You use this program to raise and maintain orders against your suppliers.
The program is divided into a header section and a detail section. The header section enables you to confirm/amend information required to be held against the order and the detail section enables you to specify details of the items to be ordered.
- Toolbar and menu
- Preferences
- Purchase Order Header
- Supplier Information
- Purchase Order Totals
- Entered Purchase Order Lines
- Purchase Order Line Details
- Purchase Order Line
- Stocked Line
- Non-stocked Line
- Freight Line
- Miscellaneous Charge Line
- Comment Line
- End P/order
- Copy Purchase Order
- Purchase order Status codes
- Notes and warnings
- Hints and tips
| Field | Description | ||||
|---|---|---|---|---|---|
| File | |||||
| Cancel P/order |
Select this to cancel the entire order and discard any entries made to the order you are currently processing or maintaining. If the order was created from a requisition and no receipts were processed and requisition budgets are required, then the requisition is set to a status of Approved and the link to the purchase order is cleared. You cannot cancel a purchase order attached to a capex requisition line. You need to use the Asset Capex Items program to detach the capex line before you can cancel the purchase order. See Activity considerations in Notes and warnings. See Password considerations in Notes and warnings. |
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| Exit | Exits this program and displays a summary of orders entered and maintained for the run of the program (see P/order Entry Totals (Local Currency)). | ||||
| Function | |||||
| P/order Entry | Select this to process a new order. When you select this option, you enter the supplier for whom to process the order in the Supplier field. |
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| P/order Maintenance | Select this to maintain an existing order. When you select this option, you enter the order number to maintain in the Order field. You cannot add or insert lines to a purchase order for a supplier who is on hold. See Password considerations in Notes and warnings. |
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| Copy | Select this to create a copy of an existing purchase order (see Copy Purchase Order). | ||||
| Graph P/order Commitment | Select this to use the Purchase Order Commitment Graph function to graphically represent details of your purchase order commitments projected into the future for a range of selected suppliers. | ||||
| Edit | |||||
| Complete Purchase Order | Select this to set the purchase order to a status of
9 - Complete. You can only select this
option when you are maintaining the order and if:
An order in a status of 4 is set to a status of 1 when you select this option if the option: Allow maintenance of completed orders is enabled (Purchase Orders Setup) Refer to Purchase order Status codes for additional information. |
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| Add Stocked line | Select this to add a stocked line to the current order. | ||||
| Add Non-stocked Line | Select this to add a non-stocked line to the current order. | ||||
| Add Freight Line | Select this to add a freight line to the current order. | ||||
| Add Miscellaneous Line | Select this to add a miscellaneous line to the current order. | ||||
| Add Comments | Select this to add free format comments to the order. | ||||
| Query | |||||
| Supplier Query | Select this to use the Supplier Query program to view information held against suppliers in the Accounts Payable module. | ||||
| P/order Value | Select this to view the purchase order values using the PO Value Purchase Orders program. | ||||
| Options | |||||
| Preferences | Select this to indicate viewing and processing option defaults to apply when processing purchase orders. | ||||
| Supplier | Enter the supplier for whom you are processing the purchase order. | ||||
| New P/order |
Select this to add a new purchase order. You cannot add a purchase order for a supplier who is on hold. |
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| Add Lines | Select this to add a Stocked line to the current order. | ||||
| P/order Header | Select this to use the Purchase Order Header Information program to enter/change order information related to the entire order. | ||||
| Save P/order | Select this to save the header details of the purchase
order you are currently adding. This option is only enabled when the option: Retain order when created without lines is enabled (Purchase Orders Setup) which enables you to create a purchase order without any detail lines. |
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| End P/order |
Select this to close off the order you are processing. You can print the document on-line, continue with order entry or end the order. If a custom form with mandatory fields is defined for purchase order number, then you have to enter the required custom form details before you can end the order.
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| P/order |
This indicates the purchase order number assigned to the purchase order. This number is automatically assigned by the system, unless you selected your Purchase order numbering method as Manual. |
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When you exit this program, SYSPRO displays a summary of the orders you entered and maintained.
| Field | Description |
|---|---|
| New Purchase Orders | |
| New p/orders | This indicates the total number of new orders you entered during the current run of the program. |
| New p/orders value | This indicates the total value for stocked, non-stocked, freight and miscellaneous lines net of any line discounts entered during the current run of the program. Taxes and order discounts are not reflected in the total value. |
| New lines (maintenance) | This indicates the total number of new order lines added during the current run of the program, using the Order Maintenance function. |
| New lines value (maintenance) | This indicates the total value of stocked, non-stocked, freight and miscellaneous lines net of any line discounts added during the current run of the program, using the Order Maintenance function. Taxes and order discounts are not reflected in the total value. |
| Cancelled Purchase Orders | |
| Cancelled p/orders | This indicates the total number of orders cancelled during the current run of the program. |
| Cancelled p/orders value | This indicates the total value of orders cancelled during the current run of the program. |
| Cancelled lines (maintenance) | This indicates the total number of orders lines cancelled during the current run of the program, using the Order Maintenance function. |
| Cancelled lines value (maintenance) | This indicates the total value of order lines cancelled during the current run of the program, using the Order Maintenance function. |
You use the Preferences option from the Options menu to set up viewing and processing option defaults to apply when processing orders.
| Field | Description | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Save / Save and Close |
Select this to save these settings against your operator code. If you do not save the preferences, then your selections remain in effect only for the current run of the program. |
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| Close |
Select this without first selecting the Save function to keep your selections in effect only for the current run of the program. |
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| Details view options | Indicate what information to display in the Entered Order Lines listview. | ||||||||||||
| Non-stocked lines | Enable this to display non-stocked line items in the listview for a purchase order. | ||||||||||||
| Freight charges | Enable this to display freight charges in the listview for a purchase order. | ||||||||||||
| Miscellaneous charges | Enable this to display miscellaneous charges in the listview for a purchase order. | ||||||||||||
| Comments | Enable this to display comments attached to a purchase order in the listview for the purchase order. | ||||||||||||
| Tracking notes | Enable this to display tracking notes attached to a purchase order or purchase order line in the listview for the purchase order. | ||||||||||||
| Completed lines |
Enable this to view completed purchase order line items in the listview when maintaining a purchase order. It is possible to partially receive a line and to select Yes at the prompt: "Is this line complete now."
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| Zero quantity outstanding lines |
Enable this to display purchase order line items with a zero quantity outstanding in the listview when maintaining a purchase order. It is possible to have a purchase order line where the received quantity is equal to the ordered quantity, but the line is not actually marked as complete. |
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| Warehouse selection | Indicate the warehouse(s) for which to display details in the listview. | ||||||||||||
| Default cancel modes | |||||||||||||
| P/order line maintenance default cancel mode | Indicate how canceled purchase order lines must be
treated.
