New features added, version 7.5.2, 75.2 Patches
Program POEM, PO Entry/Maintenance, is used to enter and maintain purchase orders.
* A flag set in program SPAN, Auto Number Control, determines whether purchase order numbers are assigned automatically or entered manually.
The Centralized Purchasing flag in program SPDM, System User Default Maintenance, determines which requisitions you can access with program POEM, PO Entry/Maintenance. If this flag is set to on, you can access all requisitions for your manufacturing enterprise. Otherwise, you can access only requisitions for your plant.
Once entered, purchase orders can be printed with program POPR, P.O. Print - Standard and Blanket.
The purchase order entry process is greatly accelerated by the use of various pre-established records in the system. Data from these records is copied to the purchase order, where it can be accepted as is, or overwritten. These records are discussed below.
Purchase order records can be queried by the fields in the header, on the Codes Tab, and on the Blanket Orders Tab.
In this Section
Vendor/Purchase Order Comments
Vendor Quote/Purchase Order Comments
Allocation of Purchase Order Charges
Alternate Currency Purchase Orders
For Purchase Orders
Entering Purchase Order Lines - the Lines Tab
For Blanket Purchase Orders
Entering Blanket Purchase Orders
Generating Blanket Orders Releases
For Master Purchase Orders
Entering Master Purchase Orders and Synchronized Purchase Orders
Added to NDS Applications, version 7.5.2
Items will have different color descriptions based on the type of item entered.
* Red: kit items
* Green: model items
* Brick Red non-maintain on hand items
* Blue non stock items
* Black all other item types
* Purple service and drop ship items
Comments are accessed with the [Comments] button.
Comments entered for vendors and items in program ICMM, Inventory Master Maintenance, program VEQM, Vendor Quote Maintenance, and program VEMM, Vendor Master Maintenance, with the comment type of PO or POR will be displayed in this program.
Comments can be set up in program VEMM, Vendor Master Maintenance, so that they are always displayed when a purchase order is entered for the vendor in this program.
On the comments page in program VEMM, Vendor Master Maintenance, there is a flag with three settings: Silent (Normal), Show Indicator, and User must read.
* If the pop-list is set to Silent (Normal), the comment is written to the purchase order as normal, but there is no indication to the user.
* If the pop-list is set to Show Indicator, the comment is written to the purchase order, and an indicator flag is displayed to the right of the [Comments] button to indicate that comments exist for the purchase order.
* If the pop-list is set to User must read, the comment is written to the purchase order, the indicator is displayed, and when the header is committed, the program will display the comment page.
Comments for items can be set up so that they are always displayed when a purchase order line is entered for the item. To have a comment displayed for purchase orders, enter the comment in program ICMM, Inventory Master Maintenance, with comment type PO or POR. On the comments page, there is a flag with three settings: Silent (Normal), Show Indicator, and User must read.
* If the pop-list is set to Silent (Normal), the comment is written to the purchase order as normal, but there is no indication to the user.
* If the pop-list is set to Show Indicator, the comment is written to the purchase order, and an indicator flag is displayed to the right of the [Comments] button to indicate that comments exist for the purchase order.
* For purchase order comments with the flag set to User must read, the comment is written to the purchase order, the indicator is displayed, and when the line item is committed, the program will display the comment page.
For vendor quote comments that are copied to the purchase order, if the item record has a purchase order comment, the system will consider both sets of comments. If the item has a User must read purchase order comment, and the vendor quote has an Indicator purchase order comment, the comments will be displayed. The same is true if the vendor quote has a User must read comment, and the item has an Indicator comment.
Comments for vendor quote items can be set up so that they are always displayed when a purchase order line is entered for the vendor quote item. To have a comment displayed for purchase orders, enter the comment in program VEQM, Vendor Quote Maintenance, with comment type PO or POR. On the comments page, there is a flag with three settings: Silent (Normal), Show Indicator, and User must read.
* If the pop-list is set to Silent (Normal), the comment is written to the purchase order line as normal, but there is no indication to the user.
* If the pop-list is set to Show Indicator, the comment is written to the purchase order line, and an indicator flag is displayed to the right of the [Comments] button to indicate that comments exist for the purchase order line item.
