Purchase Order Header Information

Exploring

This program lets you maintain purchase order information unrelated to the line details of the items being purchased.

Things you can do in this program include:

  • Maintain purchase order header information.
  • Confirm or amend information required to be held against the purchase order (e.g. the delivery address, currency, type of order, processing dates, etc).
  • Place a purchase order for direct delivery to a customer, rather than for delivery to your usual warehouse address.

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

  • Purchase Order Entry

    Select the P/order Header option from the toolbar.

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.

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.

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.

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).

Within SYSPRO, a warehouse represents an actual warehouse containing your inventory items (i.e. a physical warehouse) or a grouping of your inventory according to specific characteristics of the item (i.e. a logical warehouse).

For example:

You may want to split your inventory raw materials and finished goods into different logical warehouses even though they are located in the same physical warehouse.

You maintain warehouses using the Warehouse Maintenance program.

Starting

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

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

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 > Tax > Company Tax Options

  • EC VAT system required

Setup Options > Tax > Intrastat

  • Capture non EC members delivery terms
  • Arrivals

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 shipping instructions message
  • Allow maintenance of delivery address
  • Validate buyer upon order creation
  • Allow entry/maintenance of exchange rate

Setup Options > Preferences > Financials > General Ledger

  • Commitment accounting required

Setup Options > System Setup > General

  • Multi-language for document printing

  • 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

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).

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.

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).

Ensure that you have entered all mandatory data. To save a purchase order header without lines, you must enable the Retain order when created without lines setup option.

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.

If you copy a purchase order and leave the Supplier field blank, the supplier from the copied purchase order is inserted into the new purchase order.

If you create a purchase order for a stock code that has an active sourcing policy, then the policy determines the preferred supplier to use.

When you save the order, the system identifies the preferred supplier and updates the order accordingly.

You can override the preferred supplier if you have the necessary security access. A warning message is displayed.

You can't create a purchase order for a supplier who has been placed on hold, or where the stock item has an active sourcing policy which indicates another supplier.

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.

The due date on incomplete LCT lines is only updated if the Do not apply to lines to a shipment preference option is disabled.

Supplier calendars are not retained.

Because some transporters (e.g. ships) do not stop over weekends, 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).

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 Days after stock arrival it can be used setup option.

The result of this calculation ages the due date according to the date on which the item is required (i.e. the demand date).

If the calculated due date is before 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.

You can decide how the system should treat cancelled purchase order lines by selecting one of the following options at the P/o line maintenance default cancel mode field within the Preferences window:

  • Cancel

    The cancelled lines are removed from the purchase order.

  • Mark complete

    The lines are not removed from the order, but the outstanding quantity against the line is reduced to zero and the order quantity against the warehouse is reduced.

  • Ask

    You are prompted to select whether you want to cancel the line or mark it as complete.

The default Warehouse defined against the operator code is used. If this is not defined, the system 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 Restrict order to single warehouse setup option is disabled 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.

The first time you change the Delivery warehouse, the Delivery address is updated automatically.

The second and subsequent times that 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 keep the current entry.

If the Set 'ready to print' after maintenance setup option is enabled, then the order is set to a status of 1 if you maintain the order, but don't print it.

If the Set 'ready to print' after maintenance setup option is enabled, then the entire purchase order is reprinted and the Reprint completed lines option is ignored.

The Fixed rate field is disabled automatically if the Allow entry/maintenance of exchange rate setup option is disabled, or a fixed currency is defined against the supplier. This is because the system uses the exchange rate held against the currency to determine the local currency value of the order.

Using

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.

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

  • 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

  • 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.

  • You can place a purchase order for direct delivery to a customer (rather than for delivery to your usual warehouse address) by defining a different delivery address to the default one defined for the company.

Referencing

Field Description

Order Information

 

Purchase order

This displays the purchase order number for which you are maintaining the header details.

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.

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.

Purchase 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 purchase order

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

Shipping instructions

Shipping instructions default to the entry defined against the Default shipping instructions message setup option, but can be changed if required.
Delivery warehouse
This only applies when the Restrict order to single warehouse setup option is enabled.

This defaults to the default Warehouse defined against the operator. 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.
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.
Purchase price group
If the Default pricing method for entry setup option is defined as Purchase Price Group within the Setup Options (Syspro Ribbon bar > Setup > Setup Options > Preferences) program this field(s) will be enabled.

