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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 - Item Detail Tab

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

Use this tab to enter the item detail for the purchase order. You must enter an Item Description and Quantity for each line item. If an Item Code is selected, the default information associated with the code (Maintain>Purchase Orders>Item Codes) displays in the table; however, it can be changed.

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.

If this module is installed and added by the Administrator (Organization>Add A Module), click Select Purchase Order Vouchers to select requisitions to include in the purchase order. Requisition line items appear separate from purchase order line items. Once the requisition line items are included in the purchase order, each item's detail is displayed including the Requisition Number. Only requisitions that have been given final approval appear on this form. Individual line items that originated from the Electronic Requisitions module cannot be deleted from a purchase order.

The purchase order line items are carried over to the Transactions>Encumbrances>Enter Encumbrances form and identified by Line #. This helps 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.

If this module is installed, the Description box expands to allow for more data. To have the text automatically wrap when printing purchase orders, select the Autofit Row Height check box on the Reports>Forms Designer>OK button>Insert Table> Properties>Detail tab.

The Distribution Code field only displays codes that either share the same currency as the selected currency or have a currency of ANY. The Unit Price and Total fields are formatted in the selected vendor's currency.

 

Line #: The system automatically assigns a purchase order line number as each line is entered in the table. This information displays on the following forms: Activities>Purchase Orders>Process Receipts, Activities>Purchase Orders>Cancel Items, Transactions>Accounts Payable>Enter A/P Invoices>Choose Items/Encumbrances , and if Encumbrances apply, Transactions>Encumbrances>Enter Encumbrances and Enter Encumbrance Liquidations.

Category Code: Select an existing category code from the drop-down list. Category codes were created using the Maintain>Purchase Orders>Category Codes form.

Item Code: Enter a new item code, or select an existing one from the drop-down list. If a new item code is entered on this form, it will not be permanently stored and must be re-entered each time. However, you can make this item code available for selection using the Maintain>Purchase Orders>Item Codes form.

Note: If entering a new one-time item code, you do not need to select a Category Code. A Category Code is only indicated when the Item Code has been previously assigned on the Maintain>Purchase Orders> Category/Item Code Assignments. If you select a Category Code and then enter a one-time Item Code, you will not be able to save the Purchase Order.

Item Description: Enter a description for the line item. If using an existing code, you can edit the description or leave it unchanged.

Special Instructions: Enter any special instructions associated with this item.

GL Code: Select an existing general ledger code for the line item. All general ledger codes are available except cash, account payable, and accounts receivable account type codes. General Ledger codes were created using the Maintain>Chart of Accounts Codes form.

Distribution Code: Select an existing distribution code from the drop-down list or accept the default distribution code selected for this item code on the Maintain>Purchase Orders>Item Codes form. Distribution codes were created using the Maintain>Distribution Codes form.

Purchase Unit: Enter a new purchase unit (such as case or each) or accept the default purchase unit selected on the Maintain>Purchase Orders>Item Codes>Purchase tab.

Inventory Unit Quantity: The number of inventory units that make up a single Purchase unit. The quantity must be greater than zero.

Quantity: Enter the number of units for the line item. It must be a positive number, with a maximum of two decimal places, and be greater than zero.

Unit Price: Enter a cost per unit for the line item. It can be a positive or negative number, and be a maximum of two decimal places. Negative numbers appear in parenthesis.

Total: The system calculates this amount by multiplying the Quantity by the Unit Price. The total cannot be changed. Negative totals appear in parenthesis.

Date Required By: Enter the date the item is needed.

Date Promised: Enter the date the vendor promised delivery of the item.

Requested For: Enter the name of the person or organization requesting the item.

Requisition Number: If the item came from an Electronic Requisition, the system automatically displays the number and it cannot be changed. However, if you do not own the Electronic Requisitions module, you can enter a requisition number for tracking purposes.

  • Category Codes (Maintain>Purchase Orders>Category Codes) can be useful to help filter the Item Codes (Maintain>Purchase Orders>Item Codes) to only those associated with that category code. Item codes are assigned to category codes using Maintain>Purchase Orders>Category/Item Code Assignments.
  • If a line is deleted on the Item Detail tab, all items with the same line number on this tab are also deleted. 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 will become line numbers 1 and 2.
  • Use the Clear button to delete the General Ledger and Distribution Code data on this tab and to clear the entire Coding tab. This button is only available if the purchase order has not been printed.
  • You can print category codes and the item codes assigned to them using the Reports>Purchase Orders>Category/Item Codes form.
  • You can print information related to a purchase order's creation using the Reports>Purchase Orders>Purchase Order Register report.