Purchase Order Entry

The Purchase Order Entry function provides the facility to enter original purchase orders and their associated accounting distributions into the system. You may enter purchase orders by one of two methods: either by general ledger account number (a summary of distributions by account), or detailed line item (item by item entry of the details). You may mix and match Summary and Detail Purchase Orders within a batch. Both types of Purchase Orders may be printed or stored in a register for future use. Be sure to set up the print parameters for both types of Purchase Orders.

P.O. #

• Enter a unique PO number

• Accept the default, for a system generated automatic PO number.

Vendor #

• Enter a valid vendor number from the vendor file. Use the Vendor Lookup to locate a vendor number by vendor name.

Detail/Summary Order

• Click Detail to enter a detailed Purchase Order.

• Click  Summary to enter a summarized PO. If Summary is selected fields Requisition #, Buyer #, End Use and Terms will be bypassed. If you wish to stop on any of these fields you can specify which fields through the Users Profile Page 2 Fields to Enter in Summary PO Entry.

Ship To #

Detailed below are 3 alternatives available for entering the Ship To number.

• Accept the default, at the Ship To # and then enter a ship to name and address. The name does not have to be a valid vendor on the vendor file.

• Enter a valid vendor number that identifies the location where you want the goods shipped. This number must exist on the vendor file or use Vendor Find to locate a valid vendor.

If you accept the default at the 'ship to' number and name, the system will accept the Ship To description as set up in the PO Default Parameters. This option is available to POM users only.

Requisition #

• Enter a requisition number. This number will be used as the default if multiple distributions are entered for a detailed purchase order.

Buyer #

• Enter a 2 character buyer code. This can be used in report selection and sequence in the purchase order reports module.

To obtain reports by Buyer Number, this field should always be entered .

There is a Buyer Code Database in POM that can be used to define a different  purchase order form (overlay) for each buyer.  PO fields will remain the same for all buyers, but user specific information such as electronic signatures can be changed. This can be used in conjunction with the Document Distribution Services (DDS). Please contact atrieveERP for additional information.

O-Date

• Enter the order date

• Accept the default, to accept the system date. The due date cannot be prior to the order date.

D-Date

• Enter the due date

• Accept the default, to accept the system date.

Estimate

• Enter the estimate of the total amount of the purchase order.

• Accept the default, or Ø may be entered if the amount of estimate is unknown.

End Use

• Enter up to 30 characters of text to describe the end use for the ordered goods.

• Accept the default, to accept the description as set up in PO Default Parameters (POM only). This may be printed on your purchase order.

Deliver To

• Enter up to 30 characters of delivery instruction (e.g. the name of the person or the room number to receive the goods).

• Accept the default, to accept the description as set up in PO Default Parameters (POM only). This may be printed on your purchase order.

Ship Instructions

• Enter up to 30 characters of shipping instructions (e.g. fragile, do not deliver before, etc.).

• Accept the default, to accept the description as set up in Vendor file or, if the Vendor field is blank, the PO Default Parameters. This may be printed on your purchase order.

F.O.B.

• Enter the agreed to FOB terms (up to 20 characters).

• Accept the default, to accept the description as set up in Vendor file or, if the Vendor field is blank, the PO Default Parameters. This may be printed on your purchase order.

Terms

• Enter the agreed to payment terms (up to 10 characters).

• Accept the default, to accept the description as set up in Vendor file or, if the Vendor field is blank, the PO Default Parameters. This may be printed on your purchase order.

Summary Purchase Order Entry (Screen 2)

The Summary Purchase Order Entry Screen allows you to enter the GL account numbers and amounts charged for a Purchase Order.

GL Account #

Enter a valid GL account number. The account entered last will display as a default. Press Cancel when finished entering Summary PO lines.

Amount

Enter the amount charged to the GL.

Summary Purchase Order Entry (Screen 3)

The Summary Purchase Order Entry screen displays the summary lines entered and allows you to Insert, Delete, or Modify according to your needs.

The following informational messages may appear:

Note: Purchase Order entry can continue when the estimates do not balance.

Detailed Purchase Order Entry (Screen 2)

The Purchase Order Entry Screen allows entry of individual detail line items for a PO.

Line Item/Desc/Notes

• Click Line if the line to be entered is an actual distribution detail line.

• Click Description if the line is to be printed on the Purchase Order as an additional line of description.

• Click Notes if the line is intended to be a reference for future use and will not be printed on the PO. You will go directly to Description/Notes.

Screen 3 (Detailed Purchase Orders).

