PO Entry Items Information

How To

The line-item portion of the program allows entry of up to 999 line-item and message lines to complete the purchase order. Line numbers are assigned automatically beginning with 001 and incremented by one for each additional line-item up to 999. In the rare case where 999 line-items have been entered on a single purchase order, the program refuses further entries.

$image\pinpurpl_shg.gif$ Tip: When you press Enter or Tab, the additional fields that appear, such as reference number, freight Code, a buyer code, etc., depend on the settings selected in PO Entry Options F/M. This topic details all possible entries. Most of these entries already display default information; you can modify these values.

Field Descriptions

This window contains all the possible fields for PO Entry items processing. Use the following field descriptions to enter information for a purchase order line item.

1. Item Number

You have several options for this entry:

S or $image\import2_shg.gif$ - Enters a special order line number

F2 or $image\find_shg.gif$ - Allows a search

$image\stop_shg.gif$ or F4- Ends line-item entries

Each of these options is described below:

Item number

If the item is not a valid item, the system checks to see if it is an interchange, or if it is a vendor-item number; if the number is an interchange or vendor-item number, the system automatically prints the valid item number and sets its defaults. For valid item numbers, the system displays item Description 1 and Description 2 fields so you can modify the item description lines as necessary. Press Enter to default to the existing values in the Item F/M. When you are satisfied with the descriptions, select the OK button.

$image\pinpurpl_shg.gif$ Entering non-stock or inactive items for returns:
You can enter non-stock or inactive items for returns in PO Entry. To enter a non-stock or inactive item, you must enter a negative quantity for the item. If you attempt to enter a non-stock or inactive item with a non-negative quantity, the system displays a message stating that the non-stock or inactive item must be tied to an SO.

Enter any item number. If the item is not a valid item, the system checks to see if it is an interchange, or if it is a vendor-item number; if the number is an interchange or vendor-item number, the system automatically prints the valid item number and sets its defaults.

Entering a valid item number displays the vendor relation, last lead-time, vendor-item number, item class, standard package size, buying weight, and inventory quantities. The relation is considered primary if this vendor number is stored with the item in the inventory control item file. If not a primary relationship, the relation is considered secondary when there is record of purchase of the item from this vendor. Otherwise, the relation is considered unlisted. The program skips to field #19.

The item is verified as being stocked or uninventoried, unless it is tied to a sales order. Only stocked and uninventoried items may be added to a purchase order unless the items are tied to a sales order.

Memo

Press M to enter a memo line. The system allows you to enter a memo and display purchase order when printed.

Special Orders

In the Item Number field, enter S to enter a special order line-item. Enter the sales order number from which to import the line-item. Press F2 to perform a special item search, i.e., searching sales orders with special order items. If the search is not used, next enter the line number on which the line-item appeared on the sales order.

You can select the $image\import2_shg.gif$ icon to enter a special order line number. The system displays the Special Order Entry dialog box where you can enter the sales order number (the Order field) from which to import a line item. Press $image\find_shg.gif$ to perform a special item search, i.e., searching sales orders with special order items. If the search is not used, next enter the line number on which the line item appeared on the sales order in the Line field. You can select the $image\find_shg.gif$ icon to search for items.

$image\pinpurpl_shg.gif$ If a sales order is on hold, you cannot import special order lines from the sales order.

When a special order line is added to a PO, the sales order receipt line (SORSOL) vendor is updated with the vendor from the PO. When a special order line is deleted from a PO, the SORSOL vendor field is reset to the item’s primary vendor.

Press F2 to allow a search.

You can select the $image\find_shg.gif$ icon to search for items.

End entry

Press F3 to end entry of line-items.
Select the $image\stop.gif$ icon to stop entering line items.

2. Descriptions

For valid item numbers, the system displays item Description 1 and Description 2 fields so you can modify the item description lines as necessary. Press Enter to default to the existing values in the Item F/M. When you are satisfied with the descriptions, select the OK button.

3. Units

Enter the quantity to be ordered.

You can access display information via the View menu option.

Display information is described below:
Enter whether to display O-ordered, C-committed or R-restocking controls, U-usage, V-vendor or W-warehouse of past purchases.

O--Ordered. Displays existing purchase orders for the selected item and warehouse at a time. The display for each purchase order includes: the purchase order number, type, status, ordered quantity, received quantity, backordered quantity, unit of measure for the quantities, cost and its corresponding unit of measure, the promised date and vendor number.

C--Committed. Selecting committed displays four more display codes on the screen: S-sales orders, T-warehouse transfers, M-manufacturing, and E-equipment rental. Press Enter to default to S.

Selecting S displays sales orders for the selected item and warehouse at a time. Each order shows: the document number, type, status, ordered, shipped, and backordered quantities and corresponding unit of measure, price and corresponding unit of measure, date and customer number.

