Enter a Purchase Order Line

When you click OK when you enter a new PO or click Lines in the PO Maintenance (VOE) program, you can enter and change lines for the items you want to order. If the order has no lines, look ahead to step 2.

Previously entered PO lines are displayed:

Field Name	Displays
Ln	The PO line number
Non-stk?	A check mark indicates the item ordered is not stocked
Sts	The status of the PO line
Item no	The item number ordered
Description	The item description
M/L	The material/labor code: M: The ordered item is material. L: The ordered item is for labor (purchased service)
Date prom	The date the vendor promised to deliver
Pur qty ord	The quantity of the purchase order in the purchasing unit of measure
Extended amount	The total cost of the item on this line: Pur qty ordered x Unit cost OR Entered extended line value / Qty ordered if you clicked the Ext amt button and entered an extended amount and purchase quantity to calculate the unit cost
Unit cost	The cost for one unit
Insp?	A check mark indicates the item requires inspection
Verified?	A check mark indicates the vendor agreed to a changed promise date; blank indicates the promise date has not been changed or the vendor has not agreed to a changed date

Choose the appropriate option:

To	Do This
Add a PO line	Click Add. See step 2.
Delete a PO line	Highlight the line and click Delete. See Delete. This button is grayed if the line is voided or closed.
Display a PO line	Highlight the line and click Select or double click the line. See step 5.
Print the list of PO lines	Click Print. See Print.
Display the extended and net amount totals for the PO	Click Totals. Click OK to remove this data from display.
Change the Date wanted or Date promised fields for multiple lines	Click Adj dates. See Adjust Purchase Order Line Dates.
Return to the PO header	Click OK. See Enter A Purchase Order.

Enter or change data in these fields:

Field Name	Type / Max Length	Action / Description
Item number	Conditional 24 alphanumeric	Enter your number for the item you are ordering or click the Lookup icon and use the standard lookup options to select the item number from a list. You cannot purchase a pseudo, prompt, family, or configured product. Enter the parent item number for an outside service purchase (labor). Leave blank if you have a requisition number.
Req number	Conditional 12 alphanumeric	If you did not enter an item number: Enter the number of the purchase requisition for this item or click the Lookup icon and use the standard lookup options to select the requisition from a list. Press F10. The program displays the branch, requisition number, item number, description, quantity, vendor number, vendor item number, and suggested price and prompts Continue with req to create PO line? If the requisition is for a different vendor, Vendor [no] for req doesn't match vendor for PO header; continue with req to create PO line? If the requisition is unassigned, Requisition does not have vendor. Continue with this requisition? Click Yes to continue or click No to enter a different requisition number or an item number. If you click Yes, click Modify to change fields for this line.
Material/Labor	Required 1 alphanumeric	Select M to order material or L to order labor (a purchased outside service).
Mfg branch	Required 4 alphanumeric	Accept the displayed manufacturing branch or select a different manufacturing branch to which you have access.
Mfg order no	Conditional 12 alphanumeric	Enter the manufacturing order number or click the Lookup icon and use the standard lookup options to select the order from a list if you want to add the cost of this purchase to the cost of the manufacturing order or leave blank if you do not. When you complete data entry or press F10, the program displays the parent item number, due date, quantity, and order number and prompts Correct mfg order no?: [number]. Click Yes to confirm or click No to change the number. Note When ordering components directly to a manufacturing order, the quantity that is obligated at the time of the purchase order receipt is controlled by the Allocate full purch qty to mfg order? manufacturing system option (see Set Manufacturing Options for more information).
Part designator	Conditional/Optional 8 alphanumeric	Enter the identifier your company uses if this component is listed on this bill of material more than once. You may call this designator a balloon number, bubble number, file number, material tag, or reference number.
Operation seq no	Conditional 4 alphanumeric	If you entered a manufacturing order, enter the operation sequence number when this service or labor is needed. If this vendor is not the vendor for this operation sequence, program prompts Vendor for routing does not match PO vendor; continue? Click Yes to complete this PO line or click No to change the Mfg order no field.

