PO Creation

Exploring

This program lets you create a purchase order for both bought-out and non-stocked items for a specific sales order, or from the Multi-level Trial Kitting program.

Things you can do in this program include:

  • Create a new purchase order.

  • Add line items to an existing purchase order.

This program can't be run standalone and is accessed from the following program(s):

  • Sales Order Entry
  • Back Order Review
  • Trial Kitting
  • Advanced Trial Kitting
  • Sales Order Entry Express
  • Multi-level Trial Kitting
  • Asset Capex Items

This refers to a supplier that can be used instead of the supplier normally associated with a specific product or service.

Within SYSPRO, assigning alternate suppliers to stock codes lets you raise requisitions and purchase orders from alternative sources of supply when your normal supplier is unable to fulfill your requirements.

You can query and select to assign an alternative supplier at the time of entering detail purchase order lines or additional information for requisition lines.

You query alternate supplier information using the Inventory Query, Purchase Order Entry and Requisition Entry programs and you can print the first three alternate suppliers on the Purchasing Work Sheet report.

Buyers are individuals in a company responsible for identifying sources of supply and for purchasing products or services from these sources. Within SYSPRO, the buyer code assigned to a stock code indicates the person responsible for purchasing the item.

You typically assign buyers to stock codes when you have more than one person in the company responsible for purchasing products or services.

Buyers can be used as a selection criterion in a number of SYSPRO reports.

You assign buyer codes to bought-out stock items using the Stock Code Maintenance program.

A customer provides the mechanism for you to raise sales orders within Syspro.

The static information captured against a customer is used when processing sales transactions and determines, for example, the tax and discounts applicable.

Documents generated from these transactions (e.g. invoices, credit notes, debit notes) are also stored against the customer.

The customer code can be used as a filtering tool when generating reports.

Customers are maintained using the Customers program (Program List > Accounts Receivable > Setup).

This indicates the address to which a supplier must deliver goods.

More than one delivery address may be required for larger companies that typically have a number of sites, branches or depots.

Each alternate delivery address is referenced by an address code that can be selected during purchase order processing.

You create alternate delivery addresses using the PO Multiple Delivery Address Maintenance program (Program List > Purchase Orders > Setup).

International Commercial Terms are pre-defined terms published by the International Chamber of Commerce (ICC) that are widely used in international commercial transactions.

Incoterms comprise a series of three-letter trade terms related to common contractual sales practices and the rules of each are intended primarily to communicate the ownership of costs and risks associated with the transportation and delivery of goods.

Within SYSPRO, the Incoterms code indicates the portion of costs and risks agreed to by the parties in a contract of purchase or sale.

For example:

The delivery term CIP (Carriage and Insurance Paid) indicates that the seller pays the cost of carriage and insurance necessary to bring the goods to a named destination (i.e. shipping location).

This is the name given to the method of collecting information and producing statistics on the export and import of goods between countries of the European Union (EU).

Intrastat came into existence in 1993 as the source of trade statistics within the EU and the requirements are similar in all member states.

Within SYSPRO, the nationality code identifies the country in which your local site is located (configured at the time of setting up the system for the first time).

It influences how transactions are processed when raising sales orders for a customer in an EC Member State (e.g. ensuring that the correct EC information is captured) and affects the display of tax fields (e.g. the fields displayed for the Canadian Tax System differ vastly from the fields displayed for the EC Vat System).

The nationality code also identify the countries in which your suppliers and customers are located, determining the applicable the tariff codes for suppliers (if using Landed Cost Tracking).

A standard list of nationality codes is defined against ISO 3166-1. The IMPNAT.IMP file (located in the \Base\Store folder of your SYSPRO installation) contains a list of these countries, together with their 2 or 3-digit codes.

We recommend you use these codes (except for the reserved nationality codes: CAN, USA, AUS, RSA and UK).

You maintain nationalities using the Nationality Maintenance program.

Within SYSPRO, a non-stocked code is allocated to an inventory item that you don't stock in any of your warehouses.

Non-stocked codes are created using the Non-stocked Codes program. They are used in the Quotations module to uniquely identify items that can be used within the Quotations and Estimates programs.

Non-stocked codes created using the Non-stocked Codes program can be converted into stocked codes if the New stock code in non-stocked table setup option is enabled (Setup Options > Preferences > Distribution > Inventory).

