Purchase Order Details

The Purchase Order Information pane contains information that was entered when the PO was created and cannot be edited. If you have the appropriate security rights, you can click:

• Edit Purchase Order – Clicking this link allows you to update general PO information. This link is not displayed if the purchase order is in a locked status.
• Approvals – Clicking this link allows you to define the set of approvals that the purchase order must go through. This link is only displayed if the Approvals module is enabled.

In the gray pane, the following fields are displayed:

• PO# – the unique ID number for the purchase order
• PO Date – the date on which the purchase order was created
• Requestor Name – the name of the user who is requesting the items
• Status – the status of the purchase requisition, for example, Open or Approved; the system automatically updates the status
• Requestor Phone – the phone number of the user who is requesting the items, if enabled
• Requestor Email – the email address of the user who is requesting the items, if enabled
• Vendor – the vendor who is supplying the items
• Warehouse – the warehouse where the items will be received
• Internal Vendor Code – the internal code associated with the vendor, if one is defined
• Property – the property at which the items are needed
• Vendor Address – the vendor's billing address
• Ship To – the address the items should be shipped to
• Description – the general description of the purchase order
• Payment Terms – the terms under which the purchase order will be paid
• Default Request ID – the request ID of any work order associated with the purchase order
• Shipping Method – a value indicating how the items will be shipped
• FOB – a value indicating any freight terms for this purchase order
• Delivery Date – the date on which the items should be delivered
• Spend Limit – the maximum allowable total costs for the purchase order
• Authorization – a value indicating the authorization number associated with this purchase order, if needed
• Region – if this purchase is associated with multiple properties, the region containing these properties
• Type – the type of purchase order, for example, Standard or Reorder

Clicking the Add Material Item button allows you to add the material items you need to the purchase order. Only items that are managed by the Inventory module and are stored in a warehouse associated with the selected property can be added to a purchase order.

If the purchase order is in a locked status, you cannot add material items. If you need to add items to an approved purchase order, you must first change the purchase order status to Alteration in Progress before making the alterations. Some systems are configured so that adding items to approved purchase order is not allowed. For more information, see PO Alterations.

If you want to include an item that is not already stored in the selected warehouse, you can click the Add Material Item link at the bottom of the page to open the Create Inventory page and add the item to inventory, if you have the appropriate security rights.

When the items are received, they are added to the on-hand quantity of the selected warehouse.

To add material items:

1. Click the ADD MATERIAL ITEM button.

   The Add Material Item dialog box opens.

2. Click the MATERIALS-Item Select link to locate and select the item to add.

3. In the Request ID field, enter or select a work request ID if you want to associate one with this item.

   If you click the Select link, you can enter criteria to locate and select the appropriate work request. If you enter a request ID number directly, the system will validate the request ID before adding the item.

   If a non-editable request ID is displayed, a single work request was associated with the entire purchase order and you cannot associate a different request ID with individual items.

4. In the Description field, enter a description of the item.

   The default description for the selected item is automatically filled in; however, you can modify it.

5. In the Ref PO# field, enter a value if you want this purchase order to reference another purchase order.

6. In the Date Required field, select the date on which this item is needed.

7. In the Budget Year field, select the budget year that this item will included in.

8. In the Quantity field, enter the number of items needed.

9. In the Unit Cost field, enter a value indicating the cost of the item.

   The default cost of the item, is filled in, by default. You can modify this value, if needed.

10. In the Tax Rate field, enter tax percentage that will be added to the item (for example, enter 10 for a 10% tax rate) and then select whether the item is Taxable or Non-Taxable.

11. In the Override Tax Amount field, enter a value to override the normal tax percentage calculation.

12. In the Shipping/Handling field, enter a value indicating any shipping or handling costs to be added to the item.

13. In the Total Amount field, override the total amount, if needed.

    By default, the total amount is calculated by multiplying the quantity by the unit cost, then adding in either the calculated tax or the override tax amount, and then adding in the shipping and handling costs.

14. In the Charge To field, select the account to charge this item to.

    This value is the property account used for billing tenants or charging costs from one group or department to another. This value is used when creating an AP invoice.

15. In the Account field, select a value to indicate the general ledger account this item should be charged to. If no accounts have been established, this field does not appear.