If  Line Item is chosen you will go directly to Quantity

Quantity

Enter the Quantity to be distributed. Note: Quantities can be positive or negative, but they cannot be zero.

STOCK #

• Enter a valid stock number

• Accept default, to bypass this prompt. If you enter a valid stock number, all subsequent prompts will default to the data related to the stock item. (Use of Stock Numbers is restricted to everyone except users of WIS). Use Lookup performs an alphanumeric search for Stock Numbers by Catalogue Name.

If the stock item entered has notes attached, the notes screen will display. This is an informational screen only.

If the stock item entered has manufacturers part numbers attached, they are display on the manufacturer part number screen. To select a specific manufacturer part, highlight the part number and click Select. The manufacturers part number selected displays immediately below the description/notes box. If D-PART$ is defined in your PO print parameters, the manufacturer part number will print on your PO

If a stock number is entered the following fields related to the stock number will be displayed on the screen: Commodity, Issue Unit, Original.

Note: If Update Stock Fields From PO in the POM master profile is set to 'N', modifications to the buyer code, stock description and the purchase measure will not be updated in the stock file.

Purchase Unit

• Enter the Purchase Unit. (i.e. Each, Dozen).

Factor

• Enter the conversion factor. (The number by which the purchase unit must be multiplied to get the issue unit). Entry of this field is only necessary for users of the Warehouse Inventory System.

Unit Price

• Enter the price per purchase unit. (The price must be positive).

The extended cost displays (quantity multiplied by the price) next to the Original field.

Note: The price cannot be changed if the stock item has a contract price and the BAS user profile, Page 4, Restrict price change for CP stock item is set to 'Yes'.

G/L Account #

• Enter the GL and/or sub ledger account number for distribution of the commitment amount. The previous GL account number displays as the default. You will be unable to change this field if the Stock item entered is an Inventoried item.

The total amount of tax calculated from the tax codes and the extended cost will be displayed next to the Tax Field.

Tax Code

• Enter a valid tax code as defined in the tax database. Valid for POM users only. The symbol shown below will retain the tax codes used on a prior line item and use the same tax codes on the next line item providing the following conditions are met:

Changing the default tax codes will retain all tax codes from the prior line item, provided the default tax code is the same for the GL on the current line as the GL on the prior line

Inserting a Note, or Description line prevents the default tax codes from being pulled from the prior line. The line item will default to the GL default tax code.

Inventory items retain their default tax codes, they are not overridden.

Non-inventory items retain their default tax codes, they are not overridden.

If the item is from the stock file, the tax codes from the stock item will be used.

The symbol to initiate is :

      TSC$RETAIN_PO_Tax_CODES == "YES"TOTAL

The total amount committed will display. (The original amount plus the tax.)

Description/Notes

• Depending on the detail line type, enter a description or note.

Use Lookup to select and insert commonly used descriptions. This feature is available only to users of the POM. (See POM Database Maintenance).

If multiple distributions were entered, changing the Quantity, Stock #, Price, or General Ledger fields may require you to also make changes to the Multiple Distribution Entry screen.

To enter any notes specific to this PO line item, press Notes . The notes can be accessed through the Purchase Order and Receiving modules.

Detailed Purchase Order Entry (Screen 3)

The PO Detail Entry Summary Screen displays the PO detail lines, as well as their corresponding tax lines, allowing you to modify, insert, or delete them as you wish.

The item number, quantity ordered the stock number, the purchase unit, the tax codes, the unit price, the factor and the description for each detail item. In addition, the system will display the original PO estimate, total distributions, tax distributions and difference at the bottom of the screen.

The following informational messages may appear: 

Note:  Purchase Order entry can continue when the estimates do not balance.

PO Printing Selection

The final screen when processing a PO thru PO Entry, Changes, or Copy, or thru POM Buyer Processing provides multiple printing options to be selected for each PO, as well as to allow the method of printing to default to the printing option that was last selected by the user.  The default can be different on a user by user basis and is dependent on the option last selected by the user.

To print a PO, select the output option you want to use. You can be sure of the option that will be used because the option will be highlighted (text, ex. Register, will be a different color).

To bypass printing, choose the option Bypass Printing.This option will NOT send the PO to the register.

Upon initial entry into this screen, the On-line option will be the option that the cursor is on. To select this option, press <Next>. If this is the only option required, accept by pressing <Next>. This will begin printing the PO online. The next PO that is entered, will default to Online,  pressing next or <Enter> to accept is all that would be required.