A purchase order is the document used to define the details of a product or service provided by a seller to a buyer. It becomes a temporary legal contract to buy products or services once the seller accepts it.

Once the need for goods or services is identified and the pre-purchase activities (e.g. requisitioning, supplier sourcing and price negotiation) are complete, a purchase order for the goods is placed with the relevant supplier.

Sales orders are used to record the sale or transfer of goods and services to both internal and external customers.

It forms a temporary legal contract between your company and the customer, as well a providing an audit trail of goods sold or transferred.

These are text instructions entered at the time of capturing orders to indicate how the order needs to be sent to the customer. They can be printed on invoices and delivery notes.

Instructions can be configured as Coded or Free form at the Shipping via usage setup option (Setup Options > Preferences > Distribution > Sales Orders).

  • If set to Free form then you enter these instructions manually when capturing orders.

    If you have entered text at the Shipping instructions default message setup option (Setup Options > Preferences > Distribution > Sales Orders) then that text is displayed by default at the Ship via field.

    If you have configured free form shipping instructions against a customer, then these are used.

  • If set to Coded then you associate your shipping messages with a shipping code (configured using the Shipping Instructions program). At the time of entering shipping instructions for an order, you only need to enter the code linked to the shipping instruction to retrieve the associated text into the order automatically.

    If you have configured coded shipping instructions against a customer, then these are used.

A stock code is a number that uniquely identifies an inventory item that is bought or manufactured and which is typically stored in one or more warehouses.

All activity relating to the forecasting, purchasing, manufacturing, stocking and selling of a stocked item is tracked by means of the stock code.

A stock code can be linked to one or more lot numbers if the item is defined as lot traceable. If there is a warranty, the stock code can be defined as serialized and linked to one or more serial numbers.

If the Bill of Materials module is installed, stocked items may be linked in a parent/component relationship for use in Work In Progress and Sales Orders (Kit sales).

You can use the stock code as a selection criterion when generating reports.

You maintain stock codes using the Stock Code Maintenance program.

Suppliers provide a mechanism for you to raise purchase orders within SYSPRO, as well as being used as a selection criterion to generate reports.

You can configure group suppliers to facilitate group and intercompany group payments (i.e. processing a single large remittance to a primary supplier instead of multiple payments to many individual suppliers).

Static information configured against a supplier is used to determine applicable tax, discounts, etc., when processing purchasing transactions.

Documents received from a supplier (e.g. invoices, credit notes, debit notes, etc.) are stored against the supplier and let you keep track of the company's liabilities.

You maintain supplier details using the Suppliers program and you create group suppliers using the AP Group Suppliers program (Program List > Accounts Payable > Setup).

Starting

You restrict operator access to activities within a program using the Operator Maintenance program.

Controls whether an operator can exclude or include a purchase order (or order line) for stocked and non-stocked items from the requirements calculation:

  • when adding or maintaining purchase orders using the Purchase Order Entry program,

  • when creating purchase orders using the PO Creation program, or

  • when reviewing items using the Included/Excluded Item Review program.

You can restrict access to the eSignature transactions within a program at operator, group, role or company level (configured using the Electronic Signature Configuration Setup program). Electronic Signatures provide security access, transaction logging and event triggering that gives you greater control over your system changes.

Controls the ability to override the preferred supplier for a stock code in the following programs:

  • Requisition Entry Maintenance

  • Requisition Entry

  • Requisition Create Purchase Orders

  • Purchase Order Entry

  • PO Creation

Controls access to the Create P/order and New P/order functions in the following programs:

  • PO Creation
  • Requisition Create Purchase Orders
  • Purchase Order Entry

Controls access to the Enter Stocked Line and Enter Non-stocked Line functions in the following programs:

  • PO Creation

  • Purchase Order Entry

  • Requisition Create Purchase Orders

Controls access to the maintenance of purchase orders in the following programs:

  • PO Creation

  • Requisition Create Purchase Orders

  • Purchase Order Entry

Controls access to the printing and reprinting of purchase orders online in the following programs:

  • PO Creation
  • Purchase Order Entry

Batch printing of purchase orders is not affected.

You can restrict operator access to the fields within a program (configured using the Operator Maintenance program).