* If the pop-list is set to User must read, the comment is written to the purchase order line, the indicator is displayed, and when the purchase order line is committed, the program will display the comment page.
For vendor quote comments that are copied to the purchase order, if the item record has a purchase order comment, the system will consider both sets of comments. If the item has a User must read purchase order comment, and the vendor quote has an Indicator purchase order comment, the comments will be displayed. The same is true if the vendor quote has a User must read comment, and the item has an Indicator comment.
Purchases can be applied directly to work orders for both material and services. The work order number and the routing sequence number used on the purchase order must be active.
When work order purchases are received, the costs are posted to the job costing records for the work order.
Allocations spread freight and miscellaneous charges over the lines of the purchase order. It is necessary to re-query the lines to see the result of this change. Allocation can be accomplished in two ways. The total charges for the order are entered with the Charges Tab. You can either manually allocate the charges with the Lines Charges Tab, or you can use the [Auto Allocate] on the Charges Tab to have the program allocate the charges to all lines.
Prorating is based on the extended price of all the lines.
General ledger accounts can be assigned to purchase orders in this program. They can also be assigned to requisitions and when the requisition line is added to a purchase order, the general ledger account is also added.
When the invoice for the purchase order is entered in program APVM, Voucher Entry/Maintenance, the purchase order number can be entered on the invoice. When this happens, the general ledger accounts entered on the purchase order lines are entered for distribution on the GL Details screen, provided there are no other accounts already entered.
If the vendor is assigned a general ledger distribution code, the general ledger accounts on the purchase order take precedence over those included in the distribution code. This means that if the purchase order number and the distribution code are entered and then the invoice is committed, the accounts on the purchase order will be written to the GL Details screen and the accounts included in the vendor's distribution code are not.
Purchase orders are entered in the currency assigned to the vendor in program VEMM, Vendor Master Maintenance. The currency in which the purchase order is entered is displayed in the header of the purchase order.
If the currency differs from the local currency assigned to the financial enterprise, the purchase order is entered in the alternate currency and all prices and costs on the purchase order are entered in the alternate currency. The program retrieves existing costs from program VEQM, Vendor Quote Maintenance, and program ICCM, Inventory Cost Data Maintenance, and enters them on the purchase order in the alternate currency.
Because the purchase order will be paid in the local currency, if a general ledger account is assigned to the purchase order line, the general ledger account must be assigned the same currency in program GLTM, Account Maintenance, as the local enterprise currency.
The pricing information is also written to vendor/item history in the alternate currency.
Blanket purchase orders cannot be entered for vendors that have been assigned an alternate currency.
The following is a list of keystrokes for navigation in program POEM, P.O. Entry/Maintenance
Purchase order records can be queried by the fields in the header, on the Codes Tab, and on the Blanket Orders Tab.
Checkboxes / Flags: Press the spacebar to set the flag to on or off.
Ctrl+PgUp / Crtl+PgDwn: Move between tabs.
PgUp / PgDwn: Move between blocks on a tab.
Pop-lists: such as the Status pop-list in the header. Press the down arrow key to open the pop-list. Use the arrow keys to highlight the desired selection. Also, pressing the first letter in the desired selection will move you to that selection. If there is more than one selection with the same first letter, the next available selection with that first letter will be selected.
Tab / Enter: Moves you between fields.
Shift+Tab: Moves you backward between fields.
1. In the Inits field, enter the initials of the person entering the purchase order.
* If you tab past this field, and an employee is assigned to the user security record in program MUSC, User Security Maintenance, the initials will be entered automatically.
2. In the PO Date field, enter the purchase order date.
3. In the Master PO field, if this purchase order has a master purchase order, enter the master purchase order number. For more information, see the Master Purchase Orders section.
* When a master purchase order number is entered in the record and the [Copy Master] button is pressed, the program copies the information from the master purchase order into the current purchase order.
4. If the order is a synchronized with the master purchase order, set the Synchronize flag to on. For more information, see the Master Purchase Order section.
* When the synchronize flag is set to on, any changes made to the master purchase order will be made to those linked to it. You cannot make separate changes to the secondary purchase orders when the synchronize flag is on, all changes must be made to the master purchase order.