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| Header due date | |||||||||||||
| Do not apply to lines on a shipment | Enable this to prevent changes made to the purchase order due date from affecting LCT shipment lines held against the order. When this option is not enabled and the purchase order due date is changed, incomplete LCT lines are updated to reflect the new due date. | ||||||||||||
| P/order entry options | Pre-define options to apply when entering purchase orders into the system. | ||||||||||||
| Fixed exchange rate for foreign suppliers |
Enable this to indicate that the exchange rate currently defined against the currency must be used as the fixed rate when entering orders for foreign currency suppliers. |
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| Default delivery address |
Indicate the default delivery address to use for all purchase orders. Alternate delivery addresses are defined using the Alternate Delivery Addresses program. |
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| Default days until memo date |
Indicate the default for the number of days between the system date on which the order was entered, and the memo date. The memo date can be set to a few days before the order due date, so that you can check all the orders which are coming in on a specific date when running the Purchase Orders by Order Number report. |
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| Default memo code |
Enter a single character memo code that is used as the default when creating a purchase order. It can be printed on the purchase order and used for selection purposes within the Purchase Orders by Order Number report. In addition, if you enter a value at the Default days until memo due field, then when you create a purchase order using the default memo code, SYSPRO automatically calculates the memo date. For example: For Default memo codeA you enter 10 at the Default days until memo date field. When you create a new purchase order using default memo code A, SYSPRO calculates the memo date by adding 10 days to the system date. |
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| P/order line options | |||||||||||||
| Prompt for save | Enable this to be prompted to save an order line entered or changed. | ||||||||||||
| Allow blank ledger code for non-stocked | Enable this a default General Ledger code for
non-stocked lines is not required. A valid General Ledger code for non-stocked items must be entered before the line can be saved, when this preference is not enabled. |
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| Automatic selection of supplier prices | Select this to display pricing contracts for this
supplier/stock code combination once an order quantity has
been entered. This is displayed automatically if you selected Purchase price at the Default pricing method for entry setup option (Purchase Orders Setup). If the purchase price is not defined as the default pricing method for purchase order entry, then pricing contracts can be displayed by selecting the Supplier prices field when entering details for a stocked purchase order line. |
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| Calculate due date based on lead time |
Enable this to automatically calculate the Current due date (i.e. line due date) of a stocked line by adding the lead time defined against the stock item and adding it to the current company date. Account is taken of non-working days as defined against the company calendar when the lead time is calculated. If the calculated date is a non-working day, then the current due date is set to the first working day following the calculated date. If an item is defined as bought-out at warehouse level (Inventory Warehouse Maintenance for Stock Code) then the lead time defined against the warehouse is used to calculate the due date instead of the value held against the stock code. |
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| Maintain allocations when match found | Enable this to be able to add/maintain material allocations to a job automatically at the time of processing an order. | ||||||||||||
| Use last stock code as default |
Enable this to default to using the last stock item entered while capturing an order for a specific line type. This default applies until you change the line type or enter a different stock item. This applies only to stocked items. |
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| Validate product class for non-stocked lines | Enable this to validate the product class entered for non-stocked lines. | ||||||||||||
| Default product class for non-stocked lines | Enter a default product class for non-stocked lines. A valid product class must be entered if you enabled the preference: Validate product class for non-stocked lines. | ||||||||||||
| Default tax code | Enter a default tax code. The tax code entered here is
used as the default tax code for all order lines, but can be
changed at the time of entering the line. This preference does not apply when creating purchase orders from requisitions. |
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This information is related to the entire purchase order.
| Field | Description | ||||||||
|---|---|---|---|---|---|---|---|---|---|
| Purchase Order Header | |||||||||
| P/order | This indicates the current purchase order number. | ||||||||
| P/order status | This indicates the current status of the order. Refer to Purchase order Status codes for a list of possible order statuses. | ||||||||
| Currency | This indicates the default currency defined against the supplier. | ||||||||
| Include in MRP | Deselect this to exclude the entire purchase order from
the Material Requirements Planning calculation. When orders
are excluded at header level, their detail lines are excluded,
regardless of whether they are included at line
level. When you exclude the purchase order from MRP, it is no longer seen as a source of supply by the requirements calculation. Therefore, if demand exists for the stocked or non-stocked items on the purchase order, then a suggested purchase order is raised by the requirements calculation to meet that demand. This field is not displayed by default and, if required, must be added using the Show Captions form function. It is enabled by default. See Activity considerations in Notes and warnings. |
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| Order dates | |||||||||
| P/order date |
This indicates the date of the order. It defaults to the current system date, but can be changed. |
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| Due date |
The due date defaults to the current system date, but can be changed. When you change this date, you are prompted to apply the changed due date to all existing purchase order lines. If you select Yes, then the header is updated and all Purchase Order lines not marked as complete are updated according to the Due date you entered. The due date on incomplete LCT lines is also updated when the preference: Do not apply to lines adviced to a shipment is NOT enabled. The Due date can be printed on the purchase order and used for selection purposes within the Purchase Orders by Order Number report. The order due date is also used in the Requirements Calculation program. Supplier calendars are not retained. Because some transporters (e.g. ships) do not stop because it is the weekend, non-working days are not taken into account for items that are purchased. The only time non-working days are taken into account is after receipt - at which point the company calendar can be applied to the dock to stock). |
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| Memo code | Enter a single character memo code, which can be printed on the purchase order and used for selection purposes within the Purchase Orders by Order Number report. | ||||||||
| Memo date |
The memo date defaults from the Preferences option Default days until memo date. The memo date can be set to a few days before the order due date, and when running the Purchase Orders by Order Number report, you can check all the orders which are due on a specific date. |
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| Exchange rate details | |||||||||
| Fixed rate |
Select this to enter a fixed exchange rate for order lines added and optionally for all outstanding lines. This field is disabled and the exchange rate currently held against the currency is used to determine the local currency value of the order when the currency defined against the supplier is fixed or the option: Allow entry/maintenance of exchange rate is not enabled (Purchase Orders Setup). |
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| Exchange rate |
Enter the exchange rate to use for lines added to the order and optionally for existing outstanding lines. The foreign prices entered are converted to local currency values at this rate. Once you accept the rate, the message Apply fixed rate to all outstanding lines? is displayed. If you select Yes, then the header is updated and all outstanding Purchase Order lines (lines not marked as complete) are updated according to the Exchange rate you entered. If you select No, then the header is updated, but the rate against outstanding Purchase Order lines remain unchanged. If the currency defined against the supplier is not fixed, but the program preference Fixed rate for foreign suppliers is enabled, then the Fixed rate defaults to the rate against the supplier's currency. |
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| Po exchange rate | This is the original exchange rate
used when the purchase order was raised and is displayed for
information purposes only. It is retained against the purchase
order header even when the exchange rate for the order is
not fixed (i.e. it does not change when
the exchange rate is changed against the currency table after
the purchase order has been raised). It is useful when exchange rates are volatile, as it allows you to monitor the difference in the value of the purchase order when there are delays and exchange rate changes occurred during that time. It is also useful if you copied a purchase order from a foreign currency supplier, as it indicates the rate used for the new (copied) order. |
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| Order Information | |||||||||
| Buyer |
Enter the buyer responsible for purchasing the goods on the purchase order. This defaults from the Operators program, if a buyer has been setup against the operator. This is validated according to the selection against the option: Validate buyer upon order creation (Purchase Orders Setup) as follows:
If the option: Validate buyer upon order creation is set to Mandatory or If entered, and you are creating a purchase order from one or more requisition lines, then the buyer defined against the requisition line(s) is automatically entered in this field. If you enter a different buyer code, then the requisition lines are updated with the buyer code you entered. |
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| Tax status | Indicate the tax status for the purchase
order. This defaults from the Purchase Orders Setup program, but can be changed.
