Basic Info |
The Basic Info tab enables you to record general information about the purchase order (PO), as location, vendor, current status, dates, and requester.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on purchase order ID, location, vendor ID or invoice number, status, date (or date range), employee ID (requester, buyer, orderer), and equipment ID, among other values.
Note: Unless you specify a header status, filtering on equipment ID returns all items in all statuses that apply to that ID.
The Purchase Orders screen supports location-level access control, so you must belong to a user group with the applicable authorizations to make changes or updates.
The field in the top section of the Basic Info tab identifies the purchase order. This field is required.
Purchase order ID
Identifier of the purchase order that you are defining or that is currently selected in the grid. This field has a list box. The purchase description displays to the right of the field.
Note: If you leave this field blank, the autonumbering format assigned to the purchase type determines which value appears.
If automatic numbering is set to NONE, this field is left blank.
If automatic numbering is set to STANDARD, the ID is generated in location ID-year-<nextval> format, where <nextval> is the next number in the sequence, beginning with 0000001.
If automatic numbering is set to CUSTOM, the generated ID is based on the structure specified on the Purchase Orders tab of the Data -> Enterprise Purchasing -> Setup -> Purchase Types screen.
The fields in the bottom section of the Basic Info tab display identifying information about the purchase order.
Location ID
Identifier of the location where the parts are located. This field has a list box of all locations that have a parts inventory function. The location name displays to the right of the field. This field is required.
Note: To change the location, you must be authorized to do so. Also, the location cannot be changed once the PO is created.
Location IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Purchase type
Categorization of the purchase being requested. This field has a list box. The type name displays to the right of the field. This field is optional.
Note: Defaults to the value specified in the Default purchase type ID field on the Inventory - Enterprise tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen. If you change the location ID, this field updates with the applicable default purchase type. If there is no default purchase type, the value in this field is not changed.
Purchase types are defined on the Data -> Enterprise Purchasing -> Setup -> Purchase Types screen. The screen is also used to specify the purchasing object (or objects) (e.g., requisition, PO) to which the purchase type applies.
Description
Purchase order description. Auto-populates based on the purchase order ID. This field is optional.
Vendor ID
Identifier of the vendor for the transaction. Required if status is either OPEN or CLOSED; otherwise, optional. This field has a list box of active vendors, restricted by the item's location. The vendor name displays to the right of the ID.
Note: The vendor cannot be changed once the PO is created.
Tip: The type of items being ordered determines the type of vendors that are allowed:
If there are STOCK PART items on the purchase order, the vendor must be a parts vendor.
If there are EXTERNAL REBUILD items on the purchase order, the vendor must be a parts repair and rebuild vendor.
If there are COMMERCIAL items on the purchase order, the vendor must be a commercial vendor.
The goods and/or services that a vendor provides are specified on the Functions tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Store ID
Identifier of the store. Required if purchases are tracked by store location; otherwise, optional. This field has a list box of stores that are defined for the location. The store name displays to the right of the ID.
Note: Enterprise purchases are tracked by store location if there is a check in the Track enterprise purchases and receipts by store location field on the Store Locations tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Currency ID
Identifier of the currency on which the vendor bases its parts prices. Defaults to the user's currency upon Prepare for Insert, but that value is overwritten by the vendor's currency if a vendor ID is entered. This field has a list box. The currency name displays to the right of the field. This field is required.
The user's currency is specified on the Basic Info tab of the System Mgmt -> Setup -> Access Rights -> Users screen. The vendor’s currency is specified on the Purchasing Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Account ID
Identifier of the general accounting system’s account to which the system is to post the costs. Required if account validation is required. This field has a list box of all active accounts that may be assigned to POs. The account name displays to the right of the field.
Note: Defaults to the value specified in the Default account ID field on the Inventory - Enterprise tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen. If the location does not have a default account ID, defaults to the Account ID to assign to all purchase orders field on the Purchase Orders tab of the Data -> Purchasing -> Setup -> Options screen. If you change the location ID, this field updates with the applicable default account ID.
Account IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen. The Edit Criteria - General tab on the Data -> Setup -> Options screen specifies whether account IDs are required, not required, or optional.
Financial project code
The Financial project code choicelist allows the user to select from active Financial Project Codes or Usage Tickets. Once selected, the description of the chosen code will populate in the description field.