    This value is used when creating an AP invoice.

16. The PR#/Line# fields, allow you to add an item from a currently open purchase requisition. Enter a PR number and line number and then click FIND to add the item.

    If the system cannot find the PR or line item you enter, an error message appears. Specifying these values overrides all displayed information to match the selected item on the specified PR. The PR you enter must be for the same vendor as the purchase order you are creating.

17. Click ADD.

    The item is added to the Item Summary pane. For information about deleting an item, see Item Summary.

Clicking the Add Services Item button allows you to add services needed to the purchase order. For example, you may need to add contractor services or labor hours to a PO.

If the purchase order is in a locked status, you cannot add service items. If you need to add items to an approved purchase order, you must first change the purchase order status to Alteration in Progress before making the alterations. Some systems are configured so that adding items to approved purchase order is not allowed. For more information, see PO Alterations.

To add service items:

1. Click the ADD SERVICES ITEM button.

   The Add Service Item dialog box opens.

2. In the OTHER-Type field, select the type of service to add.

3. In the Request ID field, enter or select a work request ID if you want to associate one with this item.

   If you click the Select link, you can enter criteria to locate and select the appropriate work request. If you enter a request ID number directly, the system will validate the request ID before adding the item.

   If a non-editable request ID is displayed, a single work request was associated with the entire purchase order and you cannot associate a different request ID with individual items.

4. In the Description field, enter a description of the service.

   The default description for purchase order is automatically filled in; however, you can modify it.

5. In the Ref PO# field, enter a value if you want this purchase order to reference another purchase order.

6. In the Date Required field, select the date on which this item is needed.

7. In the Budget Year field, select the budget year that this item will included in.

8. In the Quantity field, enter the service quantity.

   For example, you might enter 1 if a single flat rate fee is charged for a particular service, or enter the number of hours for services billed by the hour.

9. In the Unit Cost field, enter a value indicating the cost of the service.

10. In the Tax Rate field, enter the tax percentage that will be added to the service (for example, enter 10 for a 10% tax rate) and then select whether the item is Taxable or Non-Taxable.

11. In the Override Tax Amount field, enter a value to override the normal tax percentage calculation.

12. In the Shipping/Handling field, enter a value indicating any shipping or handling costs to be added.

13. In the Total Amount field, override the total amount, if needed.

    By default, the total amount is calculated by multiplying the quantity by the unit cost, then adding in either the calculated tax or the override tax amount, and then adding in the shipping and handling costs.

14. In the Charge To field, select the account to charge this service to.

    This value is the property account used for billing tenants or charging costs from one group or department to another. This value is used when creating an AP invoice.

15. In the Account field, select a value to indicate the general ledger account this service should be charged to.

    This value is used when creating an AP invoice. If no accounts have been established, this field does not appear.

16. The PR#/Line# fields allow you to add an item from a currently open purchase requisition. Enter a PR number and line number and then click FIND, to add the item.

    If the system cannot find the PR or line item you enter, an error message appears. Specifying these values overrides all displayed information to match the selected item on the specified PR. The PR you enter must be for the same vendor as the purchase order you are creating.

17. Click ADD.

    The service is added to the Item Summary pane. For information about deleting an item, see Item Summary.

The Filter By pane allows you display only a portion of the items included in a purchase order. It is most useful for viewing particular items on purchase orders that include a large number of material or service items. Filtering items does not change the items included in the purchase order, it only affects which items are displayed.

To filter items:

1. Enter one or more of the following filter criteria:

   • Request ID – Display only those items associated with a particular work order.
   • Ref PO# – Display only those items associated with a particular reference purchase order.
   • Date Range – Display only those items that are required within a particular date range.

2. Click FIND.

   The list is filtered to display only those items that match the specified criteria. To clear the filter, click RESET.

All the material and service items that are have been added to the purchase order are summarized in the Item Summary pane. For each item, the following information is displayed:

• Item – the item number or Service for service items; clicking this link opens the Inventory Material Item Details page
• Date – the date the item is required
• Description – the description of the item
• Ordered – the quantity of items ordered (for material items only)
• Received – the quantity of items received (for material items only)
• Unit Cost – the unit cost of the item
• Amount – the total cost of the item, calculated by multiplying the unit cost by the quantity
• PR# – if the item is associated with a purchase requisition, the PR number is displayed; clicking this link opens the Purchase Requisition Details page

Within the Item Summary pane you can perform the following functions:

• Edit/Delete an Item – If you have the proper security rights, you can click the Edit button to modify the item information, including the quantity or cost of items. In addition, you can click the Delete link to delete the item from the purchase order.

