.

Tip Click the Link button to link multiple lines to work tickets.

Note You can link a purchase order line to a work ticket only if:

  • The Production Management module is integrated with Purchase Order.
  • The purchase order type is Standard Order.
  • None of the purchase order lines are linked to a job.
  • Either the work ticket status is Released or the status is Open and the Include Open Work Ticket Materials as Inventory Demand check box in Production Management Options is selected.

 

W/T Desc

This field displays the description for the linked work ticket and can only be viewed.

 

Step No.

Enter the step number from the linked work ticket for which you're ordering the line item(s). Click the Lookup button to view all of the step numbers.

This field is available if the Production Management module is integrated with Purchase Order and a work ticket is entered in the Work Ticket No. field.

After you enter a step number, Sage 100 searches for a matching work ticket line to link to.

The following criteria is used to match a purchase order line to a work ticket line:

  • The item codes must be the same.
  • The quantity allocated for the work ticket line must be zero.
  • The work ticket line cannot already be matched to a different purchase order line.
  • For inventory items, the warehouse code must be the same on the purchase order line and the work ticket line.
  • The unit of measure must be the same on the purchase order line and the work ticket line.
  • For special items, the item description must be the same on the purchase order line and the work ticket line.
  • For miscellaneous items, the item code and unit of measure must be the same on the purchase order line and the work ticket line. If there are several possible matches, the Available Lines for Linking window opens automatically so that you can either select which work ticket line to link or create a new line for the work ticket.
  • The quantity ordered on the purchase order line must match the quantity required on the work ticket line.

If all of the above criteria match except for the last one (the quantity required and quantity ordered), the Available Lines for Linking window opens. You can either select an existing line or create a new one.

If the other criteria doesn't match, a new line will be created on the work ticket for that step when you click Accept.

 

Step Desc

This field displays the description for the linked work ticket step number and can only be viewed.

4. Totals

 

Order Date

This field displays the date of the order and can only be viewed.

 

Order Type

This field displays the order type and can only be viewed.

 

Order Status

This field displays the status of the order and can only be viewed.

 

Vendor No. / Requested By

This field displays the vendor number entered and can only be viewed. If Material Requisition is selected in the Order Type field, the requestor for this order displays, and can only be viewed.

 

Taxable Purchases

This field displays the total of all line items entered that are taxable and can only be viewed.

 

Nontaxable Purchases

This field displays the total of all line items entered that are nontaxable and can only be viewed.

 

Freight Amount

Enter the appropriate freight amount charged for this order. In Purchase Order Inquiry, this field can only be viewed.

 

Sales Tax Amount

This field displays the total sales tax for the order and can only be viewed. The sales tax amount is calculated using the amount in the Taxable Purchases field and the tax rates and limits set up for the sales tax schedule that applies to this purchase order. To modify the sales tax amount displayed, click Tax Detail and enter the new sales tax amount in the Tax Amount field in the Tax Detail window.

The sales tax amount is calculated based on the following conditions:

Note If the Sales Tax Reporting check box is cleared in Accounts Payable Options, sales tax is not calculated.

 

Order Total

This field displays the total of all line items, applicable freight, and tax amounts when all field entries are complete for the order. This field can only be viewed.

 

Less Prepaid Amount

Enter the prepaid deposit to apply against the invoice for this purchase order. Prepayments can be recorded for standard purchase orders only. For more information, see Process Deposits. This field is available only if an order type of Standard Order and Drop Ship is selected in the Order Type field. In Purchase Order Inquiry, this field can only be viewed.

 

Prepaid Check Number

Enter the check number for the prepaid amount. This field is not available if a prepaid amount was not entered in the Less Prepaid Amount field. This field is available only if an order type of Standard Order and Drop Ship is selected in the Order Type field. In Purchase Order Inquiry, this field can only be viewed.

 

Order Balance

This field displays the balance of the order and can only be viewed. The order balance is calculated by subtracting the amount in the Less Prepaid Amount field from the amount in the Order Total field.

 

Last Receipt Number / Last Purchase Order Number / Last Issue Number

This field displays the receipt, purchase order, or issue number of the most recent entry made for the purchase order in Receipt of Goods Entry and can only be viewed. As receipts and invoices are processed against purchase orders, this field displays up-to-date information on the purchase order.

 

Last Receipt Date / Last Purchase Order Date / Last Issue Date

This field displays the receipt, purchase order, or issue date of the most recent entry made for this purchase order in Receipt of Goods Entry and can only be viewed. As receipts and invoices are processed against purchase orders, this field displays up-to-date information on the purchase order.

Click the Receipt History Inquiry button to view the receipt(s) associated with this purchase order. The button is available if one or more receipts have been created for this purchase order.

 

Last Invoice Number

This field displays the invoice number of the most recent entry made for this purchase order in Receipt of Goods Entry or Receipt of Invoice Entry and can only be viewed. As receipts and invoices are processed against purchase orders, this field displays up-to-date information on the purchase order.

 

Last Invoice Date

This field displays the invoice date of the most recent entry made for this purchase order in Receipt of Goods Entry or Receipt of Invoice Entry and can only be viewed. As receipts and invoices are processed against purchase orders, this field displays up-to-date information on the purchase order.

Click the Invoice History Inquiry button to view the invoice(s) associated with this purchase order. The button is available if there's a date in this field.

 

Completed Date

This field displays the date this purchase order was completed and can only be viewed. As receipts and invoices are processed against purchase orders, this field displays up-to-date information on the purchase order.

 

Invoiced to Date

This field displays the total amount invoiced for this purchase order in Receipt of Goods Entry or Receipt of Invoice Entry. This field can only be viewed.

 

Prepaid Freight

Enter the amount of prepaid freight to be allocated to the cost of inventory items. This amount does not affect the purchase order totals. The prepaid freight amount added to the freight amount is allocated to the cost of each inventory item based on the cost, quantity, or weight of each item.

This field is not available if None is selected in the Allocate Freight on a Line Item Basis option in Purchase Order Options, or if the Inventory Management module is not integrated with Purchase Order. In Purchase Order Inquiry, this field can only be viewed.