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

• Requestor Name – the name of the user who is requesting the items

• Requestor Phone – the phone number of the user who is requesting the items
• Requestor Email – the email address of the user who is requesting the items

• Type – the type of purchase order, for example, Standard or Reorder

• Status – the status of the purchase order, for example, Open or Approved; the system automatically updates the status

• Attention – the name of any additional user concerned with this purchase order

• Default Request – the request ID and request status of any work order associated with the purchase order

• Description – the general description of the purchase order

• Integration Status - for installations using JDE Integration, a status value indicating whether the purchase order has been integrated into the JDE system

• Vendor – the name of vendor who is supplying the items; clicking this link opens the Company Details page

• Vendor Currency – the preferred currency of the selected vendor

• Vendor Address – the vendor's billing address

• PO Date – the date on which the purchase order was created

• Default Warehouse – the default warehouse for all material items that will be included on this PO

• Default Property – the property at which the items are needed

• Ship To – the address the items should be shipped to

• Spend Limit – the maximum allowable total costs for the purchase order

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.

To add material items:

1. Click the ADD MATERIAL ITEM button.

   The display expands, allowing you to specify information about the item needed.

2. Click the Material Select link to locate and select the item to add.

   If you specified a default warehouse, only items that can be stored in that warehouse are displayed.

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

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

4. Click the Property Select link to specify the property the item is needed at.

   This value defaults to the default property associated with your user account.

5. In the Request 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.

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

7. Specify the Quantity by entering the number of items needed and selecting a unit of measure.

8. 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.

9. Specify the Tax Rate by entering a 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.

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

    Note:

    The Total Amount value is calculated by multiplying the quantity by the unit cost, adding the calculated tax, and then adding the shipping and handling costs.

11. The PR# and Line# fields allow you to add an item from a currently open purchase requisition. Enter a PR number and line number and then click Select 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.

12. 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 display expands, allowing you to specify information about the item needed.

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

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

4. Click the Property Select link to specify the property the service is needed at.

   This value defaults to the default property associated with your user account

5. In the Request 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.

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

7. In the Quantity field, enter the number of service items needed.

   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.

8. In the Unit Cost field, enter a value indicating the cost of the service (for example, the hourly rate).

9. Specify the Tax Rate by entering a 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.

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

    Note:

    The Total Amount value is calculated by multiplying the quantity by the unit cost, adding the calculated tax, and then adding the shipping and handling costs.

11. Clear the Markup check box if you do not want the service item markup percentage applied to this item.

    By default, this check box is selected and a markup percentage is automatically applied to the service item. The percentage applied is based on the service item type and the billing type defined on the work order the purchasing order is associated with. If the purchase order is not associated with a work order, the markup setting is ignored.

    A markup percentage can only be applied to service items if NPFA (Non-Profit Fund Accounting functionality is enabled.

12. The PR# and Line# fields allow you to add an item from a currently open purchase requisition. Enter a PR number and line number and then click Select 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.

13. Click ADD.

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

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

• Line – the purchase order line number of the items

• Item – the item number/name or service name; clicking this link opens the Inventory Material Item Details page

• Date Reqd – the date on which the items are required

• Request – the request ID and request status of any associated work order

• Ordered – the quantity of items ordered

• Received – the quantity of items received

• Invoiced – the quantity of items invoiced

• Paid – the quantity of items that have been paid for

• Unit Cost – the unit cost and unit of measure of the items

• Tax/S&H – the combined cost of taxes, shipping and handling

• Amount – the total cost of the items, including taxes, shipping, and handling

• Approved – if the item was approved, the approval date and time
• Property – the property the item is needed at
• PR # / Line # – if the item was from a purchase requisition, the PR number and line item
• Account – the account the item will be charged to

Line items can be edited or deleted if they have not been received. Line items that have been received can be edited, but cannot be deleted.

Edit or Delete a Line Item that Has Not Been Received

Edit a Line Item that Has Been Received

When materials items have been shipped from the vendor or services have been rendered, you can mark them as having been received on the purchase order. Receiving a material item updates the item in the Inventory module, adding it to the appropriate warehouse.

If Approvals are required, you cannot receive items until after they have been approved.

Receive Material Items

Receive Service Items

Information from vendor invoices for items that have been received is displayed on the purchase order Invoices pane. This information can help you reconcile the actual cost of the items received with the projected cost of the items ordered.

This feature displays information about invoices that you have received for the items on this purchase order. It is not intended to be used to create invoices to bill others for items.

Invoice information can only be entered for items that have been received. Invoice information can be entered manually, or, if your installation is integrated with a third-party financial management system, invoice information can be automatically imported.

Enter an Invoice

Delete an Invoice

Information about payments made to vendors for items that have been invoiced is displayed on the purchase order Payments pane. This information allows you to match payments to individual invoice line items and keep track of payment information such as the payment date or check number.

Payments information can only be entered for items that have been invoiced. If your installation is integrated with a third-party financial management system, payments information may be automatically imported.