5. In the Buyer field, enter the buyer code for the purchase order. The program will verify the entry against existing buyer codes in program POBM, Buyer Maintenance.
6. In the Vendor field, enter the vendor for the purchase order.
* Vendor numbers used in the purchase order header must already exist in program VEMM, Vendor Master Maintenance. The vendor address is copied to the purchase order header.
* The currency for the purchase order will be pulled in from the Alternative Currency in the vendor record in program VEMM, Vendor Master Maintenance. You can only enter purchase orders for a vendor in the currency assigned to the vendor in program VEMM, Vendor Master Maintenance. All prices and costs for the purchase order are calculated and displayed in this currency.
* For more information, see Alternate Currency Purchase Orders
7. In the Ship To field, enter the purchasing ship to code. The program verifies the entry against the existing ship to codes in program POSM, P.O. Ship-To Maintenance.
* Ship to codes designate the address of the receiving location and other default information.
8. In the Order Loc field, enter the plant in which the purchase order was entered. This is also the default plant for receiving the purchase order.
9. Press [Commit]. If automatic purchase order numbering has been set up in program SPAN, Auto Number Control, the program will assign a purchase order number. Otherwise, one must be entered before you commit.
10. If the purchase order is a master purchase order, or if the purchase order is synchronized to a master purchase order, you can view and maintain the other synchronized purchase orders with the [Master Sync List] button. For more information, see the Master Purchase Orders section.
11. The minimum purchase order value, the minimum purchase order freight value, and the purchase order value is displayed in the header. As purchase order lines are entered, the purchase order value is incremented. The purchase order value does not include charges.
* Vendors can be assigned minimum purchase order values and minimum freight purchase order values in program VEMM, Vendor Master Maintenance.
* The minimum purchase order value is the lowest amount for which a purchase order can be sent to the vendor.
* The minimum purchase order freight value is the lowest purchase order value for which the vendor will discount or pay for freight costs.
* When the purchase order value here is less than the vendor's minimum values, the value here will be displayed in red.
* When the purchase order value here is greater than or equal to the vendor's minimum values, the value here will be displayed in green.
* Purchase orders cannot be printed when the purchase order value is less than the vendor's minimum values unless the Override PO Transmission flag on the Codes Tab is set to on.
12. If the order was generated from a blanket purchase order, the blanket purchase order number is displayed in the Blanket PO field on the Blanket Orders Tab. For information on entering a blanket purchase order, see the Entering Blanket Purchase Orders section.
Purchase order charges can be entered in two ways, by purchase order or by purchase order line. However, if the purchase order charges are entered by purchase order, the charges must be distributed to the lines. This tab allows you to enter the charges by purchase order.
* In the Freight field, enter the freight code to be applied to the purchase order.
* In the Misc Charge fields, enter the miscellaneous codes to be applied to the purchase order.
* Enter the value of the charges in the Value fields.
* In the Vendor ID field, you can enter the vendor ID's for the miscellaneous and freight charges, if desired.
* After you have entered the line items, you can manually allocate the charges that you have entered to the purchase order lines by setting the Manual Allocation of charges to lines flag to on and using the Line Charges tab to enter the charges for each line.
* Alternatively, you can have the program allocate the charges by leaving the Manual Allocation flag set to off and pressing the [Auto Allocate] button.
Maintain the vendor and ship to addresses. The vendor address is entered from the vendor record. The ship to address comes from the ship to code in program POSM, P.O. Ship-To Maintenance.
Purchase order records can be queried in this program by the fields on this tab.
Maintain the order codes for the purchase order. This information defaults from the vendor record.
1. You can maintain the Ship Via Code, FOB Code, Terms Code, and Tax Percentage.
* The tax percentage is used to calculate the tax amount for all items for which the Taxable flag in program ICSM, Inventory Sales Data Maintenance, is set to on for vendors that are taxable.
2. The PO Weight field displays the calculated weight from the purchase order lines. If one or more of the line items do not have the weight available, the words May be Incomplete will be displayed to the right of the calculated weight.
3. The Print flag set to on indicates that the purchase order will be printed when program POPR, P.O. Print – Standard and Blanket, is run.