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

You can restrict operator access to functions within a program using passwords (configured using the Password Definition program). When defined, the password must be entered before you can access the function.

The following configuration options in Syspro may affect processing within this program or feature, including whether certain fields and options are accessible.

The Setup Options program lets you configure how Syspro behaves across all modules. These settings can affect processing within this program.

Setup Options > Company > General

  • Nationality code

Setup Options > Tax > Company Tax Options

  • EC VAT system required
  • Canadian GST required
  • Withholding tax required

Setup Options > Tax > Intrastat

  • Capture non EC members delivery terms

Setup Options > Tax > Purchase Orders

  • Default tax status

Setup Options > Configuration > Distribution > Purchase Orders

  • Restrict order to single warehouse

Setup Options > Preferences > Distribution > Purchase Orders

  • Default pricing method for entry
  • Use alternate unit of measure
  • Insert dangerous good text automatically
  • When appending from sales order to order
  • Default shipping instructions message
  • Allow maintenance of delivery address
  • Validate buyer upon order creation

Setup Options > General Ledger Integration > General Ledger Codes

  • Inventory integration methods - Integration level

Setup Options > Preferences > Financials > General Ledger

  • Commitment accounting required

Setup Options > User Defined Fields > Manufacturing > Bill of Materials

  • Release

  • Revision

Setup Options > System Setup > General

  • Multi-language for document printing

  • A maximum of 9999 lines can be entered against a single purchase order (or blanket purchase order).

  • You won't be able to save, end or cancel an order line if the supplier for whom you are entering the line has been placed on hold. This applies to blanket purchase order lines and requisition lines.

  • Delivery Terms and Shipping Locations can only be captured if:

    • A valid entry is defined against the Nationality code setup option and the EC VAT system required setup option is enabled.

    • or, the Capture non EC members delivery terms setup option is enabled.

  • If default entries for these fields are defined in the Suppliers and Customers programs, they take precedence over those defined in the Setup Options program.
  • To reflect Delivery Terms and Shipping Location on order documents, ensure that these fields are enabled in the document format setup programs (only available with Word and SRS document printing).

Solving

This field is not displayed by default and, if required, must be added using the Show Captions form function.

The memo date is derived from the Default days until memo date option defined against the Preferences function of Purchase Order Entry program. If an entry is held against the field, then when you create a purchase order using the default memo code, SYSPRO automatically calculates the memo date.

The warehouses only have to match on both the sales order and purchase order when the setup option Restrict order to single warehouse is enabled (Setup Options > Configuration > Distribution > Purchase Orders).

This depends on your configuration of the setup option When appending from sales order to order (Setup Options > Preferences > Distribution > Purchase Orders).

This applies to purchase orders created from sales orders.

This prevents adding a backorder line to an existing purchase order when the customer/customer purchase order numbers differ.

This allows the original customer and customer purchase order numbers on the p/o to be changed.

This allows a backorder line to be added to an existing p/o when the numbers differ.

For stocked items, the default supplier assigned to the item is displayed automatically, but can be changed.

If the item is configured to use a preferred supplier (Stock Code Maintenance) then the active sourcing policy determines the supplier for the purchase order.

For non-stocked items, you must select the supplier to use.

A maximum of 9999 lines can be entered against a single purchase order (or blanket purchase order).

You may not be able to process requisitions and purchase orders when the Commitment accounting required setup option is enabled and not all period end dates for the current General Ledger year are defined.

If you receive an error because the period end dates are not defined, then you must define the period end dates and use the GL Commitment Takeon program to rebuild the committed values before you can create your purchase orders.

If the purchase order is for a foreign currency supplier, but the sales order is for a local currency customer, then a warning message may be displayed at the Currency field.

You need to confirm that the foreign currency value in this field is the price that you want to use for the purchase order.

These can only be captured if a valid Nationality code is defined at company level (Setup Options > Company > General) and the EC VAT system required setup option is enabled (Setup Options > Tax > Company Tax Options). Alternatively, the Capture non EC members delivery terms setup option must be enabled (Setup Options > Tax > Intrastat).

You can't save a purchase order if a hold has been placed against the supplier selected for the purchase order lines. This also applies to blanket purchase order lines and requisition lines).

The due date defaults to the current system date, but can be changed. You are prompted to apply the change to all existing order lines.