Selecting T displays warehouse transfer tickets for the selected item at a time. Each ticket shows: ticket number, status, requested date, shipped and received quantities and their corresponding unit of measure, cost and its corresponding unit of measure, date of transfer, and the warehouse the item was transferred to.

Selecting M displays manufacturing tickets for the selected item and warehouse at a time. Each ticket shows: the ticket number, type and status, quantity to be manufactured and its corresponding unit of measure, scheduled date and if it is a component item, what the item is a component of.

Selecting E displays equipment rental contracts containing the selected item. Each contract shows: the contract number, type (C-rental contract, D-invoice/credit memo), status (E-entered, P-printed, R-returned, I-invoiced, D-deleted, V-voided), line number on the contract on which the item appears, date of rental, units rented, stocking unit of measure, rental price, and rental customer name.

R --Displays the restocking controls for the selected item. Displayed are: order point, line point, min stock, max stock, order quantity method, order quantity, lead time (stored in the inventory control warehouse/item file), safety allowance %, usage rate and frozen ordering controls.

NOTE: You should select W to get the available quantity for the item and warehouse before selecting usage. The numbers displayed are the numbers calculated in the End-of-Period Update for IC. If the order point is higher than the available quantity, the recommended order amount is the order quantity displayed. If the available is lower than the line point, then you can order this item to help the PO meet a buying target.

U--Displays the item’s activity for the last six periods (for nonseasonal items), or previous six periods (for seasonal items), the number of days stocked out for the last six periods and the average for both. Also displayed is the seasonal type.

V--Displays by vendor, the last purchase from each vendor that sells the item, lines at a time. The vendor number is displayed as well as, the vendor-item number and manual cost, also from the last purchase from that vendor: the last PO number, and the units purchased and cost with their corresponding units of measure.

W--Displays the inventory quantities for this item that are currently in each warehouse. The warehouse number is displayed, as well as the on hand, committed, available, backorder and on order (not including the line displayed) quantities and their corresponding units of measure.

4. Cost

Enter the cost per displayed costing unit of measure.

Press F2 to search for cost contracts for the vendor/item combination. If the current cost is not a contract or the standard PO cost, the cost search program will highlight the default cost, otherwise the cost currently on the line will be highlighted.

The system displays (if on file): the manual cost from the item file, the average and last costs from the warehouse/item file, the manual and last costs or the contract cost (if available) from the vendor/item file. For contracts that are the same hierarchy, but have different warehouse scopes, the system uses the lowest cost as the contract cost value. Depending on the Default PO Cost flag set in the PO static control record, pressing Enter to default to the manual cost of the item from item file or the last cost of the item from the vendor/item file. This field is only used when the Cost flag in the PO Entry Options record is set to Y or B.

When a new line is being created, the system automatically calculates the default cost. After the cost is entered, the system captures the origin of the cost. If you select a cost other than the default cost, the system sets the cost override flag and displays U for the cost type.

The system also displays Contract to indicate whether the displayed cost is from a contract.

You can access cost details from the View -->Cost Origin menu option.

PO Entry uses the default PO cost (set in PO Static Control F/M or dictated by a Vendor Cost Contract) for all tied PO lines (including direct shipments) excepting the following cases, in which the SO line item cost will be used:

The line is a temporary item.
There is no default PO cost (cost of $0.00).
The item is a warehouse item and the cost has been overridden in SO Entry.
The item is a catalog item and the cost has been overridden in SO Entry (if not, it will use the cost from ICICAT table).

5. Requested

This field is used only when the Requested Date flag in the Purchase Orders Entry Options record is set to Y or B. Enter the date you want to request receipt for this item. The requested date in the header section is the displayed default value.

6. Promised Date

This field is only used when the Promised Date flag in the Purchase Orders Entry Options record is set to Y or B. Enter the date this item is promised for delivery. The requested date is the displayed default value.

7. Lead Time

This field is used only when the Lead Time flag in the Purchase Orders Entry Options record is set to Y or B. Indicate whether to use this document to update the item’s lead-time in the Receipt Register. Press Enter to default to the lead-time field in the header portion of the screen. If the quantity is a negative amount, this field is set to N and skipped.

8. Taxable

This field is used only when the Taxable flag in the Purchase Orders Entry Options record is set to Y or B. Indicate whether to charge tax on this line-item. Press Enter to default to Y.

9. GL (Posting Table)

This field is used only when the GL Table flag in the Purchase Orders Entry Options record is set to Y or B. Enter the GL posting table to use in the Receipt Register to post this line-item to GL. Press Enter to default to the GL posting table for the selected item in the item file. Press F2 or $image\find_shg.gif$ to search.