4. The Confirming flag set to on indicates that the purchase order confirms a telephone order.
5. The Drop Ship flag set to on indicates that the material being purchased is to be shipped to another location.
* This flag is set to on automatically when the vendor's Drop Ship Only flag is set to on in program VEMM, Vendor Master Maintenance. You cannot set this flag to off when the vendor has the Drop Ship Only flag set to on.
* When the purchase order has this flag set to on and the purchase order line is assigned to a sales order line on the Destinations tab, the purchase order line cannot be received in program REOM, One Step Receiver Entry/Maintenance, or program REEM, Receiver Entry/Maintenance, and must be shipped using program OESC, Shipping Confirmation.
6. Set the Override PO Transmission flag to the desired setting. When this flag is set to off, and the purchase order value is less than the vendor's minimum purchase order and purchase order freight values, the purchase order cannot be selected for print or transmission in program POFM, Maintain PO Print Flags. When this flag is set to on, the purchase order can be selected for print or transmission in program POFM, Maintain PO Print Flags, regardless of the purchase order value.
Add approved requisitions to the purchase order. When you select this tab, all approved requisitions for the vendor, and all approved requisitions that are not assigned to a vendor will be displayed.
1. The program will display the requisition lines that exist for this vendor.
2. To include a requisition line on the purchase order, set the Include on PO flag to on.
3. Press the [Create PO Lines] button to create purchase order lines for the selected requisition lines.
4. When a requisition line is included on a purchase order, the requisition line is automatically closed.
5. Return to the main page. The requisition line will be displayed in the middle block.
This tab displays the vendor fax and email send to information for this purchase order. If the fax/email information for a report class differs for this purchase order and vendor, you can change it here.
* When reports that are assigned to report class POP are transmitted, a comment is written to the purchase order regarding who, how and when the purchase order was transmitted.
1. In the Document field, enter the report class for which you are entering the fax or email information. You can select from this list of values. If an entry already exists for the customer in program CMMM, Customer Master Maintenance, you can query it here, and make changes for this sales order only.
2. Set the Show Mail Form flag to the desired setting. If you are emailing reports for this report class, and you wish to view the email before sending it, set this flag to on. If you do not wish to view the report, set this flag to off. Faxed reports do not use this field.
3. Set the Type pop-list to the desired setting. Select E-mail if you are going to email reports for this report class. Select Fax if you are going to fax reports for this report class.
4. In the Email/Fax No/Printer field, if you are emailing reports, enter the email address to which you are emailing the reports. If you are faxing reports, enter the fax telephone number to which you wish the report sent. If you are sending the report to a specific printer, enter the printer name from program MUPM, Printer Definition Maintenance, for the desired printer.
5. In the CC field, enter an additional email address, if you are emailing the reports to multiple people. If you are faxing reports, this field is not used.
6. In the Billing fields, billing codes can be entered here to be passed to the fax software, if your fax software requires billing codes. It is standard with most IETF fax software.
7. Press Commit.
1. When you have finished entering the purchase order header information, go to the Lines Tab to enter purchase order lines.
2. In the Item field, enter the item number that you are purchasing from the vendor.
3. In the Vendor Item field, enter the vendor item number for the item, if desired.
* If a quote exists for the vendor and item, the vendor item number from the quote will be entered automatically.
* The Non-Stock Allowed pop-list in program POPM, PO / Receiving Parameter Maintenance, determines whether non-stock items can be entered in this program.
* If the item is a non-stock item and you have not received any quantities for the purchase order line, you can change the item number.
* If you enter a vendor item in this field, and the vendor item field is blank in program VEQM, Vendor Quote Maintenance, for an existing quote for this vendor, item, and unit of measure, the vendor item entered here will be inserted into the vendor quote.
4. In the Control No field, enter the control number that this item will be assigned, if desired.
* Generally, this field is used for lot control numbers, but you can enter a serial control number, if desired. For purchase order quantities for serial control items, if the quantity is greater than one, the control number entered will be entered as the starting control number for a range.
* The control number entered in this field will be copied to the receiver upon receipt of the order, but it can be changed.
* Control numbers can be assigned or changed for controlled items at any time during the receiving process until the quantities are moved to stock. Control numbers cannot be entered or changed during inspection.