Enter a Payment

Delete a Payment

You can create credit memos on items or services for which an invoice exists. Credit memos track outstanding credits and adjust invoice payments. You can use the API to create an integration to your ERP and keep your installation in sync with your accounts payable system. You must have security rights to create invoices and enter payments to enter credit memos.

If you have proper security rights and an invoice exists for the purchase order, the Item Summary pane displays the ENTER CREDIT MEMO button.

To enter a credit memo:

1. In the Item Summary pane, click the ENTER CREDIT MEMO button.

   The Enter Credit Memo dialog box opens.

2. Enter the following information in the Enter Credit Memo pane:

   • Enter the Credit Memo #. This is a required field.

   • Enter the Credit Memo Date. This is a required field.

   • Enter the Voucher # for the credit memo, if applicable.

   • Enter any necessary Comments for the credit memo.

3. Enter the following information in the Add Credit Memo Lines pane:

   • Click Select in the RET # column to associate the credit memo with a return number for that line item in the invoice.

     You can click Clear to remove a return number association from the line item.

   • Enter the Quantity to be credited for each line item.

     The Total Credit calculates based on the Unit Price and the Tax multiplied by the quantity.

     Note:

     No RET # or Quantity values appear for service items being credited.

4. In the Add Credit Memo Lines pane, select the check box for each line item to be credited or click the Select All check box to select all line items.

   The Total Credit Amount is calculated.

5. Click SAVE CREDIT MEMO.

   The credit memo appears in the Item Summary pane with the invoice amounts adjusted. You can view the credit memo details by selecting the link that appears.

   If the credit memo is entered before payment, the credit adjusts the payment amount. If a credit memo is entered after payment, the credit applies to the next purchase order to the vendor.

   If the purchase order was created from a work order, credit memos that decrease the payment due on the purchase order also credit the Work Order Financial. If there is an account on the work order and the costs are extracted, the credit memo appears on the Journal Extract.

To delete a credit memo:

1. Navigate to the purchase order containing the credit memo you want to delete.

2. Click the credit memo number link in the Item Summary pane.

   The View Credit Memo dialog box opens.

3. Click Delete in the upper right-hand corner of the dialog box.

   A dialog box appears asking you to confirm the deletion.

4. Click OK to confirm deletion.

You cannot delete a credit memo if it has been applied anywhere in the system or if a work order associated with a credit memo has been journal extracted.

You can create a new purchase order by copying an existing purchase order. This facilitates making corrections to declined purchase orders, makes reordering previously purchased items faster and easier, and simplifies the process of issuing common purchase orders to vendors in multiple locations.

Copying a purchase order copies all of the general purchase order information (such as the requestor, billing and shipping addresses, and vendor) to the new purchase order and allows you select one or more line items from the original purchase order to copy to the new purchase order. You can only copy a purchase order once line items (either materials or services) have been added to it.

To copy a purchase order:

1. In the Item Summary pane, click the COPY PO button.

   The pane changes, allowing you to specify details for the new purchase order.

2. In the PO Type field at the bottom of the pane, select the purchase order type for the new PO.

   Since the PO type cannot be changed once a purchase order is created, you are given the option to select a different purchase order type before the new PO is created.

3. Select the line items you want to copy to the new purchase order by selecting the check boxes preceding them.

   You can use the Select All check box to simplify this process. All selected line items will be copied to the new purchase order. You can modify these items on the new PO, if needed. For example, you can change the quantity or price of an item. Information about receipts, invoices, and payments are not copied over to the new purchase order.

4. Click the COPY PO button at the bottom of the pane.

   A dialog box opens asking you to confirm your choice.

5. Click OK.

   A new purchase order is created and assigned a unique PO number and an initial status of Open. All of the other general information about the purchase order, such as the requestor, vendor, shipping address, and description are copied from the original purchase order. In the Item Summary pane, the line item information, such as the item number, quantity ordered, and date required are copied for each line item that was selected. However, any receipt or invoice information from the original purchase order is ignored.

Once your new purchase order is defined you can:

• Click the Edit Purchase Order link to modify the purchase order details.
• Click the Approvals link to define new approvals for the purchase order
• Click the Add Material Item or Add Service Item buttons to add new line items to the purchase order.
• Click the Edit link next to any line item to modify it, for example, to change the quantity or date required.

A financial summary of the entire purchase order is displayed in the Item Totals pane.

The following rows of information is displayed:

• Total Materials – This row aggregates totals for all material items included in the purchase order.

• Total Services– This row aggregates totals for all service items included in the purchase order.

• Total Tax– This row aggregates totals for all taxes included in the purchase order.

• Total S&H– This row aggregates totals for all shipping and handling costs included in the purchase order.

For each row, the following columns are displayed:

• Total Cost – This column aggregates the total costs of the items added to the purchase order.
• Total Receipt – This column aggregates the total cost of the received items included in the purchase order.
• Total Invoice – This column aggregates the total cost of the invoiced items included in the purchase order.
• Total Paid – This column aggregates the total payments made against the invoiced items on the purchase order.

The Grand Total values provide a summation of all total costs, receipts, invoices, and payments for all items.

Click the PO Item History link to display a detailed history of the actions taken against each line item on the purchase order.

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 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 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 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

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 allows 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.