If you select Yes, then the header is updated and all order lines not marked as complete are updated according to the Due date you enter.

Using

If you select the option to add to an existing purchase order, the following validation occurs when you select the Update P/order button:

Field Validation

Customer

and

Customer purchase order number

These entries are validated according to your selection at the When appending from sales order to order setup option (Setup Options > Preferences > Distribution > Purchase Orders).

Warehouse

The warehouse code on the sales order must match the warehouse code on the purchase order when the Restrict order to single warehouse setup option is enabled (Setup Options > Configuration > Distribution > Purchase Orders).

You will be forced to enter a valid warehouse if the default warehouse at operator or company level is invalid.

Once you capture a purchase order, it is assigned a status code to indicate its progress within the system.

The status code determines which functions can be performed at that point, particularly during maintenance and printing.

Once an order has passed through a given phase (e.g. after it has been printed) the status of the order changes to the next highest status, until it reaches a status 9 - Order complete and receipted into stock.

If the Print detail freight line preference is enabled in the Purchase Order Format or Purchase Order Format for SRS program and the order contains only freight lines, then the order is set to a status of complete once it is printed.

The following are the possible statuses that can be assigned to a purchase order:

Status Description

0 - Order in process

This indicates that the order record is locked.

You need to maintain the order to reset the status.

1 - Order entered and ready for printing

This indicates that you have maintained an order, but it has not yet been printed (if the Set 'ready to print' after maintenance setup option is enabled).

If you maintain an order to cancel it, the order status is set to * - Order cancelled, regardless of your selection at the setup option.

4 - Printing is complete

If the Allow maintenance of completed orders setup option is enabled, then orders which are complete and in a status 4 - Printing is complete remain in that status until the number of days to retain completed purchase orders is exceeded. These are then purged when you run the Purge function of the Purchase Order Purge program (without being moved to 9 - Order complete and receipted into stock).

The orders remain in a status 4 - Printing is complete because they can be maintained and are therefore regarded as active.

9 - Order complete and receipted into stock

The Purchase Order Purge program moves completed orders from 4 - Printing is complete to 9 - Order complete and receipted into stock.

The order complete date is set on a purchase order by the Purchase Order Purge program when all purchase order lines have been receipted.

* - Order cancelled

This indicates the order has been cancelled.

  • Columns in a listview are sometimes hidden by default. You can reinstate them using the Field Chooser option from the context-sensitive menu (displayed by right-clicking a header column header in the listview). Select and drag the required column to a position in the listview header.

  • Fields on a pane are sometimes removed by default. You can reinstate them using the Field Selector option from the context-sensitive menu (displayed by right-clicking any field in the pane). Select and drag the required fields onto the pane.

    The captions for fields are also sometimes hidden. You can select the Show Captions option from the context-sensitive menu to see a list of them. Click on the relevant caption to reinstate it to the form.

    If the Show Captions option is grayed out, it means no captions are hidden for that form.

  • You can use the purchase order Due Date for selection purposes within the Purchase Orders by Order Number report.

  • Enable the Insert dangerous good text automatically setup option to include dangerous goods text held against the stock item as a comment line on the purchase order created.

  • If the Print detail freight line preference is enabled in the Purchase Order Format or Purchase Order Format for SRS program and the order contains only freight lines, then the order is set to a status of complete once it is printed.

  • The expense type for purchase order lines is taken from the Stock Code Maintenance program. However, if the stocked line forms part of a contract, then the expense type is taken from the contract.

  • The Purchase Order Type can be used for selection purposes within the following programs:

    • Purchase Order Print
    • Purchase Orders by Order Number

  • You can add a stocked line before entering a supplier code, by selecting the Add Lines option from the toolbar. If there is a preferred supplier or default supplier defined for the stock code, then that information will populate the Purchase Order Header.

  • If a stock item is defined as bought-out at warehouse level, then the supplier defined against the warehouse is used instead of the supplier held against the stock code.

Referencing

Field Description

Supplier

For non-stocked items enter a valid supplier.

For stocked items the supplier assigned to the item is displayed automatically as the default, but can be changed.

If the stock code is defined to use a preferred supplier then the preferred supplier determined by the active sourcing policy is used as the supplier for the purchase order.