* If this is a drop ship order with a sales order in program OEOE, Sales Order Entry Maintenance, the control number will be written to the reservations for the item. If reservations already exist for the item, the control number entered here will overwrite the existing reservations.
5. In the Quantity field, enter the quantity that you are ordering.
6. In the Purch UM field, enter the purchasing unit of measure.
* The default purchase unit of measure is determined as follows:
* If there are no vendor quotes for the item, the stock unit of measure is the default.
* If a purchase unit of measure has been entered before the item number is entered, the vendor quote record for that item and purchase unit of measure is used.
* For new records with vendor quotes, the vendor quote record for the stock unit of measure is used first. If there is no vendor quote record for the stock unit of measure, the first vendor quote record for that item is found and the purchase unit of measure from that record is used.
* When the list of values is used to select the purchase unit of measure, the list is organized as follows:
* Alternate units of measure for which records exist for the item in program ICMM, Inventory Master Maintenance, are listed first. In the Alt/Stock column of the list, these units of measure have an A.
* The stock unit of measure is listed next, with an S in the Alt/Stock column.
* Other units of measure that are included in the system are entered in program IPUM, Unit of Measure Maintenance.
* If a purchase unit of measure for which there is a vendor quote is selected, the vendor item for that quote will be entered in the Vendor Item field.
7. In the Conv field, enter the unit of measure conversion factor.
* This is the factor used to convert purchase units to stock units. For example, if an item is purchased by the dozen, but stocked as single units, a conversion factor of "12" is used on the purchase order. When the units are received and moved into the stock location, the system converts the purchase order units into stock units by multiplying by 12.
8. In the Unit Price field, enter the unit price.
* If the purchase order was created for a sales order line, the PO_COST_UPDATE_ALLOWED parameter in program MURM, Initialization Parameter Maintenance, determines if the sales order line cost should be updated when the purchase order price is changed.
* The PO_COST_VARIANCE_ALLOWED parameter for the plant in program MURM, Initialization Parameter Maintenance, determines whether the price on the purchase order will be compared against the purchase order unit cost for maintain on hand items to see if it is within tolerance levels. The change in unit price is checked against the PO cost on the Pricing Tab.
9. The List Price is the price calculated by the system for this item. This is either the price from the vendor quote or the item cost from program ICCM, Inventory Cost Data Maintenance. See Purchase Order Pricing for more information.
10. The Discount % field displays the discount percentage from the vendor quote. If no vendor quote exists, this field displays zeros, and cannot be updated.
11. In the Due Date field, enter the delivery date needed for the item.
* The due date defaults as the purchase order date plus the item's total lead time from program ICPM, Inventory Planning Data Maintenance.
* If a quote exists for the vendor and item in program VEQM, Vendor Quote Maintenance, the lead time from the vendor quote will be used instead.
* The purchase order line due date cannot be scheduled on a non-working day defined in the shop calendar. If a non-working day is entered, the program will warn the user and change the date to the next working day.
12. In the Orig Date field, enter the delivery date first promised by the vendor.
* The original date defaults as the purchase order date plus the item's total lead time from program ICPM, Inventory Planning Data Maintenance.
* If a quote exists for the vendor and item in program VEQM, Vendor Quote Maintenance, the lead time from the vendor quote will be used instead.
13. In the Curr Date field, enter the delivery date currently promised by the vendor.
* The current date defaults as the purchase order date plus the item's total lead time from program ICPM, Inventory Planning Data Maintenance.
* If a quote exists for the vendor and item in program VEQM, Vendor Quote Maintenance, the lead time from the vendor quote will be used instead.
14. Set the status pop-list. In this program, the purchase order line can be open, closed, or voided.
* Open (the default for new entries).
* Closed manually with program POEM, P.O. Entry/Maintenance, or program POPC, P.O. Close.
* Void. Line is canceled; allowed only if no receipt transactions have been entered.
15. If the item is taxable, set the Taxable flag to on.
16. If the item needs to be inspected upon receipt in program REIE, Inspection Entry, set the Inspect flag to on. If the item does not need to be inspected upon receipt, set the Inspect flag to off.
