Purchase Order Processing - Purchase Order Entry

 

Function

Use this task to enter purchase order information, such as vendor name, required dates, item information, purchase terms, etc., or to create, change, inquire, or delete purchase orders. Information may be accessed by vendor, purchase order number, or by requisition number. Purchase Order Entry features appear in two tabs; Basics and Dropship.

 

 The main form includes buttons Queue for Printing, Print Purchase Order, Duplicate Receipt, and Comments.

 

=> To access this task...

Select Purchase Order Entry from the Purchase Order Processing main menu.

 

Purchase Order Entry

 

About the Fields

Purchase order entry is divided into three sections: Vendor Information, Purchase Order Detail, and Item Detail. In the vendor information fields, name, address, purchase address, and purchase order number of the vendor you select is displayed; also the name, phone number, and fax number of the contact person for the vendor. The purchase order detail section includes shipping information, such as terms, dates, ship-to address, and so forth. The detail lines of the purchase order appear in the item detail section.

 

Purchase order entry must be begun from the Purchase Order Number field.  When using the Purchase Order Number field, entering a purchase order automatically displays the vendor and possible requisition number and all details associated with the order. Use the navigation keys at the bottom of the window frame to move through existing purchase orders. Attempting to move past the Purchase Order Number field without entering or navigating to a valid record causes the system to issue the prompt  - Assign the new Purchase Order Number? - the assumption being that the user is ready to enter a new purchase order.

 

To enable edits to the form select  .

 

In the Purchase Order Number field...

  • Enter a valid purchase order number.

  • Click the record navigating buttons; to view the first record, to view the previous record, to view the next record and to view the last record.

  • Press [Tab] to create a new purchase order using the next unassigned sequential number.

  • Click Query button to select from a list of purchase orders.

In the Address field...

Display only. Shows the address of the vendor.

 

In the Contact field...

Display only. Shows the name of the vendor contact.

 

In the Telephone field...

Display only. Shows the phone number of the contact.

 

In the Fax field...

Display only. Shows the fax number of the contact.

 

In the Vendor Comments field...

Display only – If the Display Vendor Comments? field is checked in the Application Parameters task,  the comments for this vendor are displayed.

 

In the Total Amount field...

Display only. Shows the dollar total for this purchase order.

To change or delete this purchase order, you must first update the PO Receipt Register or delete the receipt transaction.

  • Press [OK] to access the PO # field again.

 

When entering an existing purchase order, the purchasing detail information is displayed. If a purchase order number that does not exist is entered, the system issues the prompt::

 

PO number does not exist

  • Click [OK] to return to the purchase order number field

Basics Tab     (back to top)

 

To enable edits to the form select  .

 

In the Order Date field...

  • Enter the order date

  • Press [Tab] to accept the default of the current date.

  • Click Calendar button to select a date using the calendar tool.

In the Date Required field...

  • Enter the required date for an order.

  • Click Calendar button to select a date using the calendar tool

In the Delivery Promised By field...

This field is optional.

  • Enter the promised by date.

  • Click Calendar button to select a date using the calendar tool.

In the Don’t Deliver Before field...

This field is optional.

  • Enter a date before which delivery cannot be made.

  • Click Calendar button to select a date using the calendar tool.

In the Receipt Date field...

Display only. Shows the date of the last receipt for this purchase order.

 

In the Vendor Ship Via field...

  • Enter up to 15 characters for shipping.

  • Press [Tab] to accept the default established in the Application Parameters maintenance Defaults tab.

In the Freight Terms field...

  • Enter up to 15 characters for freight terms.

  • Press [Tab] to accept the default established in the Application Parameters maintenance Defaults tab.

In the Terms Code field...

  • Enter a valid terms code.

  • Click Click to select from a list of terms codes.

  • Press [Tab] to accept the default established in the Vendor Maintenance task of the Accounts Payable module.

In the Free On Board (FOB) field...

  • Enter up to 15 characters of optional FOB information.

  • Press [Tab] to accept  the default established in the Application Parameters maintenance Defaults tab.

In the Acknowledged By field...

  • Enter up to 15 characters for the vendor acknowledgment of the order.

In the PO Standard Message Code field...

  • Enter a valid message code.

  • Click Click to select from a list of message codes.

  • Press [Tab] to accept the default established in the Application Parameters maintenance Defaults tab.