Alternate suppliers

This lets you select an alternative supplier to use for the purchase order being created.

Create P/order

This wording is displayed if you did not select the Add to existing purchase order option. This lets you accept the details entered and create the purchase order. Once created, the program allows you to print the purchase order.

When you create a multi-line purchase order from the Advanced Trial Kitting program, the job number is attached to the purchase order lines only if that job is the only source of demand (i.e. if you create a purchase order for multiple jobs, then the job number is not attached to the order lines).

Update P/order This wording is displayed if you selected the Add to existing purchase order option. It lets you insert a detail line into an existing purchase order.
Field Description

Header information

 

P/order date

The order entry date defaults to the current system date, but can be changed.

Due date

The due date defaults to the current system date, but can be changed.

If you change this date, you are prompted to apply the change to all existing order lines that are not marked as complete.

If the Do not apply to lines to a shipment preference is enabled, then the due date on incomplete LCT lines is not updated.

If the Commitment accounting required setup option is enabled, commitments are updated when the due date is changed here and applied to all the non-stocked lines on the order.

The order due date is also used in the Requirements Calculation program (i.e. the due date affects the lead time of stock items when requirements are being calculated).

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

This defaults to the Default days until memo date preference option configured within the Purchase Order Entry program. If the preference contains a value, then when you create an order using the default memo code, SYSPRO automatically calculates the memo date.

Buyer

This lets you enter the buyer responsible for purchasing the goods on the purchase order.

When the stock code is known (e.g. when the program is launched from the Purchase Order Review or Requisition Review program), this defaults to the buyer defined in the Operator Maintenance program.

If the stock code is not known or no valid buyer is defined against the stock code, this defaults to the entry defined against the operator within the Operator Maintenance program.

This field is validated according to the selection against the Validate buyer upon order creation setup option as follows:

A valid buyer code must be entered.

The buyer code is validated if entered. You can then choose to leave this field blank.

No validation is performed on the buyer code. You can choose to enter any code or leave the field blank.

The buyer against the line(s) is entered here automatically if the Validate buyer upon order creation setup option is defined as Mandatory or If entered.

If you enter a different buyer code, then the lines are updated with the buyer code entered.

Buyer name

This indicates the name defined against the Buyer code.

Tax status

Indicate the tax status for the purchase order.

This defaults to the entry defined against the Default tax status setup option, but can be changed if required.

If a default tax code is defined in the preferences, then it is used. Otherwise, the tax code defined against the stock item is used.

Tax is not applicable and the tax fields are disabled.

P/order type

The default entry at this field is determined by the currency code of the supplier and the local currency code defined within the Company Maintenance program.

A/P invoice terms

This defaults to the invoice terms held against the supplier, but can be changed.

Payment terms

Enter the payment terms for the order (e.g. COD indicates Cash on Delivery).

Customer

This indicates the customer code for whom you are processing the purchase order.

Customer P/order

Enter the customer's purchase order number to be used for cross-referencing purposes.

Order discount

Select the Edit option to enter up to three chained discount percentages or a discount value for the order line.

Shipping instructions

Shipping instructions default to the entry defined against the Default shipping instructions message setup option, but can be changed if required.
Email address

Enter the supplier's email address to use when emailing the order. This defaults to the email address held against the supplier, if defined.

This field is only enabled if the supplier's Purchase order transmission Method is configured as Email.

This field is hidden by default if the supplier isn't configured to use email. You can show it using the Field selector option from the context-sensitive menu that is displayed when right-clicking a field on the form.

Include in MRP

Deselect this to exclude the entire purchase order from the material requirements 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.

Although the option is enabled by default, the field is not displayed by default. If required, it can be added using the Show Captions form function.

Delivery address

 

Delivery name

Enter the delivery name and address for the purchase order.

Postal/zip code

Enter the postal or zip code for the address.

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. For this to resolve correctly, ensure that you provide as much information related to the physical address as possible.

The Use short names when resolving addresses option (System-wide Personalization) determines which name to use by default.

For example:

Short names are NY and USA; whereas long names are New York and United States of America.

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.

Language

You can indicate the language code to use if you enabled the Multi-language for document printing setup option (Setup Options > System Setup > General).

The Global dropdown option is the default selection and refers to the default language at the time of the creating the entry.

