Purchase Order Standard Form

To help users get started with the Purchasing module in TMS OnLine/OnSite, without first building a form to use with the module, Four Rivers provides a standard form for each module within the Purchasing module (Purchase Orders, Blanket Orders, Requisitions).

In this topic, we will discuss the fields you will find on the standard form for the Purchase Orders module - the Purchase Order (TMS Enterprise) form. This topic is broken down by fields for New, Edit, and Query mode, and then by form tab.

Fields in New Mode

Main Tab

Field	Definition	Setup location
Segment	This is the Segment of your database where you want the purchase order to be available.	Setup > Segment Setup
Description	The Description is a short explanation for the purchase order.  For example, PO for roller bearings.	N/A
Account	This is the default Account for the warehouse where the materials are shipped. The Account can be changed on individual line items.	Setup > General > Codes
Buyer Resource / Buyer Name	This field is used to help you track different purchase orders created by the different buyers.  You can choose the buyer from the drop-down menu, or you can type in a buyer that is not in the TMS database.	Modules > Resources > New
Ship To	The Ship To field identifies the warehouse where materials on this purchase orders are to be shipped. The warehouse assigned here is also assigned to each material on the purchase order, although the Ship To selection can be changed on individual line items.	Setup > Vendor > Codes
Status	The five purchase order Status codes are predefined in TMS.  They are:   PENDG - Pending. The default status of all new purchase orders. ISSUE - Issued. The purchase order has been issued to the vendor. CANCL - Canceled. CMPLT - Complete. The materials have been received. CLOSE - Closed. This is usually assigned after payment has been made.  Closed purchase orders can't be edited. Any authorized person can make changes to a purchase order until the Status has been changed to ISSUE.  Afterward, changes can be made only with a change order.	Setup > Purchasing > Codes
Sub Status	You must define at least one Sub Status code for each Status code to track the progress of a purchase order through the approval cycle.	Setup > Purchasing > Codes
Vendor ID	In the Vendor ID field, you can type in the vendor to use for the purchase order.  Or, you can use the Lookup button to find a vendor.	Modules > Vendors > New
Vendor Location Fields	These fields are automatically filled in from the vendor record. These fields can also be used to enter a vendor "on-the-fly". See the Purchase Order New topic for more information.	Modules > Vendors > New
Phone	This is the vendor's phone number.	Modules > Vendors > New
Currency	This field shows the type of currency that will be used for this transaction.	Setup > Vendors > Codes
Freight	This field shows who is responsible for paying the freight for the orders.	Setup > Vendors > Codes
Tax	This is where you choose the appropriate tax code for your purchase.  If you are in Pennsylvania, for example, you could choose the Pennsylvania tax rate.	Setup > Vendors > Codes
Terms	This is where you choose the appropriate terms for your purchase.  One example of a term is Net 30.	Setup > Vendors > Codes
FOB	This is the point at which the title to the goods passes.  FOB stands for Free On Board and has nothing to do with freight or freight charges.	Setup > Vendors > Codes
Ship Via	This is where you designate how your goods are shipped.  Examples might be UPS or FedEx.	Setup > Vendors > Codes
Shipping Cost	This is where you record how much it costs to ship your goods.	N/A
Misc Cost	This is where you record any additional costs.	N/A

Details Tab

Field	Definition	Setup location
User Defined Fields	Use the ten fields that appear to store any additional information that is important to your organization. The field labels can be customized to be anything that you want.	Setup > Purchasing > User Defined Fields
Special Terms	This field is used to record unique terms and conditions that apply to this purchase order only. This is a text field in which you can enter special, one-time conditions.	N/A
Notes	This field is used to record internal comments, remarks, or notes about this purchase order. This information does not appear on the purchase order sent to the vendor.	N/A
Receiving Instructions	This field is used to record comments or instructions to the resource who is responsible for receiving the items on the purchase order.	N/A
Date Needed	Use Date Needed to identify when the purchase order needs to be completed.	N/A

Fields in Edit Mode

In addition to the fields listed above, these fields appear on these tabs, in Edit mode.

Main Tab

Field	Definition	Setup location
Change Order	Change orders are used to add a line item to a closed blanket order. If a change order is created and associated with this PO, the number is listed here.	N/A
Release Number	If the PO was created from a blanket order, this field is filled. The Release Number is one greater than that for the previous release order.	N/A
Total Cost	This is the sum of the line items associated with the purchase order.	N/A

Details Tab

Field	Definition	Setup location
Date Originated	This is the date the purchase order was created.	N/A
Status Date	This is the date of the last status change.	N/A

Items Tab

Line Item Grid - This grid is where current line items are listed and where new line items can be added.

Query Mode

The Purchase Order Query screen is very similar to the Purchase Order Edit screen, with a few exceptions. For all other fields, consult the definitions above.

Main Tab

The following fields are not available on the Main tab of the Purchase Order Query screen:

• Change Order

• The vendor address and Phone fields

• Total Cost

Details Tab

The following fields are only available on the Purchase Order Query screen's Details tab:

Field	Definition	Setup location
WO Number	This field allows you to query on the number of the work order associated with this PO.	N/A
Line Item	This field allows you to query by the Material Number of a line item associated with the PO for which you are searching.	N/A
Item Description	This field allows you to query by the line item's Description.	N/A