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| P/order type |
The default entry at this prompt is determined by the currency code of the supplier and the local currency code defined within the Company options. The order type can be used for selection purposes within the Purchase Order Print program and the Purchase Orders by Order Number report. |
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| A/P invoice terms | This defaults from the invoice terms against supplier, but can be changed. | ||||||||
| Payment terms | Enter the payment terms for the order (e.g. COD to indicate cash on delivery). | ||||||||
| Customer | Enter a customer code if the purchase order is to be processed for a customer. | ||||||||
| Customer P/order | Enter the customer's purchase order number to be used for cross-referencing purposes. | ||||||||
| Shipping instructions | The shipping instructions for the order default from the Purchase Orders Setup program, but can be changed. | ||||||||
| Blanket P/o contract |
This is enabled when you add a line to a blanket purchase order created using the Build Purchase Orders program. It enables you to view the contract detail lines using the PO Browse on Contract Details program. |
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| Delivery warehouse |
This only applies when the option: Restrict order to single warehouse is enabled (Purchase Orders Setup). This defaults to the default Warehouse defined against your operator code. If this is not defined it uses the Default warehouse defined against the company. If no default warehouse is defined, then you must manually enter the required delivery warehouse. This ensures that the next purchase order number can be assigned when order numbering is defined By warehouse or By warehouse with prefix. If the option: Restrict order to single warehouse is not enabled and no default warehouse is defined against your operator code, then the warehouse defined against the first merchandise line on the order is used as the warehouse for the purchase order header. Providing you have not yet saved the order, the first time you change the Delivery warehouse, the Delivery address is automatically updated. The second and subsequent times you change the Delivery warehouse, a message is displayed indicating that the delivery address is not the same as the warehouse delivery address. You can then select to change the delivery address or leave it as it is. |
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| Order discount | Enter or change the discounts or surcharges to apply to the entire order. | ||||||||
| Discount percentage |
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| Discount %1 -%3 | Enter up to 3 chained discount/surcharge percentages in these fields. | ||||||||
| Delivery address |
Enter the delivery name and address to which the goods you are ordering must be delivered. |
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| Geolocation | This indicates the geographic location of the address in terms of
longitude and latitude and includes a hyperlink to the map directions.
An additional hyperlink is available (Resolve GeoLocation from address) to resolve addresses using the long or short name. The Use short names when resolving addresses option (System-wide Personalization) determines which name to use by default. SYSPRO reads the name returned from the map provider in XML. If the short name returned in the XML is the same as the long name, then no short names are available from the map provider. |
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| Select delivery address |
Select this to use the Purchase Order Header Information program to indicate the delivery address for the order. You can enter/change the default delivery address defined for the Company. This option is not available when the option: Restrict order to single warehouse is enabled (Purchase Orders Setup) but the option: Allow maintenance of delivery address is not enabled (Purchase Orders Setup). |
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| Intrastat details | |||||||||
| Nationality | This indicates the nationality code for the country in which the
account/supplier/customer is located.
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| Delivery terms | Optionally indicate the three-character alphanumeric
Incoterms code, denoting the terms of delivery.
This code is also used when processing a purchase order for a supplier in an EC Member State and ultimately for use on the Supplementary Declaration. This field defaults to the delivery terms defined against the supplier. If the terms are not defined against the supplier, then the delivery terms defined against the company for Arrivals is used. |
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| Shipping location | Optionally indicate the default Shipping location associated with the Delivery terms. | ||||||||
| Purchase order notes | |||||||||
| Notes | Select this to use the Admin Notepad Editor (Rich Text) program to add free format notes to the purchase order. | ||||||||
| Auto Vouchering | |||||||||
| Supplier auto voucher | This displays the auto vouchering selection defined against the
supplier in the Suppliers program.
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| Auto voucher selection |
This is only available for selection if auto vouchering is allowed to be over-ridden during purchase order processing (i.e. if a supplier has selected Yes for auto vouchering). |
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This pane displays information for the supplier to whom the purchase order is made out. This information is defined against the supplier.
| Field | Description |
|---|---|
| Minimums | |
| Value (local currency) | This indicates the minimum purchase order value (in local currency) applicable to this supplier. The minimum purchase order value only applies to stocked items and non-stocked items. Freight and Miscellaneous charge lines are ignored. |
| Mass | This indicates the minimum purchase order mass value
applicable to this supplier when entering a purchase order for
a stocked item. The minimum purchase order mass value only applies to stocked lines and relates to the value held against the Mass per stocking unit field for the item. |
| Volume | This indicates the minimum purchase order volume value
applicable to this supplier when entering a purchase
order. The minimum purchase order volume value only applies to stocked lines and relates to the value held against the Volume per stocking unit field for the item. |
| Field | Description |
|---|---|
| Values | |
| P/order value | This indicates the total value of the order, including stocked items, non-stocked items, freight, miscellaneous line, order discount values, line discount/surplus values and tax. |
| Merchandise value | This indicates the total value of stocked and non-stocked lines, excluding tax. |
| Other value (local) | This indicates the total value of freight and miscellaneous lines, excluding tax. |
| Other Totals | |
| Hash quantity | This indicates the total quantity of stocked and non-stocked items on the order. |
| Total lines | This indicates the total number of lines on the order, including comment lines. |
| Accumulated minimum comparisons | These fields are updated whenever you save a line, either after adding or changing it. |
| Value (local currency) | This indicates the current value of the order in local currency. It includes the value of stocked items, non-stocked items, freight, miscellaneous line, order discount values, line discount/surplus values and tax. |
| Mass | This indicates the current total mass for stocked and non-stocked lines and is calculated as the quantity multiplied by the unit mass for each item. |
| Volume | This indicates the current total volume for stocked and non-stocked lines and is calculated as the quantity multiplied by the unit volume for each item. |
The lines added and saved against the purchase order are displayed in this listview.
By typically right clicking on a line in the listview, you can select the following options:
See Password considerations in Notes and warnings.
| Field | Description | ||||
|---|---|---|---|---|---|
| Insert before line | Select this to insert one of the following types of
order lines before the currently highlighted line in the
listview:
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| Add to end | Select this to add one of the following types of order
lines after the last order line in the listview:
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| Change | Select this to maintain the currently highlighted order
line. You cannot change completed lines irrespective of your selection at the Allow maintenance of completed orders option (Purchase Orders Setup). You can, however, cancel the line. See Password considerations in Notes and warnings. |
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| Cancel line |
Select this to cancel the currently highlighted line or to set the currently highlighted order line to complete. If you set the Preference: Order maintenance default cancel mode to Ask, then a message is displayed enabling you to either cancel the line or to mark it as complete. When maintaining a purchase order, you cannot cancel an order line linked to an asset capex requisition line. You need to unlink the line using the Asset Capex Items program before the order line can be cancelled. If the order was created from a requisition and no receipts were processed and requisition budgets are required, then the requisition line is set to a status of Approved and the link to the purchase order is cleared for the line. See Activity considerations in Notes and warnings. |
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This displays details of the Purchase Order lines currently on the Purchase Order.
Additional columns can be added to the listview by right clicking in any column header and selecting the Field Chooser option (see Listviews).
