Accounting Info

The Accounting Info tab provides additional information about the purchase order, such as accounting, invoice, and tax information. It also enables you to record information from external (outside the application) sources.

When receiving line items for non-stock parts, fees or shipping and issuing them to a work order, a not-from-inventory part issue is posted to the work order. The description from the purchase order line item is entered as the description on the resulting part issue. The part ID on the part issue for a NON-STOCK PART line item is set to “NON-STOCK PART; Other ID” where Other ID is the Other ID specified on the line item. The part ID on the part issue for a FEE line item is set to “FEE; Other ID” where Other ID is the Other ID specified on the line item. The part ID on the part issue for a SHIPPING line item is set to “SHIPPING; Other ID” where Other ID is the Other ID specified on the line item.

Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on purchase order ID; line number; receiving location; vendor ID, contract ID, and invoice number; status; part; and date/time received, among other values.

The Receipts screen supports location-level access control, so you must belong to a user group with the applicable authorizations to make changes or updates.

Detail View Header

The fields in the top section of the Accounting Info tab are display only from the Basic Info tab.

Purchase order ID

Identifier of the purchase order currently selected in the grid. The description displays to the right of the field. This field also has a zoom button to the Data -> Enterprise Purchasing -> Purchase Orders screen.

Line number

The line item number. Can either be an existing line item number or a new one that you are appending to the purchase order.

Note: Upon entry of a valid PO ID and line number, the Account ID field, the Vendor contract ID field, the Sales tax rate field, and the eight External info fields auto-populate, if data exists for them.

Fully receive all line items for receiving location on purchase order

If this field has a check, all OPEN line items for the purchase order are received. The only exception is serialized parts, for which you must enter a separate receipt because you must enter a serial number. If a receipt batch ID was looked up or specified on the initial receipt, it is assigned to receipt transactions for the specified location. Lines that do not have a unit price are not received with this action (you must enter a separate receipt for any order line that does not have a price).

Receipt ID

The identifier of the receipt. This is auto-filled when a purchase order and line number is entered.

New purchase order and/or new line item

If this field has a check, the receipt being recorded is for a new purchase order and/or new line item. If a receipt batch ID was looked up or specified on the initial receipt, it is assigned to the receipt transaction.

Tip: If you are working with an existing purchase order and place a check in this field, the Account ID field displays the account associated with the purchase order.

Detail View

The fields in the bottom section of the tab provide additional information about the vendor account associated with the purchase order.

Important: If you are updating an existing receipt, only the Vendor invoice, External info, Document number, and Receipt batch ID fields are accessible.

Account ID

Identifier of the account to charge for the item. This field has a list box. Whether account IDs are required, optional, or not required is specified on the Edit Criteria - General tab of the Data -> Setup -> Options screen.

Account IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen.

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.

Vendor invoice

Vendor’s invoice number for the received line item. The maximum field length is 20 characters. Optional.

Note: If you enter a vendor invoice number and place a check in the Fully receive all line items for receiving location on purchase order field, the number will be propagated to all receipts. The only exception is serialized parts, for which you must enter a separate receipt because you must enter a serial number.

Document number

Document number associated with the receipt, such as a bill of lading or a packing slip ID. Maximum field length is 10 characters. This field is optional.

Receipt batch ID

If this field has a check, the system automatically generates a receipt batch ID for the location that is based on the information provided in the Automatic numbering of receipt batch IDs field on the Inventory - Enterprise tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.

Tip: This field includes a choice list that displays the batches already used on the purchase order, including the date and time received.

Vendor contract ID

Identifier of the vendor contract under which the item was ordered. When a purchase order line item is received, this field will be populated automatically (if the data is included in the line item). This field has a list box. The contract description displays to the right of the field.

Note: The choice-list displays only those contract IDs that are current, valid for the vendor on the transaction, and have money remaining on the contract.

Vendor contracts are recorded on the Data -> Purchasing -> Vendor Contracts -> Contracts screen.

Contract line item ID

Identifier of the line item associated with the vendor contract. This field has a list box. This field is optional. Vendor contract line item IDs are recorded on the Contract Line Items tab of the Data -> Purchasing -> Vendor Contracts -> Contracts screen.

Sales tax rate

Sales tax rate, as a percentage, that the system uses to compute sales tax to add to parts received. This field is optional. A vendor's sales tax rate is specified on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.

Apply sales tax across all receipt lines

Check this box to apply this rate over all receipt lines.

Sales tax amount

Amount of sales tax charged. If a sales tax rate is entered, this field populates automatically. The calculated sales tax amount is included in the value added to inventory for STOCK PART line items. This field is display only.

Note: Sales tax is not applied to the shipping amount.

Shipping amount

Amount of the shipping charges incurred in purchasing the part. Amounts entered in this field are included in the value added to inventory for STOCK PART line items. This field is optional.

Tip: If you want to record shipping costs for STOCK PART line items that do not affect inventory value, enter a separate SHIPPING line item. SHIPPING or FEES line items can also be issued to work orders to pass extra charges directly to equipment costs.

Allocate shipping amount to stock parts being received

If stock parts are being received, use this field to specify how shipping costs should be allocated. Amounts are calculated to two decimal places. Required if there is a value in the Shipping amount field; otherwise, optional.

THIS LINE ONLY: Default option unless there is a check in the Fully receive all line items for receiving location on purchase order field; total shipping cost is applied to the specified line item only. If this is return (there is a check in the Return field on the Basic Info tab), you must select this allocation.

Note: If you want to use one of the following allocations, there must be a check in the Fully receive all line items for receiving location on purchase order field.

EQUALLY TO EACH LINE RECEIVED: Total shipping cost is divided equally across all STOCK PART line items.
EQUALLY TO EACH ITEM RECEIVED: Shipping cost is divided by the total quantity received, and the resulting amount is then divided equally across all STOCK PART line items.
PROPORTIONALLY TO EACH LINE BY VALUE: Total shipping cost is divided by the total cost of all STOCK PART line items to determine the freight percentage. The freight percentage is then multiplied by the quantity received and the net unit price to determine the amount allocated to each STOCK PART line item.

Key points:

Only applies to STOCK PART line items.
EQUALLY TO EACH LINE RECEIVED, EQUALLY TO EACH ITEM RECEIVED, or PROPORTIONALLY TO EACH LINE BY VALUE allocates shipping costs up to two decimal places.

External info

All of the external information (data from outside the application) fields are optional.

Status

Status of the item.

Date

Date (in MM/DD/YYYY format) when the status was set.

PO number

Purchase order number.

Line no

Line item number.

Req number

Requisition number.

Req status

Status of the requisition.

Qty

Quantity of the item in an external system.

Comment

Free-form text field in which you can type comments regarding the purchase order. Maximum field length is 255 characters.