Upon initial entry into this screen, the On-line option will be the option that the cursor is on. To select the Register option, use your mouse and check off Register. If this is the only option required, choose <Next>. This will send the PO to the register. The next PO entered will default to Register , pressing next or <Enter> is all that would be required.

Note:

Fax and email require additional licenses. If your district does not have a license, selecting these options will display an informational message, indicating these options are not available. A different option would have to be selected.

If using Document Distribution Services (DDS), multiple overlay files can be defined, based on buyer code. The default overlay files are in the following menus.

• For email: Global Email Profile

• For printing: Printer Forms Overlay Profile

A different overlay by buyer code would need to be defined in the Buyer Code database in POM

If a buyer does not have an overlay file defined, the default overlay will be used. If an invalid buyer code or a blank buyer code is defined in the PO, the default overlay will also be used.

If FAX option is selected the following will display:

• Bypass Email/Fax to exit . The PO will not be faxed or printed.

• Send to fax the PO.

Note: The system will determine local/long distance calling based on the following conditions:

10 digit dialing is NOT required, and the telephone number profile is NOT being used.

Local numbers MUST be entered in the vendor file WITHOUT an area code.

Vendor file:   826-1234 (local number)

Dialed as:      826-1234

Long distance numbers entered in the vendor file WITH the area codes. The faxing option will add '1' to the front of this number.)

Vendor file:    604-826-1234 (long distance number)

Dialed as:      1-604-826-1234

10 digit dialing is NOT required, and the telephone number profile IS being used.

Numbers can be added in the vendor file with/without the area code for local numbers. It is important that if local numbers are entered in the vendor file with an area code, the area code and prefix MUST BE entered in the local table in the telephone number profile. If not, the numbers will be dialed as long distance.

Ex.      604-826-1234 (local number, area code, prefix in local table)

Dialed as:      826-1234

If the area code is not entered for a number, the default area code from telephone number profile will be added to the prefix. If this combination is NOT found in the long distance table, the number will de dialed without '1' or the area code.

Vendor file:    826-1234 (local number)

Dialed as:       826-1234

If the number is long distance, it must be entered in the vendor file with the area code. The telephone number profile will check to ensure that the area code and prefix combination are included in the long distance table. If they are not, the user will receive a warning, but faxes will still be sent with a '1' added to the front of these numbers. If the combination exists in the long distance table the faxes will also be sent with '1' in front of these numbers.

Vendor file:    604-826-1234 (long distance number)

Dialed as:       1-604-826-1234

(If the area code is not entered for a long distance number, the default area code from the telephone profile will be added to the prefix. If this is found in the long distance table, it will be dialed with 1 plus the area code.

If 10 digit dialing is REQUIRED, the telephone number profile IS required.

All numbers in the vendor file must be added with an area code. Warnings will display if they are not entered in the correct format.

Vendor file:

604-826-1234 (local number and prefix in local table)

604-599-1234 (long distance number with area code and prefix in long distance table)

604-999-9999 (not listed in telephone profile tables)

If the number is listed in the local table, the fax will be sent without '1' added to the front of the number.

Dialed as:      604-826-1234

If the number is listed in the long distance table, the fax will be sent with '1' added to the front of the number.

Dialed as:      1-604-599-1234

If the number does not exist in either table the system will default to long distance adding '1' to the front of the number.

Dialed as:      1-604-999-9999

If the number is dialed without an area code it will not be able to be sent.

Multiple Distribution Entry (activated when cursor is on GL Account #)

The Multiple Distribution Entry window allows you to distribute the commitment of a single line item to multiple GL account numbers. Distributions can be made by quantity, percentage, or dollar amount. A maximum of 250 distribution lines can be entered for each detail line.

This screen is activated during PO entry by pressing CTRL + ALT +I when the cursor is on the GL Account # prompt.

Enter Distribution Type

• Click Quantity to accept the default for a distribution by quantity.

• Click Dollar Amount for a distribution by dollar amount.

• Percentage for a distribution by percentage.

Requisition

• Enter a purchase requisition number. The requisition number entered on the header screen (Screen #1) is displayed as the default.

Line

• Enter the line number on the requisition that this item pertains to. If the requisition number field was left blank, this field can also be left blank.

GL Number

• Enter a valid GL account number. The previous GL number displays a default. If the GL accounts have different GST tax codes, a message displays indicating that if this distribution is accepted, the GST commitment is based on the first tax code.

Entry by Quantity, Dollar, or Percentage

• Enter a quantity, dollar amount, or percentage. You are not allowed to exceed the total distribution (displayed at the bottom of the screen). Once you have completely distributed the total, the program automatically takes you to the prompt at the bottom of the screen.