17. In the GL Account field, you can enter the general ledger account to which the purchase order line will be distributed on the invoice in program APVM, Voucher Entry/Maintenance, for three way matching, if desired. For more information, see the documentation on program APVM, Voucher Entry/Maintenance.
* For alternate currency purchase orders, the general ledger account needs to be the same currency as the local enterprise because that is the currency in which the purchase order will be paid in program APVM, Voucher Entry/Maintenance.
18. Press [Commit].
19. If the purchase order line is to be received to multiple plants, to multiple general ledger accounts, or both, go the Distrib Detail section of the tab.
* In the Plant field, enter the plant to which the item will be distributed.
* In the GL Account field enter the general ledger account to which the item quantity will be distributed.
* In the Quantity field, enter the quantity to be distributed to the plant and account.
* In the Due Date field, enter the date for the destination and quantity.
* Press [Commit]. Repeat the first four steps until distribution information has been entered for the entire order quantity.
* The general ledger accounts are used for distribution of the invoice in program APVM, Voucher Entry/Maintenance, when three way matching is implemented. For more information, see the documentation for program APVM, Voucher Entry/Maintenance.
* When receiving an order that has been distributed among plants, the amount distributed to a plant must be received in that plant.
* For example, if an order for 500 was distributed as 250 to plant 10 and 250 to plant 20, the person receiving the order would have to be logged in to plant 10 (in program SPDM, System User Default Maintenance) to receive 250 assigned the that plant. The user would not be able to receive the 250 assigned to plant 20 unless the user logged into plant 20 (in program SPDM, System User Default Maintenance).
* This also means that if an amount greater than the distributed amount was sent to one plant, the extra amount could not be applied to the distribution amount for another plant. For example, suppose the order was for 500, with the distribution as 250 to plant 10 and 250 to plant 20, and the quantity of 300 was sent to plant 10. The extra 50 units could not be applied to plant 20 as they cannot be received in plant 20 because they were sent to plant 10.
* If you have distributed a single line item quantity among several general ledger accounts, you must receive the quantities separately in program REEM, Receiver Entry/Maintenance, or program REOM, One Step Receiver Entry/Maintenance.
* For example, suppose you entered a purchase order for a quantity of 15 and distributed the quantity equally to three general ledger accounts. When the purchase order line is received, it must be received three times, one for each distribution line.
This tab displays the pricing for the order line. Vendor quote information is displayed in the lower part of this tab.
The Last Purchase information is also displayed for the line item. This is the last purchase for this item, unit of measure, and vendor from program VEIM, Vendor / Item History Maintenance. The last purchase date, unit of measure, unit of measure conversion, and cost are displayed here.
The line weight for this item is also displayed from the item record in program ICSM, Inventory Sales Data Maintenance, for the item and purchase unit of measure. If no record exists for the purchase unit of measure, the stock unit of measure for the item is used.
This tab allows the entry and maintenance of purchase order line charges. If charges were allocated to the purchase order line from the header, the charges can be maintained by line on this tab.
This tab allows entry and maintenance of the destination of the purchase order when it is received.
1. Set the Destination pop-list to Stock, Floorstock, or WIP. This field is hidden if the purchase order is a drop ship purchase order.
2. In the Wk Ord field, if the item is to be used in a work order, enter the work order number.
* For purchased service, a valid work order number and routing sequence are required.
* For material, a valid work order number can be entered here. When the material is received later, it can be applied directly to the entered work order.
3. In the Prod Due Date field, if the item is to be used in a production schedule, enter the production due date for the item that is being built.
4. In the Prod Ctrl No Field, if the item is to be used in a production schedule, enter the control number for the item that is being built.
5. In the Rtg Sequence field, if the item is to be used in a work order, enter the routing sequence in which it is used.
6. In the Customer field, if the purchase order was created for a customer order, the customer on that sales order for which it was created is displayed.
7. If the purchase order was created for a sales order, the sales order number and line are displayed, in the Sales Order field.
* When the purchase order has the Drop Ship flag set to on and the purchase order line is assigned to a sales order line here, the purchase order line cannot be received in program REOM, One Step Receiver Entry/Maintenance, or program REEM, Receiver Entry/Maintenance, and must be shipped using program OESC, Shipping Confirmation.
