Enter a Purchase Order
Use the PO Maintenance (VOE) program to enter a new purchase order, change an existing order, and close a purchase order. See Background and Road Map for more information.
Click New,
enter NEW, or enter #
if you want the program to assign the next available PO number. Use the
Numbering System Setup (XOC) program to set up a purchase order numbering
scheme.
OR
Enter a unique identifier (12 alphanumeric characters maximum) for the
purchase order you want to create. It is recommended that special characters
(e.g., ?, #, &, +, |, <, >, *, :, /, \, [, ]) not be used.
You can do this only if the Allow override?
option is selected for Purchase Order in Numbering System Setup.
OR
Enter an existing PO number, or click the Lookup
icon and use the standard lookup options
to select a PO from the list. The purchase order header is displayed.
For a new PO, enter the vendor's number, click the Lookup icon and use the standard lookup options to select a vendor from the list that displays. Click Other info to enter an purchase order for the selected vendor.
Field Name |
Type / Max Length |
Action / Description |
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PO number |
Display only |
The number assigned to this purchase order; the PO status, approval status and is displayed below the PO number; additional information (e.g., MRB tag, original PO) may display depending on the type of order and its status |
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Vendor number |
Display only |
The vendor you selected |
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Ship-to type |
Required |
Select a ship-to type:
Note You cannot change the Ship-to type from or to B after you enter a line. If you select C or S, the Drop ship? field displays Y when you press F10. |
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Branch Note |
Required |
Select a branch, customer, or vendor number based on the Ship-to type you selected.
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Ship-to |
Optional |
Select the branch's, customer's or vendor's ship-to number or leave blank to ship to the primary address.
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Requesting branch |
Optional |
Accept the code
for your login branch or select the branch that requested this
item. |
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Buyer |
Optional |
Accept the displayed buyer or select a different buyer code. The default comes from the vendor's record in the Vendor Maintenance (VM) program. |
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FOB |
Optional |
Accept the displayed Freight On Board code which identifies when ownership of an order transfers, or select a different code. The default comes from the vendor's record in the Vendor Maintenance (VM) program. |
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Ship via |
Optional |
Accept the preferred carrier for this vendor or select a different code. The default comes from the vendor's record in the Vendor Maintenance (VM) program. |
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Incoterms code |
Optional |
Select the appropriate Incoterms code. By default, the vendor's Incoterms code (maintained in Vendor Maintenance) is displayed. If populated, Incoterms prints in place of FOB on the purchase order document. |
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Estimated freight |
Optional |
Enter the estimated freight cost for shipping this order to this destination. |
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Ship via account |
Conditional |
A default value displays only for sales order-related drop shipments on which a ship via account was specified. |
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Freight terms |
Optional |
Select the appropriate method of freight payment for this vendor. The default comes from the vendor's record in the Vendor Maintenance (VM) program. |
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Sales tax license 1 - 2 |
Optional |
Accept the displayed resale license number for your branch or enter another number. Note |
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Deliver to |
Optional |
Enter the person or department that this order should be delivered to when it is received. |
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Requested by |
Optional |
Enter the person or department that requested the order. |
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Contact |
Optional |
Select a vendor contact name. |
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PO date |
Display only |
The date the PO was created |
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Date wanted |
Optional |
Select a date or enter a date shortcut. The date wanted for PO line items will default to this date. |
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Drop ship? |
Display only |
A check mark indicates that this is a drop ship order; you cannot receive any of its lines with the Receiver Maintenance (IRC) program. See Overview: Drop Shipments for more information. |
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Rev |
Optional |
If you are changing the purchase order, enter a number that identifies the version of this purchase order. |
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Internal doc? |
Optional |
Select if you do not want to send a copy of the purchase order to the vendor or leave blank. If you select this option but Include internal documents? is unchecked for the copy in Document Output Parameters Maintenance (TDOC) or Vendor Document Profile Maintenance (VDM), the copy will be skipped. |
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AP terms |
Optional |
Accept the displayed
accounts payable terms code or select a different code for this
order. |
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PO terms |
Optional |
Accept the displayed
purchase order terms code or select a different code. The PO terms
code prints on the purchase order. |
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Taxable PO? |
Optional |
Select if any item
on this purchase order is taxable or leave blank if all items
are non-taxable |
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Tax rate % |
Conditional |
Accept the displayed
tax rate for this vendor or enter a different percent. For example,
if the sales tax rate is 7.5%, enter 7.5. The program applies
this percent to taxable PO lines. |
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Print confirm? |
Optional |
Select if you want to print "Order Confirmation" on the vendor's copy of the purchase order or leave blank if you do not. |
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ERS invoice |
Optional |
Accept the selection displayed (from Vendor Maintenance) or select a different one if this purchase, when received, is to be handled differently. If changed for an ERS vendor, Invoice required will print on the PO document to alert the vendor that an invoice will be required for payment. If selected for evaluated receipt settlement, the vendor does not send an invoice; rather the system generates one for accounts payable upon the receipt of goods based on the PO price and quantity received. |
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Currency |
Display only |
The currency selected for this vendor in the Vendor Maintenance (VM) program. |
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Exch rate |
Display only |
The currency exchange rate from your base currency to the vendor's currency (maintained in the Currency Codes Maintenance (TCU) program) |
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Pre-tax total |
Display only |
The value of all PO lines without sales tax |
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Tax |
Display only |
If you selected Taxable PO, sales tax is applied to the Pre-tax total at the rate specified in the Tax rate % field |
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Estimated freight |
Display only |
The amount specified in the Estimated freight field |
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Est surcharge |
Display only |
Total estimated surcharges for this order |
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PO total |
Display only |
The total amount of the PO: Pre-tax total + Tax + Estimated freight + Est surcharge |
If this is a new PO, the program displays that the PO has been created and prompts for information for the first PO line. See Enter a Purchase Order Line.
To |
Do This |
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Change a field |
Move the cursor to the field and make changes. Click Apply to accept the changes or click Cancel to reject them. |
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Change the vendor number field |
Click Other
info. |
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Enter or change notes for this purchase order |
Click Notes. See Enter or Change Notes. |
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Go to a related program |
Click Jump. See Jump. |
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Display change history for this order |
Click Audit. See Display an Audit Trail. This button is available only if audit trails are active for purchase orders. |
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Change the vendor or ship-to address |
Click Address and then:
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Change PO lines |
Click Lines. See Change a Purchase Order Line. |
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Display previous purchases of all items by this vendor |
Click View VEV. See Display Purchase Orders by Vendor. Click OK to return to this program. |
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Review you options for this program |
Click Prog opts. See Set PO Maintenance Options. |
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Close this purchase order |
Click Close order. See Close a Purchase Order. |
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Print this purchase order |
Click Print PO and then:
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Display the vendor's advanced shipping notice |
Click View ASN. See Display the Vendor's Advanced Shipping Notice. Click OK to return to this program |
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Display purchase order approval detail |
Click Approvals.
See Display Purchase Order Approval
Status. Click OK to
return to this program. |
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View or import documents associated with the purchase order |
Click Documents.
See Document Archiving and Document Import for more information. |
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Copy "M" material lines from a previous purchase order to this PO |
Click Copy order. See Copy a Previously-Entered PO. |
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Display rejected item detail |
Click MRB. This button displays only if an MRB tag number exists for an item on the purchase order or if it is a replacement PO for an item that was returned to the vendor. See Rejected Material Inquiry or Display Rejected Items. |
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Specify a different PO |
Click OK. |
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Exit the program |
Click Exit. |