  Note:

  If the purchase order you are editing was generated from an approved purchase requisition, you cannot edit the items from the purchase requisition in a manner that would cause the NTE of the PR to be exceeded. If you attempt to do so, an error message appears.

  If you need to edit items on an approved purchase order, you must first change the purchase order status to Alteration in Progress before making the alterations. Some systems are configured so that editing approved items is not allowed. For more information, see PO Alterations.

  In most cases, users cannot modify the cost of an item once it has been received. However, some systems may be configured to allow users with the appropriate security rights to make adjustments to the unit cost of received items to account for actual cost variances.

• Receive Material Items – When items have been shipped from the vendor you can mark them as having been received on the purchase order.

  • If you are using Advanced Inventory, click the Receive Items button to specify the items and quantities received. For more information, see Receipt.
  • If you are using Basic Inventory, a separate R button is displayed to receive each item individually. For more information, see Receiving Items.

• Receive Service Items – When services have been completed, click the REC button to specify the cost of the services rendered. For more information, see Receiving Items.

• Add AP Invoice Information – Once an item has been received, you can enter vendor invoice information, if you have the appropriate security rights. For more information, see Add AP Invoice Information.

A summary of the costs associated with all of the items that are have been added to the PO as well as the payments made are summarized in the Totals pane. This pane lists both the costs associated with the purchase order and the payments that have been made by specifying AP Invoice Information. In addition, a link provides access to the PO Item History page.

The following information is displayed:

• Total Materials – The Total Cost column on the left lists the total costs of all material items. The Total Paid column lists the total of all items that have been paid.
• Total Services – The Total Cost column on the left lists the total costs of all service items. The Total Paid column lists the total of all services that have been as paid.
• Total Tax – The Total Cost column on the left lists all taxes charged. The Total Paid column lists the total of all taxes that have been paid.
• Total S&H – The Total Cost column on the left lists all shipping and handling charges. The Total Paid column lists the total of all shipping and handling charges that have been paid.
• Grand Total – The Total Cost column on the left lists all costs. The Total Paid column lists all costs that have been paid.

A purchase order can be printed to be mailed to a vendor, if needed. To print a purchase order:

1. In the Format field, select the format for the purchase order.

   The format defines the layout of the purchase order page. The formats you can select are defined by your system administrator.

2. If needed, enter an Alteration number.

   An alteration number is usually provided if the purchase order was modified after it was approved or submitted it to the vendor. For more information, see PO Alterations.

3. Click PRINT.

   A sample of the printed purchase order appears.

4. In the Print dialog box, select the appropriate printer options and click Print.

The File attachments pane allows you to attach external files to a purchase order. To attach a file:

1. Click the Browse button to locate a file to attach.

   A dialog box opens allowing you to locate the file you want to attach. You can attach a file from your local hard disk or any networked drive you can access. Files should be no larger than 20MB; the larger the file, the longer it takes to access.

2. Click UPLOAD FILE.

   If you want to delete an attached file, click the DELETE button to the right of the file name.

Each uploaded file appears at the bottom of the pane. If you click a file name, the file opens if you have the appropriate application or plug-in to view it.

The PO History pane maintains an audit trail of everything that has happened to the purchase order, containing one entry for each update made. For example, a new entry might be made if the Status was changed, if the purchase order was sent for approval, or if alterations were made. Updates are listed in chronological order with the initial updates at the top of the list and the most recent updates are at the bottom.

The purchase order history information cannot be modified. For each entry it displays:

• Type – the type of entry; either internal for system events like notifications or update for changes made by users
• Update Date – the date and time the update was made
• Comments – any comments made by the user when updating the purchase order and/or any comments generated by the system when an action occurs, such changing the status
• Status – the status of the purchase order
• Total Cost – the total cost of all items on the purchase order
• Updated By – the name of the person who made the update