More information

Create/Modify Purchase Order Buttons

Create/Modify Purchase Orders Tabs

Purchase Orders Checklists

Purchase Orders FAQs

Electronic Requisitions Checklists

Electronic Requisition FAQs

Create/Modify Purchase Orders - Coding Tab

Access this tab using Activities>Purchase Orders>Create/Modify Purchase Orders.

Use this tab to apply transactions lines to purchase orders. Each line item must be coded and have an amount that is greater than zero and equals the total for the associated line item on the Item Detail tab. When a General Ledger and Distribution Code are entered on the Item Detail tab, the system automatically displays the associated segment codes and amounts on this tab.

Account Level Security is available for this form. This feature allows you to define the account codes and related amounts a user can view. Therefore, if a user does not have access to a specific segment, that segment cannot be viewed. Note that if a user does not have Account Level Security enabled, the user will see all account codes.

The Effective Date only displays if the Create Encumbrance check box was selected on the PO Information tab. The system creates an Encumbrance Session when you Print, using the General Ledger Codes, Distribution Codes, and transaction information entered on the Item Detail and Coding tabs. The system automatically creates encumbrance sessions, if the Create Encumbrances from Coding check box was selected by the Administrator (Organization>Set Up Modules>Purchase Orders). The Line # is carried over to the transaction entry line items on the Transactions>Encumbrances>Enter Encumbrances form to help track encumbered items.

If the Fixed Assets module is installed and the Enable Without Validating check box is selected by the Administrator on the Organization>Set Up Modules>Fixed Assets form, click Asset Quick Entry to create assets, while you are creating or modifying purchase orders.

The Exchange Rate column is only available, if the Multicurrency module is installed and added by the Administrator (Organization>Add a Module), and if you have selected a Currency, other than the organization's functional currency and selected the Create Encumbrance check box on the PO Information tab. See Multicurrency Dates for more information about how rates are calculated. If the Allow rate override during transaction entry option is selected by the Administrator (Organization>Set Up Modules>Multicurrency), the Exchange Rate field is available. The Amount column is formatted in the selected vendor's currency.

 

Line #: The purchase order line number. This number is synchronized with the line numbers on the Item Detail tab.

Description: The description for the line item.

{Segment Names}: Either accept the code, or select a different code for the line item. Segment codes were created using the Maintain>Chart of Accounts Codes form.

Amount: Either accept the amounts, or enter different amounts for the line item. However, the sum of amounts per Line # must equal the Total for the same Line # on the Item Detail tab.

Exchange Rate: The exchange rate for the line item.

Effective Date: Accept the default date (which is the date entered on the PO Information tab) or enter a date specific to the document.

Coding Total: The coding total is based on the sum of the Amount column. Compare this amount with the Order Total that displays at the bottom of the form. The Coding Total and Order Total must be equal in order for the purchase order to print. Each line item must be coded and have an amount that equals the total for the associated line item on the Item Detail tab.

  • Use the Clear button to delete the General Ledger and Distribution Code data on the Item Detail tab and to clear this tab. This button is only available if the purchase order has not been printed.
  • You can track a purchase order from creation through the invoice, disbursement, check, or encumbrance liquidation (if applicable) process using the Reports>Purchase Orders>Purchase Order Register report.
  • If a line item is deleted on the Item Detail tab, all items with the same line number are also deleted, on this tab. Consequently, all line numbers are updated. For example, if you have line numbers 1, 2, and 3, and you delete line 1; Lines 2 and 3 become line numbers 1 and 2.
  • If you want to generate encumbrances and you select a status of BP (Batch-To Post) or BS (Batch-To Suspend) on the Encumbrance Session form, this information is carried over to the Transactions>Encumbrances>Enter Encumbrances form when printing the purchase order. Alternatively, if OL (Online) is selected, it automatically posts once the Post button is selected; it will not be available on the Transactions>Encumbrances>Enter Encumbrances Session form. Note that, the OL (Online) posted transaction session is available on the Transactions>Accounts Payable>Enter A/P Invoices; Transactions>Enter Cash Disbursements; or Transactions>Encumbrances>Enter Encumbrance Liquidations>Start button form or Activities>Check Writing>Write Checks>Start button.
  • You can still manually create Encumbrances using the Transactions>Encumbrances>Enter Encumbrances form. However, you must manually liquidate each encumbrance line item for when a purchase order is voided or items are canceled. When entering A/P Invoices, Cash Disbursements, or Write Checks, the encumbrance line item displays but is not attached to the original Purchase Order.
  • Coding creates only one side of the entry, never a balancing entry. It creates only the inventory or the expense side of the transaction.
  • If the net amount of the line item and coding combination is positive and the Create Encumbrance check box is checked then an encumbrance will be created. However, at least one line item and coding combination with a positive balance, is needed to generate an encumbrance session. If the Order Total is zero, no encumbrance is created.
  • When the Order Total is zero, the distribution ratio used for receiving, payments, and invoicing is evenly split between each line number. Note that only non-inventory items, on a receive type purchase order, can be saved and printed with a zero unit price. A zero unit price is not allowed for skip receiving type purchase orders.