Click Other info.
(Conditional) Select a unit price and minimum order quantity and click Select if you entered price breaks in the Vendor Price Maintenance (VMM) program for this item and vendor. Displayed prices are in the vendor's currency.

If you entered a requisition number and select a minimum order quantity, the Pur qty ordered is:

Pur qty ordered is	If requisition quantity is	Example
Requisition quantity	Larger than the selected price break	Requisition quantity is 25 and minimum order quantity is 10, Pur qty order is 25.
Minimum order quantity	Smaller than the selected price break	Requisition quantity is 25 and minimum order quantity is 100, Pur qty order is 100.

OR

Click Exit to enter a different quantity and price or to use the requisition quantity.

If the price break you select differs from the Suggested cost on the requisition, the program prompts Do you want to override vendor price? Click Yes to use the cost and quantity from the requisition or click No to use the selected price and quantity.

Enter or change data in these fields:

Field Name	Type / Max Length	Action / Description
Pur qty ordered	Required 10 numeric	Accept the quantity or enter the quantity you want to order. If you enter a quantity that is less than the minimum order quantity set in Branch Item Maintenance (IMB), the program, the program prompts Entered quantity of [qty] is less than the MFG minimum order quantity of [qty] at the stocking unit of measure [UOM]; continue? Click Yes to continue or click No to increase the quantity.
Unit cost	Required 14 numeric in the format 999999999.99999	Leave blank to use vendor pricing in the Vendor Price Maintenance (VMM) program. If there is no vendor pricing available, the program uses costs set up in the Item Cost Maintenance (ICM) program. Pricing populates the field when you press F10. The unit cost that displays when you press F10 is based on your selection for the Default cost for POs/requisitions option in System Options Maintenance - Purchasing Options, converted from your base currency to the vendor's currency, if appropriate. If your entry: Differs from the vendor's pricing, the program prompts Do you want to override vendor price? Click Yes to use your entry or click No to use vendor pricing. Is more than the item's incremental material cost and you selected the Unit cost exc incr matl cost? program option, the program prompts Unit cost exceeds inc material cost; continue? Click Yes to use your entry or click No to change the cost. Is zero, the program prompts The unit cost entered is zero; correct? Click Yes to accept zero or click No to change it. If there is no vendor pricing or unit cost set up for this item, enter the cost in the vendor's currency. Negative Unit Cost If the item is non-stock or a service item, you can enter a negative unit cost (e.g., to allow for entry of discounts). Note To calculate a unit cost based on an entered extended amount and purchase quantity, click the Ext amt button.
Standard cost	Display	The standard cost of the item
Extended amount	Display	The total cost for this line item: Pur qty ordered x Unit cost
Vendor LT	Display	If you selected a vendor price record, the Vendor LT (specified in Vendor Price Maintenance) is displayed. If you do not use a vendor price record, the item's calculated lead time is displayed.
Date wanted	Required 10 date	Select the date you want this item to be delivered, enter a date shortcut, or accept the default date. If you release or reference a requisition, this field displays the Date wanted from the Requisition Maintenance (IRM) program less the put-away lead time from the item's record in the Branch Item Maintenance (IMB) program. If you change the date, when you click OK the program prompts Should date wanted be changed on all lines of PO? Click Yes to change all lines or click No to change only this line.
Date promised	Required 10 date	Select a date the vendor promised delivery, enter a date shortcut, or leave blank to use the Date wanted date. If you entered a manufacturing order number, when you click OK the program sets this date and the Due date in stk to: Mfg order due date - Item lead time, using the shop calendar. If you change the date promised, you can specify whether vendor delivery performance should be based on the new date (i.e., you requested the change) or the first promise date (i.e., the vendor's schedule slipped).
Due date in stk	Display	The date the item is due to be in on-hand inventory: Date promised + Put away LT from the item's record in the Branch Item Maintenance (IMB) program If you entered a Mfg order no: Order due date - Mfg lead time for the parent or today if that date has passed
First promise dt	Display	The date on which vendor delivery performance is based
AP clear dt	Display	The date the PO line was cleared through accounts payable
GL org code	Conditional 2 alphanumeric	Accept the displayed general ledger organization code or select a different code. If inventory is interfaced to GL or if you selected the GL org and account required? Program option, you cannot leave this field blank. See GL Organization and Account for defaults.