10. The system displays: Enter Job Number Y or N.
If you select Y, the system displays the Job Posting Entry screen. Enter the valid job number to post this entry against. Press Enter to default to the last job number entered (if any). Press F2 or $image\find_shg.gif$ to search. For valid job numbers, the system requests customer code, you can enter the customer code or search for customer codes. The system then requests a memo for the posting entry. You can indicate whether you want this memo to print on the PO invoice. Note: If the Use Job Cost flag is set to N in the purchase orders static control record or if the item is a special order or the purchase order is a direct ship, the system skips this field. If you enter Y, fields #11-17 must be entered

11. Job Number

Enter the valid job number to post this entry against. For valid job numbers, the system displays the job name, customer number and name, and billing type. Press Enter to default to the last job number entered (if any). Press F2 or $image\find_shg.gif$ to search.

12. Price Message

If the job is a fixed contract or time and materials contract, this field is skipped. If the job is a cost plus (+) contract or a no charge contract, a message is displayed indicating the price, which must be billed for the job. Press Enter to continue.

13. Cost Code

Enter a valid cost code (up to four characters). If you enter a valid cost code, the system displays the cost code description and the cost type. The cost code sets the defaults for markup method (for all jobs that are not cost plus) and billing rate (for jobs that are fixed contracts or time and material). The cost code also determines whether the user is able to override the defaults. Press F2 or $image\find_shg.gif$ to search.

The item entry determines the units, unit of measure and cost rate/extension.

14. Markup

The system initially skips this field and sets it to the markup assigned to the cost code. You can enter this value only for jobs that are time and materials or fixed contracts and where the Allow Override Of Billing flag is set to Y in the cost code record. You can also change this for no charge jobs but the bill rate is not affected.

Enter the markup method to use for this posting entry. You have the following options:

#---Enter the markup amount (0-9999999.99). Entering a number tells the system to mark up the cost by a dollar amount. The system marks up the cost rate by the dollar amount and calculates the bill extension.

#+% ---Enter the percentage (0-9999999.99%) to mark up the cost. To enter a percentage, the user must enter an amount and then the percentage sign. If no percentage sign is present, the system assumes the entered amount is a dollar amount. The system marks up the cost rate by the percentage amount and calculates the bill extension.

M---Enter the bill rate/extension manually. Entering M displays the word MANUAL and the program proceeds to the bill rate field (#30).

The fixed markup method is unavailable for selection, but can be used. To utilize the fixed method, select a cost code whose markup method is fixed.

Enter---initially defaults to the markup method (amount/percentage) from the cost code record.

15. Bill Rate

This field is unavailable if the Allow Billing Override flag in the cost code record is set to N. The system initially skips this field unless the markup method of the cost code is manual. Enter the price per displayed unit of measure. The bill extension is calculated and displayed. Press Enter to initially default to 0.

16. Memo

Enter the memo to post for this job cost transaction and to print on the job cost invoice (if applicable - see next field). Press Enter to initially default to blanks.

17. Print Memo On Job Cost Invoice?

The system initially skips this field and sets it to N. Enter N or Y to indicate whether to print the memo (entered in the previous field) on the job cost invoice. You can set the field to Y only if the Billing Detail for the cost type (that the cost code is assigned to) is set to A for all transactions in the Job Entry program. Press Enter to initially default to N.

18. Press Enter to continue, accept the line and return to item field or press F4 to backup.

19. Extension

The line-item extension is calculated and displayed.

This completes the line-item portion of the PO Entry program. The system updates and displays the running totals for weight and dollar amount. The line number is incremented by one, displayed, and the program returns to the next line-item entry if in add mode. The on order quantity for the item is updated in the appropriate warehouse.

20. Select the $image\stop.gif$ icon to stop entering line items. You can :

Highlight a line item and select the Line Detail button to access the Line Detail for Purchase Order screen, which is used to view and/or modify item descriptions, promise and request dates, item details, item/vendor info, and item cost info. The system displays Job Posting Entry dialog box for change or review.

Select the $image\notevendon_shg.gif$ icon to access Note Entry (SME710) for the vendor specified in the program.
Select the $image\noteitemon_shg.gif$ icon to access Note Entry (SME710) for the item highlighted in line item browser.
Select the $image\noteheaderon_shg.gif$ icon to access Note Entry (SME710) for the purchase order header record specified in the program.

Select the $image\notelineon_shg.gif$ icon to access Note Entry (SME710) for purchase order line records in the line item browser.
Select the $image\edit.gif$ icon to make changes for the highlighted line item.

Select the $image\plus_shg.gif$ icon to add a PO line.

Select the $image\Delete_shg.gif$ icon to delete the highlighted PO line.

Select the $image\insert_shg.gif$ button to add a line item above the highlighted item in the browser.

Press the $image\save_shg.gif$ icon to save your changes.

PO Entry Items Information

Field Descriptions

See Also