AddonSoftware provides for including two different types of messages for your requisitions/purchase orders: a Standard Message that appears on all requisitions/purchase orders (i.e., Season’s Greetings) and specific messages pertaining to line items (i.e., Requires Part #3342). This field is for the standard message.

 

In the Ship To Warehouse field...

The warehouse selected in this field becomes the default warehouse for the line items.

  • Enter a valid warehouse ID.

  • Click Click to select from a list of warehouse codes.

Dropship? checkbox...

Selection is disabled if AR is not installed. When AR is installed, the Drop Ship is also disabled when detail lines are entered into the grid.

  • Mark the box if the order is to be drop shipped.

  • Unmark the box if the requisition is to be a standard shipment from inventory.

In the Purchasing Agent field...

Optional entry. Purchasing Agent Codes are maintained in the task of the same name in the PO Inquiry and Maintenance section. When entered, the Purchasing Agent will be assigned to ALL purchase orders in the register.

  • Enter a valid two-digit code for the purchasing agent.

  • Click Click to select from a list of purchasing agent codes.

In the Vendor Purch Addr field...

  • Enter the alternate address code.

  • Click Click to select from a list of addresses for this vendor.

  • Entering a new alternate address code will result in the following prompt:

Roecord not found. Create new record?

  • Selecting [Yes] will open an address window to create a new record.

  • Select [No] to return to the Vendor Purch Addr field.

 

Creating a New Purchase Address

Sometimes it may be necessary to send a purchase order to an address not listed in system. The address may be created without leaving this task. Entering a new alternate address code and selecting the [Yes] button to create a new record opens the Vendor Purchasing Addresses window.

 

In the Vendor ID field...

Display only. Shows the vendor ID and the vendor name.

 

In the Address Code field...

Display only. Shows the code entered in the previous step.

 

In the Name field...

  • Enter up to 30 characters for a name to associate with the address.

In the Address field...

Up to three lines of address information are available.

  • Enter up to 24 characters for the address.

In the City field...

  • Enter the city for this address.

In the State field...

  • Enter the state for this address (if applicable).

In the Zip/Postal field...

  • Enter 5 to 9 digits for the zip/postal code.

In the Telephone field...

  • Enter the telephone number for the purchase address.

In the Ext field...

  • Enter up to 4 digits for the telephone extension.

In the Fax Phone field...

  • Enter the facsimile number for the purchase address.

In the Contact field...

  • Enter up to 20 characters for the name of the contact at the purchase address.

In the Free On Board FOB field...

  • Enter the free-on-board information.

In the Ship Via field...

  • Enter the method of shipment.

Leaving this window without saving causes the following prompt:

 

Save changes for this record?
  • Click [Yes] to save the record changes.

  • Click [No] to return to the Requisition Header window without saving changes.

  • Click [Cancel] to return to the Vendor Purchasing Addresses window.

 

Entering Item Detail Lines

Line codes are assigned line types in the Line Code Maintenance task. One of five different types may be assigned to a line code. A line code assigned the Standard type requires input to most of the following fields. Line codes assigned the non-stock, vendor part number, message, or other types require less input. At a minimum, AddonSoftware recommends the following Line Codes:

S   Standard Item

V   Vendor Part Number

N   Non-Stock Item

D   Standard Dropship

M   Message Line

 

If the Order Processing module is installed, a valid customer and order/line number are required for drop shipment. If you select a line code that requires delivery, the Drop Shipment Information window appears. See Entering Drop Shipment Information following the Purchase Requisition Entry field descriptions.

 

Whse field...

This field is skipped during input. Select this field key in order to change the default code entered in the Ship To field.

  • Enter a valid warehouse code.

  • Click Click to select from a list of warehouse codes for this vendor.

  • Press [Tab] to accept the default.

When a warehouse not associated with the vendor is entered, the system displays the prompt:

Warning: This Warehouse Does Not Match Header Ship-to

  • Press [Return] to continue purchase requisition entry.

In the Item ID field...

  • Enter a valid item number.

  • Click Click to select from a list of item numbers.

In the Description field...

Display only. Displays the description of the item ID entered.

 

In the Memo/Non-Stock Desc field...

A comment editor pop-up is available when using line codes - M - Message Line, N - Non-Stock, O - Other, and V- Vendor Part #. Up to 1024 characters, line feeds and tab characters may be used.

  • The first 40 characters or up to the first line feed (whichever is less), is stored in the Memo/Non-Stock Desc field.