GL account no	Conditional 10 alphanumeric	Accept the displayed general ledger account number, enter a different account number, or click the Lookup icon and use the standard lookup options to select the account from a list. If inventory is interfaced to GL or you selected the GL org and account required? Program option, you cannot leave this field blank. See GL Organization and Account for defaults.
Taxable?	Optional	Select if this item is subject to tax or leave blank if it is not.
Inspection?	Optional	Select if this item should be inspected or leave blank if it does not require inspection. This field cannot be selected for a non-stock item. Note If you selected the Inspection? field for this item in Branch Item Maintenance (IMB) program or for this item from this vendor in Vendor Price Maintenance (VMM), this field is selected, and you cannot clear it. This field is also selected if the associated vendor-item record (in VMM) indicates the item is not QA approved.
Rcv crt reqd?	Display	Whether or not a receiving certificate is required; from the item's record in the Enterprise Item Maintenance (IM) program: N No certificate required Y Certificate required C Certificate number required
Stocking UOM	Display	The unit of measure in which the item is stocked; from the item's record in the Enterprise Item Maintenance (IM) program
Purchasing UOM	Required 4 alphanumeric	Accept the displayed purchasing unit of measure or select a different UOM. The default comes from the item and vendor record in the Vendor Price Maintenance (VMM) program. For a non-stock item the default is EA (Each).
UOM conversion	Display	The factor used to convert from purchasing to stocking units of measure; from the item and vendor record in the Vendor Price Maintenance (VMM) program
ECL	Optional 4 alphanumeric	Accept the displayed engineering change level or enter the ECL for the bill of material for this item. The program displays the Current ECL from the Branch Item Maintenance (IMB) program.
Product class	Optional 6 alphanumeric	Accept the displayed product class or select a different product class. The program displays the product class assigned in the Enterprise Item Maintenance (IM) program.
Eng drawing no	Optional 20 alphanumeric	Accept or enter the displayed engineering drawing number. The program defaults to the drawing number entered in the bill of material header file. If there is no bill of material engineering drawing, the one specified in Branch Item Maintenance (IMB) is used. The field can be optionally printed on the purchase order document.
Non-stock?	Display	If selected, the ordered item is does not have an inventory record (maintained in the Enterprise Item Maintenance (IM) program)
Description	Conditional 30 alphanumeric	Accept the displayed item description or enter a different description. You must enter a description for a non-stock item. The default comes the item's record in the Enterprise Item Maintenance (IM) program.
Vendor item no	Optional 30 alphanumeric	Accept the displayed vendor item number or enter a different number that identifies this item to the vendor. If you selected a unit price and minimum order quantity, the displayed number comes from the Vendor Price Maintenance (VMM) program.
Deliver to	Optional 35 alphanumeric	Enter the person or department that this item is to be delivered to when it is received.
Requested by	Optional 35 alphanumeric	Enter the person or department that requested the item.
Notify rcpt	Optional 5 alphanumeric	Enter the user ID of the person you want to notify when you receive this item or click the Lookup icon and use the standard lookup options to select the user from a list. If the user's record has an email address, the system sends an email upon receipt with the item, receiver, quantity, and status.
Manufacturer	Display	The manufacturer of this item (maintained in Compliant Items by Manufacturer).
Mfr part number	Optional 30 alphanumeric	Select the manufacturer's part number for this item.
Req number	Display	The requisition number you released in the Requisition Maintenance (IRM) program to create this PO or the requisition number referenced with the PO line was entered
Material/Labor	Display	M: This item is material L: This line is for labor (purchased service)
Mfg branch	Display	The manufacturing branch
Mfg order no OR Sales order no	Display	The manufacturing or sales order that generated demand for this item
Part designator	Display	The identifier your company uses to distinguish multiple occurrences of a component in the same bill of material.
Operation seq no	Display	The number of the operation that identifies the point in the manufacturing process at which this component is needed
Reason for chg	Conditional 5 alphanumeric	If you changed the promised date, select a reason for the change. Reason codes and descriptions are maintained in Reason Codes Maintenance.
Date adjusted by	Display	Blank unless the Date promised is changed after the line was entered. I User indicates that the user initiated the last date change; V Vendor indicates that the vendor initiated it. User-initiated promised date changes do not impact vendor delivery performance.
Verified by vend	Optional	Select if the vendor has agreed to the changed promise date.