The details displayed in this pane related to the currently highlighted line in the Entered Order Lines listview.
| Field | Description |
|---|---|
| Save |
Select this to save the details for the line entered. If you entered a job number against the line and the item on the purchase order line is not a component on the job, then you are prompted to add the item to the job as a component. If you select Yes, then the WIP Material Allocations - Browse program is loaded enabling you to add the item as a component to the job. If you select No, then you will have to add the item to the job as a component when you receipt the purchase order. The line for a Kit type parent item cannot be saved if:
The message: There is a reserved quantity against the allocation which will need to be adjusted manually is displayed when you are reserving stock for allocations (Work in Progress Setup) and you linked the purchase order line to a job which already has a quantity reserved for the stock item. |
| Stocked | Select this to add a stocked line to the purchase order. |
| Non-stocked | Select this to add a non-stocked line to the purchase order. |
| Freight | Select this to add a freight line to the purchase order. |
| Misc Charge | Select this to add a miscellaneous charge line to the purchase order. |
| Comment | Select this to add a comment line to the purchase
order. Refer to Comment Line for
additional information. If the purchase order was created from the Back Order Review program, then comments attached to the sales order line are automatically copied to the purchase order line if you selected the option: Copy attached comment lines to purchase order. |
| Bitmap | Select this to use the Multimedia program to associate a bitmap image with the order line. This option is only enabled for Stocked order lines. |
You use the Stocked tab to enter stocked lines for orders processed against the supplier.
| Field | Description | ||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Stocked Line | |||||||||||||||||||||
| P/order line number | This indicates the line number allocated to the line within the purchase order. | ||||||||||||||||||||
| Warehouse |
Enter a valid warehouse code which will be used to increase the quantity on order for the stock code entered. This defaults to the default warehouse defined against your operator code. You cannot access thisfield when the Restrict order to single warehouse option is enabled (Purchase Orders Setup). When this option is enabled and no default warehouse is defined against your operator code, then you use the Delivery warehouse field in the Purchase Order Header pane to define the single warehouse to use for the order. See Coding considerations in Notes and warnings |
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| Stock code |
Enter the stock code of the item being ordered. The quantity allocated field in the warehouse file is updated as each order line is entered. By default, you enter the SYSPRO stock code in this field. You can, however, use the Field Selector to enter a stock code linked to a SYSPRO stock code in this field (see Stock Code Interchange). Items with a part category of Planning bill or Notional part cannot be selected. |
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| Description | This indicates the description for the Stock code. | ||||||||||||||||||||
| Currency | This indicates the currency for the order line. It defaults to the currency defined against the supplier and cannot be changed. | ||||||||||||||||||||
| Quantity | |||||||||||||||||||||
| P/order quantity |
Enter the quantity of the stock item to be ordered. |
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| P/order uom |
This indicates the unit of measure applicable to the quantity ordered. You can only access this field if the option: Use alternate unit of measure is enabled (Purchase Orders Setup). Once the order line is saved, you cannot change the order unit of measure for a stocked item. This field is disabled when Unit quantity processing is selected against the stock code. |
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| Line information | |||||||||||||||||||||
| Catalogue | Indicate the default supplier catalogue number (as defined within the Browse on Supplier Stock Code Cross Ref program). | ||||||||||||||||||||
| Job |
Indicate the job number to associate with this purchase order line.
The job is validated when the Work in Progress module is installed. This number becomes the default job number when performing a purchase order receipt using the Purchase Order Receipts program. This field is disabled when maintaining a purchase order created from an asset capex. See Coding considerations in Notes and warnings |
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| Current due date |
This indicates the latest due date of the line. This usually defaults to the date on the Purchase Order Header. You can use the current system date plus the lead time for the stock code entered for stocked lines by enabling the preference: Calculate due date based on lead time. You typically maintain this date when maintaining an order. A warning is displayed if you enter a date which is defined as a non-working day on the company calendar. When you create a purchase order from the Purchase Order Review program, the due date is calculated by adding the Dock to stock days defined against each stock item, and the days entered against the option: Days after stock arrival it can be used (Requirements Planning Setup) The result of this calculation is used to age the due date according to the date on which the item is required (i.e. the demand date). If the calculated due date is prior to the date on which the MRP calculation was run, then the due date is taken as the day before the MRP calculation run date. The due date for subcontract items is calculated in the same way, but dock to stock days are excluded. |
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| Original due date | This indicates the original due date of the line. | ||||||||||||||||||||
| Allow MRP to reschedule due date |
Indicate whether MRP can reschedule the due date of the order. When a Requirements Calculation is performed, and this option is enabled, you can change the due date of the order to fall in line with the production schedule. |
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| Include in MRP |
Deselect this to exclude the purchase order line from the Material Requirements Planning calculation.
When excluded, the item is not seen as a source of supply in the requirements calculation. Therefore, if demand exists for the item, then a suggested purchase order will be raised by the requirements calculation to meet that demand. This field is not displayed by default and, if required, must be added using the Show Captions form function. It is enabled by default. See Activity considerations in Notes and warnings. |
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| Tax information | You can only access these options if the Tax status against the Purchase Order Header is set to Taxable. | ||||||||||||||||||||
| Taxable | Indicate whether the order line is taxable. | ||||||||||||||||||||
| Tax code/GST code |
Indicate the tax code to assign to the order line. The Descriptive tax code must be used if defined (Descriptive Tax Code Browse/Maintenance). The GST code field is displayed only if your nationality code is set to CAN and you indicated that Canadian GST is required. You use this field to indicate the GST code to assign to the line. The tax code defaults to the Default tax code defined against your preferences. |
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| Pricing | |||||||||||||||||||||
| Costing method |
Indicate the pricing method to be applied to the order line. This field defaults to the method you selected against the option: Default pricing method for entry (Purchase Orders Setup). As the Costing method is not saved against the Purchase order, it defaults to Manual when you maintain a purchase order after saving it.
The following pricing methods are available:
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| Supplier prices |
Select this to use the PO Browse on Contract Prices program to select the price to use tor this order line. To automatically display the PO Browse on Contract Prices program when a purchase order contract exists for the supplier, you need to:
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| Price |
Enter a price for the order line if the Default pricing method for entry is Manual (Purchase Orders Setup). For manual pricing, the price of stock items must be entered for each line. This field is disabled for a Purchase order created from a Blanket Purchase order, as the price from the contract is used. See Password considerations in Notes and warnings. Note that this field is not set to zero when the Costing method is changed to Manual from another costing method. The price from the previous costing method is retained and you need to enter the required price. You can only change the price for Blanket Purchase Orders created using the Build Purchase Orders program when the Entry of new lines to contracted orders option is enabled (Purchase Orders Setup). When this option is not enabled, you can only change a Blanket Purchase Order price by deleting all the lines on the purchase order and recreating them at the new contract price, or by allowing MRP to recreate them at the new contract price. To automatically display the PO Browse on Contract Prices program when a purchase order contract exists for the supplier, then you need to:
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| Price uom | Enter the pricing unit of measure for the order line, if manual pricing is being used. | ||||||||||||||||||||
| Factor | Select this to manually convert a unit of measure which
is not held on file to one which is held on file (see Manual Entry of Conversion Factor). The pricing factor is only enabled when you enter a Price uom that does not exist on the pricing table. You can then enter your own factor. |
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| Discount | Select this to enter up to three chained discount percentages or a discount value for the order line (see Line Discount). | ||||||||||||||||||||
| ECC information | This applies when the item in the Stock
code field is ECC controlled. The revision and release cannot be changed when maintaining a Purchase Order if the stock item is linked to a Sales order or to a job with valid material allocations. The wording displayed for this screen defaults to Revision/Release, but is replaced by whatever wording you have assigned to these user-defined fields in the Bill of Materials Setup program. |
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| Revision | Indicate the revision number for the ECC-controlled stock item. | ||||||||||||||||||||
| Release | Indicate the release number for the ECC-controlled stock item. | ||||||||||||||||||||
The Field Selector at the Stock code field enables you to select which stock code linked to a SYSPRO stock code you want to enter in the Stock code field when adding a stocked order line.
| Field | Description | ||||
|---|---|---|---|---|---|
| Select Using Alternate key 1 | Select this to be able to enter the code defined in the Alternate key 1 field of the stock item (Stock Codes) in the Stock code field. | ||||
| Select Using Customer Interchange |
Select this to enter the customer's stock code that is linked to a SYSPRO stock code in the Stock code field. After you enter and accept the customer's stock code, the equivalent SYSPRO stock code is entered in the Stock code field. Providing a link exists between the customer's stock code and the SYSPRO stock code, the customer's stock code is saved against the order line. This is regardless of whether you enter the customer's stock code or the SYSPRO stock code on the order line. The customer's stock code can be printed on purchase order documents.