8. If the purchase order line is assigned to a sales order, and the sales order has been shipped, the invoice number for the sales order is displayed in the Invoice No field.
9. In the Purch Type field, enter the purchase type. Choose Material if the order is for material. Choose Service if the order is for an outside service operation.
10. In the Control No field, enter the control number that this item will be assigned, if desired.
* Generally, this field is used for lot control numbers, but you can enter a serial control number, if desired. For purchase order quantities for serial control items, if the quantity is greater than one, the control number entered will be entered as the starting control number for a range.
* The control number entered in this field will be copied to the receiver upon receipt of the order, but it can be changed.
* Control numbers can be assigned or changed for controlled items at any time during the receiving process until the quantities are moved to stock. Control numbers cannot be entered or changed during inspection.
* If this is a drop ship order with a sales order in program OEOE, Sales Order Entry Maintenance, the control number will be written to the reservations for the item. If reservations already exist for the item, the control number entered here will overwrite the existing reservations.
11. In the GL Account field, you can enter the general ledger account to which the purchase order line will be distributed on the invoice in program APVM, Voucher Entry/Maintenance, for three way matching, if desired. For more information, see the documentation on program APVM, Voucher Entry/Maintenance.
* For alternate currency purchase orders, the general ledger account needs to be the same currency as the local enterprise because that is the currency in which the purchase order will be paid in program APVM, Voucher Entry/Maintenance.
12. For purchase order lines created for the components of model items on sales order lines, the Model No field displays the parent model item for the component item, and the Config Seq field displays the model configuration sequence number for the component item. These fields are used for cost synchronization between the purchase orders, work orders, and sales orders and cannot be maintained.
13. If the purchase order line is being entered for a project from program PMMM, Project Management Maintenance, enter the project number in the Proj No field.
* If no quantities have been received for the purchase order line, you can change the project number assigned to the line.
14. If the purchase order line is being entered for a project from program PMMM, Project Management Maintenance, enter the project line code for which it is being entered in the Proj Line Code field.
* If no quantities have been received for the purchase order line, you can change the project line code assigned to the line.
15. If the purchase order was created for an internal vendor, the sales order number, suffix, line, and financial enterprise are displayed here. For more information, see the Internal Suppliers section.
16. Press [Commit].
This tab allows you to view receiving information for the item.
* The information displayed includes the purchase order number, purchase order line, purchase order status, item number and description, vendor number, vendor item number, non-stock flag, inspection flag, material/service flag, stock unit of measure, purchase unit of measure, purchase unit conversion, due date, current promise date, and original promise date.
* The program also displays the quantity ordered, balance on order, quantity received, quantity inspected, quantity complete, total rejected quantity, quantity reordered, quantity to pay for, quantity paid, and the requisition notify field.
1. Follow the instructions for entering a purchase order and entering a purchase order line with the following exceptions:
* Set the pop-list to Blanket in the header.
* The PO Date that you enter is the date from which the first release will be generated.
2. Enter the appropriate information on the Lines Blanket Orders Tab.
3. In the Auth Raw Mtl Date field, if a blanket order is for a manufactured item that requires the vendor to purchase raw material to produce that item, enter the release period for which you are authorizing the vendor to purchase the raw material. The period should be entered in Mon-YY format.
4. In the Auth Quantity field, enter the item quantity for which the vendor is authorized to order raw material.
5. In the Plan Raw Mtl Date field, if a blanket order is for a manufactured item that requires the vendor to purchase raw material to produce that item, enter the release period for which you are advising the vendor that they may plan for the raw material. The period should be entered in Mon-YY format.
6. In the Plan Quantity field, enter the item quantity for which the vendor is authorized to plan raw material.
7. In the Max Quantity field, enter the highest quantity of the item that can be ordered with this blanket purchase order.
8. In the Max Dollars field, enter the total number of dollars that can be spent on this blanket purchase order.
9. In the Accum Order Qty field, the accumulated order quantity from blanket purchase order releases is displayed. It is updated when blanket orders are released.
10. In the Accum Order Dlrs field, the accumulated dollars from blanket purchase order releases is displayed, updated when blanket orders are released.