For more information, see Financial Project Codes.
Status
Purchase order status. Defaults to the status specified on the Purchase Orders tab of the Data -> Enterprise Purchasing -> Setup -> Options screen, but you can change it. May be set to CLOSED only once all line items on the PO have been closed. This field has a list box. This field is required.
Note: If you are sending a serialized part out to be rebuilt and the purchase order status is set to OPEN, the core is removed from inventory (if part status tracking is active) and the status of the serialized part is set to SENT TO VENDOR. Part status tracking is activated on the Part Status Tracking tab of the Data -> Parts Items -> Setup -> Options screen.
Important: When you change a purchase order's status to CLOSED, all fields are locked except the Status field on this tab; fields on the Attributes and Files tabs; and the Vendor invoice field on the Receipts tab.
Approval
Approval status of the purchase order. When a purchase order ID is inserted, this field defaults to the approval status for POs, if any, specified on the Purchase Orders tab of the Data -> Enterprise Purchasing -> Setup -> Options screen. Required if that screen specifies that approvals are required; otherwise, optional. This field has a list box.
by
Employee ID of the employee who selected the approval status. Defaults to the employee ID of the approving user which displays below the by field.
at
Date and time (in MM/DD/YYYY HH:MM format) that the purchase order approval status was input. This field is display only.
Date and time
The following fields represent specific dates and times associated with the purchase order. All the fields are optional but must be valid if entered.
Requested
Date and time (in MM/DD/YYYY HH:MM format) that the PO was requested. Defaults to the current date and time. This field is optional.
Ordered
Date and time (in MM/DD/YYYY HH:MM format) that the order was placed. Automatically populated when a line item is assigned an OPEN status. This field is optional.
Needed by
Date and time (in MM/DD/YYYY HH:MM format) that the order is needed. This field is optional.
Expected delivery
Date and time (in MM/DD/YYYY HH:MM format) that the order is expected to arrive. Only applies to items with a status of OPEN.
When a vendor name is entered:
If there is a value greater than 0 in the Minimum lead days field on the Purchasing Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen, this field displays today’s date + the vendor’s minimum lead days.
If there is a 0 in the Minimum lead days field on the Purchasing Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen and a value greater than 0 in the Minimum lead days field on the Purchase Orders tab of the Data -> Enterprise Purchasing -> Setup -> Options screen, this field displays today’s date + the minimum lead days from the Purchase Orders tab.
Completed
Date and time the order was completed. Automatically populates with the current date and time when the last open line item is assigned a CLOSED status.
Closed
Date and time the purchase order was closed. Automatically populates with the current date and time when the purchase order is assigned a CLOSED status.
Expected lead days
If there is a check in the Header expected delivery date and time should always reflect the latest line item expected delivery field on the More Info tab of the Data -> Enterprise Purchasing -> Setup -> Options screen, this field displays the greater of the vendor minimum lead days or the system minimum lead days. If the line item type (specified on the Line Items tab) is not STOCK PART, this field displays N/A. Read only.
Vendor lead time (in days) is recorded on the More Info tab of the Data -> Purchasing -> Vendor/Part Information screen. A vendor's minimum lead days are recorded on the Purchasing Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Gross total amount
Sum of the gross amounts from line items (excluding deleted lines). For non-commercial items, calculated as unit price * quantity ordered. (Gross amount does not apply to commercial items.) Display only from the Line Items tab.
Sales tax amount
Sum of the sales tax amount from line items (excluding deleted lines). Calculated as (gross amount - discount amount) * (tax rate /100). Display only from the Line Items tab.
Discount amount
Sum of the discount amounts from line items (excluding deleted lines). For non-commercial items, calculated as unit price * (discount percentage/100) * quantity ordered. (Discount amount does not apply to commercial items.) Display only from the Line Items tab.
Shipping amount
Sum of the shipping from line items (excluding deleted lines). Display only from the Line Items tab.
Calculated total cost
Actual total cost. The total cost for noncommercial line items equals (gross amount - discount amount) + tax amount + shipping amount (excluding deleted lines). The total cost for commercial line items equals the sum of the work order costs related to that line item. Display only.
Note: If the total cost of the purchase order is less than the vendor minimum order value, a warning message displays before the order is processed.
Total received cost
Total cost of all items received (excluding deleted lines). Display only from the Line Items tab.