The program displays these fields for the PO line:

Field Name	Displays
Original qty	The original quantity ordered in the stocking unit of measure
Qty received	The quantity received into the branch in the stocking unit of measure
Qty rejected	The quantity that did not pass inspection in the stocking unit of measure
Qty rcvd to stk	The quantity placed in inventory in the stocking unit of measure
Orig purch qty	The entry in the Pur qty ordered field when this PO line was entered in the purchasing unit of measure
Pur qty rcvd	The quantity received in the purchasing unit of measure
Pur qty rej	The quantity rejected in the purchasing unit of measure
Pur rcvd to stk	The quantity received to stock in the purchasing unit of measure

Choose the appropriate options:

To	Do This
Display changes made to this PO line	Click Audit. See Display an Audit Trail. Click OK to return to this program. This button is available if audit trails are active for the purchase order files.
Copy a PO line to one or more lines or split a PO line into two lines	Click Copy/Blanket and then click Blanket (not available for labor PO lines) or Split line.
Calculate the unit cost by entering an extended amount and purchase quantity	Click Ext amt. 1. Enter the Extended amount. 2. Enter the Pur qty ordered. 3. Click Calc. Entered extended line value / Qty ordered = Unit cost.
Display previous POs for this item from this vendor	Click View BVBI. See Display Received POs for a Vendor by Item. Click OK to return to this program.
Display pricing for this item	Click Pricing. See Select a Quantity and Price. This button displays only if you set up pricing for this item and vendor.
Display the receiver for this purchase order line	Click Receiver. See Display Receivers for Orders. Click OK to return to this program.
Display calculated surcharges for this item from this vendor	Click Surcharges. See Display PO Line Surcharges.
Enter or display the demand order for this purchase order line	Click Demand. If demand is from a sales order or if there have been receipts against the PO line, additional information is displayed. See Display a Summarized Sales Order or Display Components on a Manufacturing Order. Click OK to return to this program. If no manufacturing order is specified for PO line, the program allows you to enter one. The program displays the demand order type (i.e., MFG), the manufacturing branch and prompts Mfg order no. Enter an order number and click OK or click Cancel to leave the manufacturing order reference unchanged. If a manufacturing order number is specified for a material purchase and no receipts have been made against the PO line, the program displays the demand order type (i.e., MFG), the manufacturing branch, and the manufacturing order number: Click Order to see the demand order. See Display Components on a Manufacturing Order. Click OK to return to this program. OR Click Delete to remove the manufacturing order reference OR Click Cancel to leave the manufacturing order reference unchanged.
Display a pending ECO for this item	Click ECO. Press F1 to display the help topic, Display Engineering Change Orders by Item.
Accept the data	Click OK. The program prompts you to enter another line. Leave the fields blank to exit.
Exit without completing this line	Click Cancel.
Update the record	Click Apply.
Delete a saved record	Click Delete.
Enter notes for this line	Click Notes. See Enter Notes.
Enter data in custom fields your company uses	Click User. See Enter Data in User or Shadow File Fields. This button displays only if you have set up user-defined fields for this program in the User Fields Maintenance (XMO) program.
Go to a related program	Click Jump. See Jump.
Change the line number	Click Change no. This button is available only before you click OK when you are adding a new PO line.
Void or close this line	Click Close line. See Close a Purchase Order Line.
Change a non-stock item number	Click Item number. This button is available only if the PO line is for a non-stock item.
Display the item return detail	Click Detail. See Display Returned Inventory Detail. This button displays only if this PO was generated when you selected a Return to Vendor disposition in the Rejected Material Disposition (MRB) program.