To enable the interchange of stock codes for the customer:
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| Select Using Supplier Interchange | Select this to be able to enter the supplier's
catalogue number that is linked to a SYSPRO stock code in
the Stock code field. After you enter and accept the
supplier's catalogue number, the equivalent SYSPRO stock
code is entered in the Stock code field. To enable the interchange of supplier catalogue numbers and SYSPRO stock codes:
Providing a link exists between the supplier's catalogue number and the SYSPRO stock code, the supplier's catalogue number is saved against order line. This is regardless of whether you enter the supplier's catalogue number or the SYSPRO stock code on the order line. The supplier's catalogue number can be printed on purchase order documents. |
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| Select Using Matching Stock Codes | Select this to be able to enter a partial SYSPRO stock code in the stock code field and view the stock codes matching your partial entry in a listview. This enables you to select the full stock code you require from the listview. | ||||
| Select Using Approved Manufacturers | Select this to be able to enter an approved
manufacturer's part number in the stock code field. You use the Approved Manufacturers Parts program to define details of approved manufacturers' part numbers and to link these part numbers to your SYSPRO stock codes. |
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| Remove This Selection | Select this to be able to enter only the full SYSPRO stock code in the Stock code field. | ||||
| Interchange popup toolbar | This is displayed when you select one of the stock
code interchange options. Depending on your selection, you will enter either the alternate key 1 code, the customer's stock code, the supplier's catalogue number, a partial SYSPRO stock code or an approved manufacturer's part number in the first field. |
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| Go | Select this arrow to use the stock code entered. | ||||
| Close | Select this to close the interchange popup toolbar for the current order line and return to the Stock code field. | ||||
| Remove | Select this to remove the current interchange selection, close the interchange popup toolbar and return to the Stock code field. The interchange popup toolbar is not automatically displayed again for the current order. | ||||
Specify the discount or surcharge applicable to the item.
| Field | Description | ||||||
|---|---|---|---|---|---|---|---|
| Accept | Select this to accept the discounts or surcharges entered. | ||||||
| Cancel | Select this to close this window without applying a discount or surcharge. | ||||||
| Line discounts | Select this to apply a discount percentage to the order line. | ||||||
| Discount type |
|
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| Discount Percentage(s) |
These fields are enabled if you selected to apply a Discount % to the order line. You can enter up to 3 chained discount percentages in the fields provided.
|
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| Discount value | Enter the discount value applicable to the order line. This only applies if you selected to apply a Discount value to the order line. |
The following information is displayed for the current stocked order line:
| Field | Description | ||||
|---|---|---|---|---|---|
| Selection |
This applies if you are using the stock code interchange facility - see Stock Code Interchange. |
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| Selection key | This indicates the key for the stock code selection method you used for this order line. | ||||
| Selection method | This indicates the stock code selection method you selected for this order line. | ||||
| Receipt information | |||||
| Quantity received | This indicates the quantity received to date against the order line. | ||||
| Date received | This indicates the date on which the last receipt for the order line was processed using the Purchase Order Receipts program. | ||||
| Links | |||||
| Rev/Rel | Applies to ECC controlled items. | ||||
| Dimensions |
Select this to enter multiple 2 or 3-dimensional lines or frame lines for stocked items using the SO Dimension Entry program. Once entered, the resultant quantity is passed back to the quantity field and the multiple lines are converted into comments.
|
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| Blanket |
This option is enabled when:
|
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| Line values | |||||
| Discount value | This indicates the discount value for the order line. | ||||
| Net value | This indicates the net value of the order line (after discount). | ||||
You use the Non-stocked tab to enter order lines for items that you do not stock in your Inventory Control system.
The processing of non-stocked lines is similar to stocked merchandise lines, except that the stock item is not maintained in the Inventory Control module.
As no details are available on the system, you must fully describe the item when entering an order detail line. No allocation information is maintained.
| Field | Description | ||||
|---|---|---|---|---|---|
| P/order line number | This indicates the line number of the line within the purchase order. | ||||
| Non-stocked code |
Enter code of the non-stocked item you are ordering. The non-stocked code must conform to the key type defined for Stock codes in the Set Key Information program. For example, if the Stock code key type is set to Numeric then the non-stocked code must be numeric. |
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| Description | Enter a description of the non-stocked item | ||||
| Quantity | |||||
| P/order quantity | Enter the quantity of the non-stocked item to be ordered. | ||||
| P/order uom | Enter the order unit of measure for the item. | ||||
| Line information | |||||
| Catalogue | Indicate the default supplier catalogue number (as defined within the Supplier Stock Code Cross Reference program). | ||||
| Job |
Indicate the job number to associate with this purchase order line. If the Work in Progress module is installed, then the job is validated. This number will become the default job number when performing a purchase order receipt using the Purchase Order Receipts program. See Coding considerations in Notes and warnings |
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| Subcontract operation |
Indicate the subcontract operation attached to the job.
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| Operation | Enter a job operation number to associate with this purchase order line. This is only enabled if you entered a job number at the Job field. | ||||
| Current due date | This indicates the latest due date of the line. You typically maintain this date when maintaining an order. | ||||
| Original due date | This indicates the original due date of the line. | ||||
| Allow MRP to reschedule due date |
Select this to allow MRP to reschedule the due date of the order. This enables you to change the due date of the order to fall in line with the production schedule when a Requirements Calculation is performed. |
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| Include in MRP |
Deselect this to exclude the purchase order line from the Material Requirements Planning calculation.