Select delivery address

Select this to use the Purchase Order Header Information program to indicate the delivery address for the order.

This option is not available if the Restrict order to single warehouse setup option is enabled, but the Allow maintenance of delivery address setup option is disabled.

Intrastat details

 

Nationality

This indicates the nationality code for the country in which the account, supplier, or customer is located.

This field is mandatory when the EC VAT system required setup option is enabled.

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.

The Incoterms code indicates the portion of costs and risks agreed to by the parties in a contract of purchase or sale.

For example:

The Delivery term CIP (Carriage and Insurance Paid) indicates that the seller pays the cost of carriage and insurance necessary to bring the goods to a named destination (i.e. shipping location).

If this field is left blank, then the default delivery terms defined against the company for the Arrivals setup option is used.

Shipping location

Optionally indicate the default shipping location associated with the Delivery terms.
Port of arrival This lets you select the port at which the goods arrived using the Port and Airport Browse program.
Regime code

This lets you select a regime code using the Regime Code Browse program.

Each country within the European Union requires different Intrastat information for reporting purposes. A regime is a set of regulations and agreements that determine the reporting requirements.

This pane displays details of the supplier for whom the purchase order was created.

You can only edit information defined against the supplier using the Suppliers program.

Field Description
Purchase Order Maintenance  

Add to existing purchase order

Select this to add this order line to an existing purchase order.

Purchase order

This field is only enabled if you selected the Add to existing purchase order option.

Enter the purchase order number to which you want to add the order line.
Quantity information  

Quantity

This indicates the purchase order quantity for the item. It defaults to the quantity required to meet the demand on the sales order, but can be changed.

Order uom / P/order uom

This indicates the unit of measure applicable to the quantity ordered.

This field is disabled if the Use alternate unit of measure setup option is disabled and Unit quantity processing is enabled against the stock code.

Line information  

Due date

This indicates the due date for the purchase order line.

Receive into inspection

Select this option to receive the non-stocked order line into inspection and perform two-tier receipting of the item, when using the Purchase Order Receipts and Purchase Order Inspection programs.

Ledger code

Indicate the ledger code that must be debited when processing a purchase order receipt.

This code can be printed on purchase order documents, if required.

Your entry at this field is validated only if the inventory Integration level setup option for is set to Linked to GL in detail or Linked to GL in summary.

Ledger description

This indicates the description of the ledger code.

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, a suggested purchase order will be raised by the requirements calculation to meet that demand.

Your selection here has no effect when the entire purchase order is excluded from the MRP calculation at Purchase Order Header level.

Although the option is enabled by default, the field is not (if necessary, you can add it using the Show Captions form function).

Asset capex

This indicates the asset capex number to which the purchase order line is linked in the Asset Capex Items program, if applicable.

Asset capex line

This indicates the asset capex line to which the purchase order is linked, if applicable.
Tax information  

Taxable

Indicate whether the order line is taxable.

Tax code

This indicates the tax code to assign to the order line.

When creating a purchase order for a non-stocked line, the tax code defined against the non-stocked sales order line is carried through as the default tax code for the purchase order line.
Pricing  

Supplier prices

Use the PO Browse on Contract Prices program to select the price to use tor this order line. The program is automatically displayed if a current and valid contract exists for the supplier, if all of the following conditions apply:

  • The Default pricing method for entry setup option is set to Purchase Price.

  • A valid supplier/stock code cross reference is defined.

  • The Automatic selection of supplier prices purchase order entry preference is enabled.

Purchase price
This field is disabled for an order created from a blanket purchase order, as the contract price is then used.

This indicates the purchase price for the item (assumed to be in the stocking unit of measure) and defaults to the price selection defined in the Purchase Order Entry preferences.

If the order is being created from a back-ordered non-stocked sales order line, then the cost that was entered for the item on the sales order becomes the default price on the purchase order.

Price uom

This indicates the unit of measure for the purchase price.

Discount

Select the Edit option to enter up to three chained discount percentages or a discount value for the order line.

GST code

This field lets you indicate the GST code to assign to the line.

The GST code field is only displayed if your nationality code is set to CAN and you have enabled the Canadian GST required setup option.

Expense type

This is only available if the Withholding tax required setup option is enabled.