  • The field will default to the Purchase Price Group setup against the entered Supplier. (Suppliers ( Program List > Purchase Orders > Setup))

  • The field will be disabled if activity PO Allow change to Purchase Price Group during entry is set to denied.

  • The field will be disabled if the purchase order was raised from a BPO.

  • The field will be disabled if the program is called during order maintenance and activity PO Allow change to Purchase Price Group during maintenance is set to denied.
Purchase price group description

This field indicate the Purchase Price Group description.
Fulfilment facility This indicates the Fulfillment facility, defaulted from the supplier and warehouse cross-reference created in Warehouse Supplier Fulfillment Facility Maintenance, and saved to the PorMasterHdr table.

Supplier details

 

Supplier

This indicates the supplier's code.

Supplier name

This indicates the supplier's name.

Currency

This indicates the default currency defined against the supplier.

Auto vouchering required

This displays the auto vouchering selection defined against the supplier.

The supplier uses auto vouchering, but this can be overridden during purchase order processing.

The supplier never uses auto vouchering.

The supplier always uses auto vouchering and this cannot be overridden during purchase order processing.

Supplier address

This indicates the supplier's address as defined against the supplier.

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.

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 define the default shipping location associated with the Delivery terms.

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.

Order dates

 

Purchase 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 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.

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.

Exchange rate details

You can only access these options when processing an order for a foreign currency supplier and the Allow entry/maintenance of exchange rate setup option is enabled.

Fixed rate

Select this to enter a fixed exchange rate for order lines added and optionally for all outstanding lines.

Exchange rate

Enter the exchange rate to use for new lines added to the order and, optionally, for existing outstanding lines.

Foreign prices entered are converted to local currency values at this rate.

Once you accept the rate you are prompted to apply the fixed rate to all outstanding lines.

The header is updated and all outstanding purchase order lines (not marked as complete) are updated according to the Exchange rate entered.

The header is updated, but the rate against outstanding purchase order lines remain unchanged.

Order discount percentage

Enter up to three chained discounts, or surcharges to assign to the order.

For example:

Your order total is 100 and you define chained discount percentages of 10% and 5%.

The calculation of discount is performed in the order listed below:

  1. The system calculates 10% discount on 100. The result is 10.
  2. The system subtracts 10 from 100. The result is 90.
  3. The system calculates 5% of 90. The results is 4.50.
  4. The system adds up the two discount values and the total discount for the order is 14.50.

Discount percentage

Indicate whether the percentages must be added to (i.e. surcharge) or deducted from (i.e. discount) the purchase order.

This applies the percentages as a discount on the order.

This adds the percentages to the order as a surcharge.

Discount % 1 - 3

Enter the discount or surcharge percentages to apply.

This pane lets you define a different delivery address to the default address defined against the company (Company Maintenance).

You typically use this facility when you place a purchase order for direct delivery to a customer, rather than for delivery to your usual warehouse address.

Field Description

Address

These options are only available when the Allow maintenance of delivery address setup option is enabled.

Optionally select a specific address for use on the purchase order.

Select this to enter the delivery address defined against the company (Company Maintenance).

Select this to use the Browse on Alternate Delivery Addresses program to select an alternate delivery address for the order.

This option is only enabled if you entered a customer code at the Customer field of the Purchase Order Header pane.

Select this to use the Ship to address defined against the customer as the delivery address for the purchase order.

This option is only enabled if you entered a customer code at the Customer field of the Purchase Order Header pane.

Select this to use the Browse on Multiple Ship to Addresses program to select one of the multiple addresses defined against the customer.

This option is only available when the program is called with a sales order number as a parameter (e.g. from the PO Creation program, when adding a purchase order for a sales order).

Select this to use the delivery address defined against the sales order as the delivery address for the purchase order.

You typically use this option when creating a purchase order from the Sales Order Entry program for a specific customer and delivery must be made to the customer's address defined on the sales order.

There is no record of the original sales order at purchase order header level, as it is only reflected on the purchase order line. Therefore there could be different sales orders on different purchase order lines.

Enter the warehouse address for the order.

If the address you enter differs from the warehouse address for the Delivery warehouse, then you are given the option of applying the warehouse address instead.

Delivery address

Enter the delivery name and address to which the goods you are ordering must be delivered.

By default, this displays your company's name and delivery address as defined against the company (Company Maintenance) but can be changed using the Address function.

You cannot edit the delivery address if the Allow maintenance of delivery address setup option is disabled.

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.

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 define 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.