When excluded, the item is not seen as a source of supply in the requirements calculation. Therefore, if demand exists for the item, then a suggested purchase order will be raised by the requirements calculation to meet that demand. This field is not displayed by default and, if required, must be added using the Show Captions form function. It is enabled by default. See Activity considerations in Notes and warnings. |
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| Receive into inspection |
Select this to receive the non-stocked order line into inspection and perform two-tier receipting of the item using the Purchase Order Receipts program. Once the items are in inspection, you can use the Purchase Order Inspection program to count the non-stocked quantity, scrap quantities, reject quantities, return quantities, and receive the non-stocked item into stock. Any linked sales orders or jobs are updated and the ledger codes entered against the purchase order line are used for distribution. |
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| Ledger code |
Indicate the ledger code that must be debited when processing a purchase order receipt. This ledger code can be printed on purchase orders documents, if required. If you selected the Preference: Allow blank ledger code for non-stocked (see Preferences), then you do not have to enter a ledger code for a non-stocked item. If you did not select this preference, then you will need to enter a valid General Ledger code before you can save the order line. If you are purchasing an inventory item, then you should enter the Non-stocked G/L control account. If you are purchasing some other kind of asset (or incurring an expense) you can enter the applicable account on the order.
|
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| Commitments |
Select this to use the GL Commitment Status Query program to view the current available budget for the selected ledger code. This function only applies when Commitment accounting is required General Ledger Setup. |
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| Product class | Indicate the product class to assign to the order
line. This defaults to the code you entered at the Default product class for non-stocked lines field, but can be changed. In addition, a valid product class must be entered if you selected the preference: Validate product class for non-stocked lines. |
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| Unit mass | Enter the unit mass of the non-stocked item. | ||||
| Unit volume | Enter unit volume of the non-stocked item. | ||||
| Currency | This indicates the currency for the order line. It defaults to the currency defined against the supplier and cannot be changed. | ||||
| Tax information | You can only access these options if the Tax status against the Purchase Order Header is set to Taxable and the Default tax status is set to Taxable. | ||||
| Taxable | Indicate whether the order line is taxable. | ||||
| Tax code/GST code |
Indicate the tax code or GST code to assign to the order line. The Descriptive tax code must be used if defined (Descriptive Tax Code Browse/Maintenance). The GST code field is only displayed when your nationality code is set to CAN and Canadian GST is required (Company Tax Options Setup). The tax code defaults to the Default tax code defined against your preferences. |
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| Pricing | |||||
| Price | Enter the purchase price of the non-stocked
item. This field is disabled for a Purchase order created from a Blanket Purchase order as the price from the contract is used. See Password considerations in Notes and warnings. |
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| Last price paid | Select this to use the previous price paid for the Non-stocked code from the current Supplier. | ||||
| Price uom | Enter the pricing unit of measure for the order line. | ||||
| Factor | Select this to manually convert a unit of measure which is not held on file to one which is held on file. This option is enabled when you enter a Price unit of measure which is different to the Order unit of measure. See Manual Entry of Conversion Factor. | ||||
| Discount | Select this to enter the discount applicable to the order line (see Line Discount). | ||||
| Withholding tax | |||||
| Withholding tax expense type |
Select the relevant expense type for the non-stock code. This indicates whether the item is a goods or service. This only applies when the Withholding tax required option is enabled Company Tax Options Setup. |
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This screen is displayed when you select the Factor option.
| Field | Description |
|---|---|
| Accept | Select this to apply the conversion factor entered. |
| Cancel | Select this to close this screen without defining the conversion factor. |
| Reverse u/ms | Select this to define the number of one Price unit of measure that define one Order unit of measure. |
| Conversion factor to apply | |
| Primary uom | Indicate the Order unit of
measure. If you selected Reverse u/ms, then enter the Price unit of measure. |
| Secondary uom | Indicate the Price unit of
measure. If you selected Reverse u/ms, then enter the Order unit of measure. |
| Conversion rate | Indicate the amount by which the Primary uom must be multiplied by to give the Secondary uom. |
The following information is displayed for the current non-stocked order line:
| Field | Description |
|---|---|
| Receipt information | |
| Quantity received | This indicates the quantity received to date against the order line. |
| Date received | This indicates the date on which the last receipt for the order line was processed using the Purchase Order Receipts program. |
| Line values | |
| Discount value | This indicates the discount value for the order line. |
| Net value | This indicates the net value of the order line (after discount). |
| Links | |
| Blanket |
This option is enabled when you add a line to a blanket purchase order created using the Build Purchase Orders program. It enables you to view the contract detail lines using the PO Browse on Contract Details program. |
| Assets | |
| Asset capex | This indicates the asset capex number to which the purchase order line is linked, if applicable. |
| Asset capex line | This indicates the asset capex line to which the purchase order is linked, if applicable. |
You use the Freight tab to enter freight charges to assign to the order.
By default, the product class assigned to a freight charge is _FRT and cannot be changed.
See Coding considerations in Notes and warnings
| Field | Description | ||||||
|---|---|---|---|---|---|---|---|
| Freight line | |||||||
| P/order line number | This indicates the purchase order line number assigned to the freight line. | ||||||
| Freight charge | You can only access these options if you are processing
freight charges for a foreign currency supplier. This enables
you to indicate the currency in which the charge is being
entered.
|
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| Currency | This indicates the currency for the freight line. If you are processing a freight charge for a foreign currency supplier and you selected to enter the freight charge in the foreign currency, then this field displays the foreign currency of the supplier. | ||||||
| Amount | Enter the value of the freight charge for the order. | ||||||
| Tax information | You can only access these options if the Tax status against the Purchase Order Header is not set to Exempt. | ||||||
| Taxable | Indicate whether the order line is taxable. | ||||||
| Tax code/GST code |
Indicate the tax code to assign to the freight line. This field is only enabled if you selected Yes at the Taxable field above. The Descriptive tax code must be used if defined (Descriptive Tax Code Browse/Maintenance). The GST code field is displayed only if your nationality code is set to CAN and you indicated that Canadian GST is required. You use this field to indicate the GST code to assign to the freight line. The tax code defaults to the Default tax code defined against your preferences. See Coding considerations in Notes and warnings |
You use the Misc Charge tab to assign miscellaneous charges to an order.
By default, the product class assigned to a miscellaneous charge is _OTH and cannot be changed.
| Field | Description | ||||||
|---|---|---|---|---|---|---|---|
| Miscellaneous line | |||||||
| P/order line number | This indicates the purchase order line number assigned to the miscellaneous charge line. | ||||||
| Description |
Enter a description for the miscellaneous charge. If standard comments were created using the Standard Comments program, then you can enter the comment code. |
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| Miscellaneous charge | These options only apply when processing miscellaneous
charges for a foreign currency supplier and enable you to
indicate the currency in which the charge is being
entered.
|
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| Currency | This indicates the currency for the miscellaneous charge line. If you are processing a miscellaneous charge for a foreign currency supplier and you selected to enter the miscellaneous charge in the foreign currency, then this field displays the foreign currency of the supplier. | ||||||
| Amount | Enter the amount of the miscellaneous charge. | ||||||
| Tax information | You can only access these options if the Tax status against the Purchase Order Header is not set to Exempt. | ||||||
| Taxable | Indicate whether the order line is taxable. | ||||||
| Tax code/GST code |
Indicate the tax code to assign to the miscellaneous charge line. This is only enabled if you enabled the Taxable field. The Descriptive tax code must be used if defined (Descriptive Tax Code Browse/Maintenance). The GST code field is displayed only if your nationality code is set to CAN and you indicated that Canadian GST is required. You use this field to indicate the GST code to assign to the miscellaneous charge. The tax code defaults to the Default tax code defined against your preferences. See Coding considerations in Notes and warnings |
You use the Comment tab to enter comment lines against the order or against an order line.