This indicates the expense type defined against the stock code and applies to both stocked and non-stocked items.
Intrastat options

For Intrastat triangulation transactions, the agent, customer and supplier countries must be EU nations and the nationalities must exist in the AdmNationalities table (Nationality Maintenance).

The country of origin doesn't have to be an EU nation.
Intrastat exempt

Select this to indicate that the order line is exempt from Intrastat triangulation.
Triangulation role

Indicate your Intrastat triangulation role for this transaction:

Select this to record Intrastat triangulation information without playing an actual role in the transaction.

Select this if you are an agent for this purchase order line (i.e. you don't dispatch or receive the goods).

You must specify the dispatch and destination states when selecting this option.

Select this if you are the customer of this purchase order line.

You must specify the destination state when selecting this option.
Dispatch state

This lets you specify the state from which the Intrastat triangulation goods are dispatched using the Nationalities program.

The dispatch state must be a member of the European Community (EC).
Destination state

This lets you specify the state to which Intrastat triangulation goods are sent using the Nationalities program.

The destination state must be a member of the European Community (EC).
Country of origin

This lets you specify the country where the goods originated using the Nationalities program.

The country of origin is required for all Intrastat triangulation transactions.
Service charge

This indicates if the non-stocked line is for a service charge and if it should be included in the Intrastat reports for submission purposes.

This indicates that the non-stocked line is not a service charge.

This is typically used for standard Intrastat transactions, such as goods purchased.

This indicates that the non-stocked line is a service charge and must be included in Intrastat reporting.

The service charge excludes repairs and maintenance.

This indicates that the service charge is excluded from Intrastat reporting.
Column Description

Sales order

This indicates the sales order from which you selected to create the purchase order.

Job number

This indicates the job number associated with the purchase order line.

This number becomes the default job number when performing a purchase order receipt.

Job description

This indicates the description for the job number.

Warehouse

This indicates the warehouse for the stock code selected (i.e. the Warehouse to use as defined against the stock code).

Stock code

This indicates the stock code for the order line.

Stock description

This indicates the description defined against the stock code in the Stock Code Maintenance program.

Long description

This indicates the long description for the stock code.

Revision

If the stock code is defined as an ECC-controlled item, then this field indicates the revision number for the stock item.

You cannot change the revision of serialized ECC items once you have allocated the serial numbers.

The wording displayed for this field defaults to Revision, but is replaced by whatever wording you have assigned to the Revision setup option field.

Release

If the stock code is defined as an ECC-controlled item, then this field indicates the release number for an ECC-controlled item.

Once you've allocated the serial numbers, you can't change the release of serialized ECC-controlled items.

The wording displayed for this field defaults to Release, but is replaced by whatever wording you have assigned to the Release setup option field.

This screen is displayed when you select the Create P/order option and the purchase order is successfully created.

 

Field Description

Purchase order

This indicates the purchase order number created.

Purchase order document

This lets you print an on-line order document based on the page layout assigned to your Local or Foreign document format.

At the Format field indicate the purchase order print format to use for this purchase order.

You can then select the following options:

This lets you view the document before printing.

This lets you print the document using test characters, to ensure that your stationery is correctly aligned on your printer before printing the actual document.

This lets you define a purchase order document format using the Purchase Order Format program.

Print document if faxing/mailing

Select this if you want to print the document after faxing or emailing it.

Print translated text

If the Multi-language for document printing option is enabled (Setup Options > System Setup > General) then you can indicate whether to print the stock description, long description and notes in the required language.

If you print documents and don't select the option to Print translated text, then all Global narrations will print as a default.

XML Export

Select this to output the purchase order to an XML file (to the destination folder specified using the XML Document Control program). Although you can enter a different folder, it must already exist on file.

You can optionally select to email the order file to the supplier.

Alternatively, you can use the Purchase Order Export program to create the XML file.

Print

This prints the purchase order according to your selections.

Close

This returns to the listview without printing the purchase order document.

Select this icon to fax the purchase order document to the supplier.

The fax number against the supplier is used by default.

You can only select this function if the Office Automation & Messaging module is installed and the Email integration required option is enabled against the operator.

Dimension Analysis

Select the Edit hyperlink to launch the Entity Dimension Analysis Capture program, where you can view and change the dimension category and code against the purchase order line.