11. See the Generating Blanket Order Releases section.
1. Query the blanket order for which you wish to generate a purchase order.
2. Select the Blanket Orders tab.
* Purchase order records can be queried in this program by the fields on this tab.
3. In the Rel # field, enter the release number.
4. In the Rel Dt field, enter the release date.
* When a blanket purchase order is released, if the frequency type is periodic, the release date is updated automatically by the number of days entered in the Freq. Days field.
* When a blanket purchase order is released, if the frequency type is Monthly, the release date is updated by one month on the day specified in the Eff from field.
5. In the Eff From and Eff To fields, enter the effective dates. Releases can only be generated between and including the days entered in these fields. An effective from date is required, but you are not required to enter an effective to date.
6. In the Freq Type pop-list, select the frequency type. Releases can be made Monthly or Periodic.
* Monthly releases will be prepared to release on the day of the month specified in the Effective from field, each month until the Effective to date is reached.
* Periodic releases will be prepared to release each number of calendar days as specified in Freq Days field counting from the date in the Eff from field until the Eff to date or the Maximum Quantity or Maximum dollars for a line are reached.
7. In the Freq Days field, enter the frequency days.
* When a blanket purchase order is released, if the frequency type is periodic, the release date is updated automatically by the number of days entered in the Freq Days field.
8. In the Lead Time field, enter the lead time in days.
* The anticipated number of days to receive the item from the vendor after a purchase order is issued. During entry of the purchase order, the system will calculate the due date as the system date plus the lead time, although this date can be changed.
9. Press [Commit].
10. Press the [Release Blanket PO] button, or go to program POBR, Blanket Purchase Order Release, to release the blanket purchase order. The blanket purchase order release will be created and displayed in program POEM, P.O. Entry/Maintenance, for maintenance.
11. For purchase orders that were created from a blanket purchase order, the Blanket Orders tab accessed from the Lines tab displays blanket order release information for that line item.
1. Follow the instructions for entering a purchase order. When the purchase order is completely entered, enter the purchase order number that was assigned to the purchase order in the Master PO field.
* For example, if you entered purchase order number 3821, when it was committed, you would then enter 3821 in the Master PO field and press [Commit] again.
2. When you enter another purchase order, in the Master PO field, enter the purchase order number that is the master of the purchase order that you are entering.
* For example, if you were entering purchase order 3822 and purchase order 3821 was the its master, you would enter 3821 in the Master PO field.
3. Press the [Copy Master] button. The program will copy the information from the purchase order entered in the Master PO field. For more information on the rules governing the copy, see the Master Purchase Orders section.
4. If the order is synchronized with the master purchase order, set the synchronize flag to on. If the order is not synchronized with the master purchase order, set the synchronize flag to off.
* When the synchronize flag is set to on, any changes made to the master purchase order will be made to those linked to it. You cannot make separate changes to the secondary purchase orders when the synchronize flag is on, all changes must be made to the master purchase order.
5. You can maintain purchase orders that are linked to the master purchase order with the [Master Sync List] button.
* Query the master purchase order.
* Press the [Master Sync List] button.
* Purchase orders that are linked to the master purchase order are displayed here along with purchase orders for the same vendor.
* The Include in Master Group flag set to on indicates that the purchase order is linked to the master purchase order. If you set this flag to on for a purchase order, the master purchase order number will be written to the purchase order record.
* The Synchronize With Master flag set to on indicates that the existing purchase order information is overwritten by the master purchase order information and any changes made to the master will also be made the indicated order. If the flag is set to off, then changes made to the master will not affect the indicated purchase order and the purchase order's existing information is not overwritten by the master purchase order information.
Press this button to automatically allocate the dollar amounts of the freight and miscellaneous charges to the purchase order lines. This allocation can be viewed or changed with the Lines Charges Tab.
Press this button to copy the purchase order header and line item information from the entered master purchase order number to this purchase order. For more information on rules governing the copy, see the Master Purchase Order section.
Press this button to create purchase order lines for the selected requisitions.
Displays other purchase orders with the same vendor as the master purchase order. You can link existing purchase orders to the master order by setting the Synchronize flag to on.
Recalculate the general ledger account to which this purchase order line should be posted.