See Coding considerations in Notes and warnings
| Field | Description |
|---|---|
| Free Format Comments | Select this to use the Admin Notepad Editor (Monospaced Text) program enter free
format comments for the order or an order
line. Free-format comments can be attached to only the previous 10 non-comment lines. |
| Standard Comments |
Select this to enter a standard comment(s). These comments are maintained using the Standard Comments program. |
| Supplier comments | Select this to enter purchase order Supplier
comment(s). These comments are maintained using the Supplier Comments program. |
| Stock comment | Select this to enter Purchase order Stock code
comment(s). These comments are maintained using the Stock Code Comments program. |
| Stock P/order text |
Select this to attach purchase order text which is defined against a stock code to the order line. This text is added and maintained using the Notes option of the Inventory Query program. When the Insert additional text automatically option is enabled (Purchase Orders Setup) then any Stock P/order text held against the stock code is inserted automatically as comments against the order. You can attach the comments to a specific purchase order line. |
| Stock D/goods text |
Select this to attach dangerous goods text which is defined against a stock code to the order line. This text is added and maintained using the Notes function of the Inventory Query program. When the Insert dangerous goods text automaticallyoption is enabled (Purchase Orders Setup) then any Dangerous goods notations held against the stock code are inserted automatically as comments against the order. You can attach the comments to a specific purchase order line. |
| Tracking Notes |
Select this to use the Admin Notepad Editor (Monospaced Text) program to enter free format tracking notes. These notes can be attached to a specific order line or to the entire order. Unlike other comments, tracking notes can be included or excluded when querying purchase orders using the Purchase Order Query program or when printing purchase order documentation using the Purchase Order Print program. If the order is an EDI order, or if Commitment Accounting is required, then you cannot change the tracking notes to cause extra lines to be inserted. In this case, you need to add the additional text as a new comment. |
This screen is displayed when you select the Stock Comment option from the Comments tab.
| Field | Description | ||||
|---|---|---|---|---|---|
| Accept | Select this to accept/attach the comment indicated. | ||||
| Cancel | Select this to close the screen without adding/attaching the comment. | ||||
| Comments | |||||
| Comment code | Indicate the Standard comment, Supplier comment or Stock comment comment code to attach. | ||||
| Attach comments | |||||
| Attach comments to a purchase order line |
Enable this to attach a Standard comment, Supplier comment, Stock comment, Stock P/order text or Stock D/goods text to a specific purchase order line. Comments can be attached to a maximum of 20 preceding lines. |
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| Order line |
Indicate the order line to which to attach the comment text.
If you cancel an order line to which a comment is attached, then the comment line is deleted only if it is directly below the cancelled order line. If the comment line is attached to the order line, but is placed after another order line, then it is not cancelled. For example, you have the following: Order line 1 Comment 1 attached to Order line 1 Order line 2 Comment 2 attached to Order line 1 You now cancel order line 1. Comment 1 is cancelled, but Comment 2 remains, since Comment 2 is linked to all lines between the line to which it is attached and the comment line itself. Therefore, it is important to position comment lines correctly within an order. |
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Select this to close off the purchase order (see End P/order).
You use the Copy option from the Functions menu to create a copy of an existing purchase order.
| Field | Description |
|---|---|
| Copy from | |
| From purchase order | Indicate the Purchase order from which to create a copy. |
| From supplier | This displays the supplier assigned to the original Purchase order. |
| Supplier name | This displays the name of the supplier on the original Purchase order. |
| P/Order status | This displays the current status of the Purchase order you are copying. |
| Copy to | |
| To purchase order |
Indicate the new order number that must be created. You cannot enter an order number when the purchase order numbering method is defined at company or warehouse level. |
| To supplier |
Indicate the new supplier for the order. The supplier cannot be on hold. In addition, the currency code of the new supplier must be valid and the same as that against the original supplier. Leave this field blank to create a copy of the order for the same supplier. See Activity considerations in Notes and warnings. |
| P/order date |
Indicate the order entry date for the new purchase order. This date be printed on the purchase order and used for selection purposes within the Purchase Orders by Order Number report. |
| Due date |
Indicate the purchase order header due date for the new purchase order. The due date defaults to the current system date, but can be changed. |
| Warehouse |
Indicate the warehouse for the new purchase order. This new warehouse must exist and the items on the original purchase order must be stocked in the warehouse. The new warehouse cannot be the same as the existing warehouse for the order when the option: Restrict order to single warehouse is enabled (Purchase Orders Setup). The warehouse against the order and the order lines is updated with the new warehouse. Only the order lines are updated when the Restrict order to single warehouse option is not enabled. See Activity considerations in Notes and warnings. |
| Line due date |
Indicate the line due date for the new order. |
| Calculate line due date based on lead time | Enable this to calculate the line due date on the new
order using the lead time defined against the stock item.
This only applies to stocked items. The lead time must defined against the stock item(s). When enabled, the number of lead time days is added to today's date to determine the order line due date for the item on the new purchase order. If an item is defined as bought-out at warehouse level (Inventory Warehouse Maintenance for Stock Code) then the lead time defined against the warehouse is used to calculate the due date instead of the value held against the stock code. |
| Include tracking notes |
Enable this to copy tracking note attached to the original order to the new order. |
| Use current exchange rate | This applies when copying an order from a foreign
currency supplier. Enable this to create the new (copied) purchase order at the exchange rate currently defined in the currency table. When not enabled, the exchange rate on the original order is used to create the new (copied) purchase order. The exchange rates used are displayed in the Exchange rate detail section of the Purchase Order Header Information program. |
| Copy delivery address | Enable this to copy the delivery address of the
destination warehouse to the purchase order (i.e. the address
for the warehouse specified in the Copy to -
Warehouse field is copied to the purchase order
header). This applies when you copy a purchase order to a different warehouse. |
| Copy custom forms |
Enable this to copy the purchase order header and detail custom form fields to the new purchase order. |
| Cancel | Select this to abandon the copy and return to the previous screen. |
| Copy |
Select this to copy the order and create the new purchase order according to your selections. |
This screen is displayed after the successful copy of one purchase order to another using the Copy function.
If any merchandise lines on the original purchase order are associated with a job, then you are given the option to include or exclude these lines from the copy process. If you select to copy merchandise lines associated with a job, then the job number is not copied to the new order.
| Field | Description |
|---|---|
| The purchase order has been copied to xxx. Do you wish to maintain this purchase order? | The order has been copied to order |
| Yes | Select this to change the copied order as required. |
| No | Select this to return to the previous screen. |
Following the entry of an order document into the system, a status code is assigned to the order indicating its progress within the system. The status code held against an order determines what functions can be performed at that point, particularly during maintenance and printing.
Once an order has passed through a given phase (for example, after it has been printed) the status of the order changes to the next highest status, until it reaches a status of 9, indicating that the order is completed and the goods have been received into stock.
![[Note]](images/note.png)
|
|
|
If you enabled the option: Set 'ready to print' after maintenance (Purchase Orders Setup) then after you maintain an order (in status 4), the status is reset to 1. If you enabled the option: Allow maintenance of completed orders (Purchase Orders Setup) then the purchase order remains in a status 4 until the number of days to retain completed purchase orders is exceeded. At this point the order is purged and not moved to status 9. |
|
The following table indicates the possible statuses for a purchase order:
| Status | Comment | ||||
|---|---|---|---|---|---|
| 0 | Order in process. This happens when you get a record locked message. To reset the status you need to maintain the order. See Activity considerations in Notes and warnings. See Password considerations in Notes and warnings. |
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| 1 | Order entered and ready for printing. When you maintain an order and do not print it, its status is set to "1" if the option: Set 'ready to print' after maintenance is enabled (Purchase Orders Setup). However, if you maintain an order to cancel it, the order status is set to 'Cancelled', irrespective of your selection at this setup option. |
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| 4 | Printing is complete.
|
||||
| 9 | Order complete and receipted into stock. The Purchase Order Purge moves completed orders from status 4 to status 9. The order complete date is set on a purchase order by the Purchase Order Purge program when all purchase order lines have been receipted. If the option: Allow maintenance of completed orders is enabled (Purchase Orders Setup) then the completed order remains in a status of 4, otherwise it is moved to a status of 9. If you enabled the option: Allow maintenance of completed orders, then orders which were completed and are in a status of 4, remain in a status of 4 until the number of days to retain completed purchase orders is exceeded. At that point, the orders are purged when the Purge function of the Purchase Order Purge program is run, without being moved to a status of 9. The reason that these orders remain in a status of 4 is that they can be maintained and are therefore regarded as active. An order that contains only freight lines is set to complete once it is printed, providing the Purchase Order Format option Print detail freight line, is selected. |
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| * | Order cancelled. | ||||
-
You may not be able to process Requisitions and Purchase Orders when the option Commitment accounting required is enabled (General Ledger Setup) and not all period end dates for the current General Ledger year are defined (General Ledger Setup).