  • Hover over the column to the right of the Memo/Non-Stock Desc column to see the full text or select the column (double-click or single click and Ctrl-F/magnifying glass), or via the [Comments] button (or Alt-C) to invoke the comments editor.

NOTE: Comments can only be edited when in the Edit mode.

 

Requisition / PO Comments

  • Enter the description of the item or the comment when selecting the specified line codes.

  • When done with comments, select thew [Exit] button.

In the UM field...

  • Enter the standard unit of measure for the item.

  • Press [Tab] to accept the default.

Unit of Measure Example

Any two characters can be entered, such as “PR” for pair, “CS” for case, “PL” for pallet, or “LB” for pound.

 

In the Conv Factor field...

  • Enter the conversion factor for the item.

  • Press [Tab] to accept the default.

Conversion Example

Type the factor used to convert from purchase quantity to stocking quantity. For example, if the item ordered is shipped in cases of 24 but inventoried and stocked singly, enter 24. If the item is shipped in cases of 12 but stocked in pairs, enter 6. The displayed cost changes automatically.

 

In the Qty Ord field...

  • Enter the amount of the item ordered.

Quantity Order Example

Use the same unit of measure that the vendor uses to ship the item. For example, if two cases of 24 items each are being ordered, enter 2. The extension is automatically recalculated.

 

In the Qty Received field...

Display only. Received quantities, if any are displayed.

 

In the Unit Cost field...

  • Enter the cost per unit.

  • Press [Tab] to accept the default value associated with the item.

In the Ext Cost field...

Display only. Shows the extended cost of Quantity times Cost.

 

In the Whse Loc field...

  • Enter the receiving location for the item.

  • Press [Tab] to accept the default.

In the Date Req field...

  • Enter the date the item is required.

This date is used once the requisition is converted to a purchase order for calculations in Material Requirements Planning, the Cash Requirements Report, the Purchase Order Expediting Report, and to update the Last Purchase Date in the Inventory Master File.

 

In the SO Seq No field...

  • Enter the detail line number from the work order that lists the materials for this item.

In the Del Prom By field...

  • Enter the date promised.

In the Don’t Del Bef field...

  • Enter a date before which the item cannot be delivered.

In the Std Msg Cd field...

  • Enter the message code to be included on the requisition

  • Click Click to select from a list of message codes.

  • Press [Tab] to accept the default.

In the WO No field...

  • Enter the work order number.

  • Press [Tab] to skip this field.

  • Click Click to select from a list of work order numbers.

NOTE: When selecting a work order you are required to specify a detail line number.

 

In the WO Seq No field...

  • Enter the detail line number from the work order that lists the materials for this item.

 

Dropship Tab     (back to top)

 

Purchase Order Entry - Dropship tab

 

The Dropship window is automatically accessed whenever the Dropship checkbox is selected.

 

About the Fields

To enable edits to the form select  .

 

In the Customer ID field...

  • Enter a valid customer ID number.

  • Press [Tab] to select the first customer record.

  • Click Click to select from a list of customer codes.

In the Sales Order Number field...

  • Enter the work order associated with this item.

  • Click Click to select from a list of customer codes.

Customer Ship-To field...

Displays the ship to address.

 

In the Ship-To  field...

Display only. Displays the shipping address for the selected Customer ID.

 

When finished making entries to the fields...

  • Click Save button to save the record.

  • Click Clear Form button to begin a new inventory transaction record.

  • Click Delete Record button to delete the record.

Queue for Printing Button

  • Click the [Queue for Printing] button to prepare the purchase order for printing. The system issues the following prompt:

Queued for printing

  • Click [OK] and proceed to the Purchase Requisition Print Task.

Print Purchase Order Button

  • Click the [Print Purchase Order] button Print Purchase Order button to print the purchase order immediately, thereby bypassing the queuing task. A print preview version of the purchase order is created.

Duplicate Receipt Button

When creating a new purchase order in Purchase Order Entry, there is an option to create a duplicate purchase order from the historical receipts files. This feature is only available for new purchase orders before the Purchase Order Number has been entered.

  • Click the [Duplicate Receipt] button to open a Purchase Receipt Lookup grid in order to select the receipt (Receiver No) to be duplicated. As with all grids, there are search and filter query capabilities to assist in locating the invoice.

Purchase Receipt Lookup

 

In the Purchase Receipt Lookup grid select the receipt (Receiver No) to be duplicated. As with all lookups, there are search and filter query capabilities to assist in locating the desired receipt. Click on a "PO No" link to see the detail lines for the "Receiver No". 



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