Refer to Commitment Accounting for additional information.
-
Supplier on hold
If the supplier for whom you are currently entering purchase order lines is placed On hold by another operator, a message is displayed and you cannot save the purchase order line. If you added and saved lines and the supplier is put On hold before you end the order, then you cannot end the order. The purchase order can only be cancelled.
-
Blanket Purchase Orders
The addition and maintenance of lines for a blanket purchase order is controlled by the option Adding of new lines to contracted orders (Purchase Orders Setup).
-
A maximum of 9999 lines can be entered against a single purchase order.
-
If the order contains only freight lines, then it is set to a status of complete once it is printed if the Purchase Order Format preference Print detail freight line is enabled.
-
When comments are attached to an entire order, they are printed regardless of what has already been printed on the document.
-
The following fields retain their previous values when adding the following line types:
-
Stocked line - Warehouse, Job
For example, if the first stocked line is captured for Warehouse E and linked to Job 123, then the next stocked line added defaults to Warehouse E and Job 123.
-
Non-stocked line - Job, Tax code
-
Freight line - Tax code
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Miscellaneous charge line - Tax code
VBScripting can be used to clear these fields between each line entered.
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Delivery Terms and Shipping Location's can only be captured if:
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a valid Nationality code has been entered, and EC Vat is in force, or
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the option Capture non EC members delivery terms is enabled in the Intrastat Setup program.
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The Delivery Terms and Shipping Location defaults defined in Suppliers and Customers take precedence over those defined in the Intrastat Setup program.
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To reflect the Delivery Terms and Shipping Location on sales order and purchase order documents, ensure that these fields are enabled in the document format setup programs (only available with Word and SRS document printing).
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Delivery terms are maintained using the Intrastat Delivery Terms program.
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Shipping locations are maintained using the Shipping Locations program.
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Nature of transaction codes are maintained using the Intrastat Transaction Nature program.
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For stocked lines, the expense type is taken from the Stock Codes program.
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If a stocked line is part of a contract, then the expense type is taken from the contract.
Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.
Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.
| eSignature Transaction | Description |
|---|---|
| PO Add purchase order |
Controls access to the Create P/order and New P/order functions in the PO Creation, Requisition Create Purchase Orders and Purchase Order Entry programs. |
| PO Maintain purchase order |
Controls access to the maintenance of purchase orders in the following programs:
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| PO Cancel purchase order |
Controls access to the Cancel P/order function in the Purchase Order Entry program. |
| PO Add purchase order merchandise line |
Controls access to the Enter Stocked Line and Enter Non-stocked Line functions in the following programs:
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| PO Change purchase order merchandise line |
Controls access to the maintenance of stocked and non-stocked purchase order lines in the Purchase Order Entry program. |
| PO Cancel purchase order line |
Controls access to the Cancel Line function in the Purchase Order Entry program. |
| PO Complete purchase order |
Controls access to the End P/order function in the Purchase Order Entry program. |
| PO Print purchase order |
Controls access to the printing and reprinting of purchase orders online in the PO Creation and Purchase Order Entry programs. Batch printing of purchase orders is not affected. |
| PO Copy purchase order |
Controls access to the Copy Purchase Order function in the Purchase Order Entry program. |
| PO Add non-merchandise line |
Controls access to the addition of non-merchandise lines to a purchase order in the Purchase Order Entry program. |
| PO Change purchase order non-merchandise line |
Controls access to the maintenance of non-merchandise lines on a purchase order in the Purchase Order Entry program. |
Operator access to the following activities within this program can be restricted. You configure this using the Operators program.
| Activity | Description | ||||
|---|---|---|---|---|---|
| PO Complete order with partially received lines | Controls whether an operator can set a purchase order that has been partially receipted to Status 9 - Complete in the Purchase Order Entry program. | ||||
| PO Cancel order with partially received lines | Controls whether an operator can cancel a purchase order that has been partially receipted in the Purchase Order Entry program. | ||||
| PO Cancel partially received lines |
Controls whether an operator can cancel a partially receipted purchase order line using the Purchase Order Entry program.
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| PO Complete partially received lines | Controls whether an operator can set a partially receipted purchase
order line to Complete using the Cancel
line option in the Purchase Order Entry program.
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| PO Print purchase order | Controls whether an operator can print a purchase order using the Purchase Order Entry or Purchase Order Print programs. | ||||
| PO Copy - change codes | Controls whether an operator can change either the Supplier or Warehouse fields when using the Purchase Order Entry program to copy a purchase order. | ||||
| SO and PO Reset order status from 0 | Prevents an operator from maintaining sales orders, dispatch notes,
or purchase orders that are still in process (i.e. status
0). Alternatively, you can password-protect the maintenance of orders that are in process. This is achieved using the Password Definition program and configuring a password against the following functions:
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| PO Include/Exclude in MRP calculation | Controls whether an operator can exclude or include a purchase order
(or order line) for stocked and non-stocked items from the requirements
calculation:
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Password access to the following functions in this program may be defined in the Password Definition program. When defined, the password must be entered before you can access the function.
| Field | Description |
|---|---|
| PO Maintenance of purchase orders | This password restricts access to maintaining an existing purchase order using the Purchase Order Entry program. |
| PO Cancelling purchase orders | This password restricts access to cancelling an entire purchase order by selecting the Cancel P/order function in the Purchase Order Entry program. The password is not required when cancelling individual order lines. |
| PO Maintenance of purchase orders which are 'in process' | This password restricts access to using the Purchase Order Entry program to maintain a purchase order which is in a status of 0. See Purchase order Status codes. |
| PO Maintenance of purchase orders which have been printed | This password restricts access to using the Purchase Order Entry program to maintain purchase order lines on a purchase order which has been printed. This includes adding lines, cancelling lines and changing lines. |
| PO Maintenance of purchase order price | This password restricts access to changing the Price on a purchase order line for a stocked or non-stocked item when maintaining a purchase order using the Purchase Order Entry program. It is not requested when changing the Amount for a Freight or Miscellaneous charge line. |
| PO Maintenance of purchase orders created by requisition system | This password restricts access to using the Purchase Order Entry program to maintain a purchase order which was created using the Requisition Create Purchase Orders program. |
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You can create a purchase order without any lines (i.e. with only the Purchase order header) if the option: Retain order when created without lines is enabled (Purchase Orders Setup). This is useful if you want to create a purchase order to obtain the purchase order number to give to your supplier, and later add the required lines to the order.