The lower portion is called the line item portion where you enter the item number, quantity information and cost. You have the option of changing, adding, removing line items or deleting the non-PO receipt at any time during the entry process.
You can use the item search (press F2 in the item field/field point to search) to locate item numbers when only the item description is known. You can enter an item’s interchange, and the system displays the ordering item number. You can enter a vendor/item number, and the system displays the ordering item number. You can receive non-stocked items.
You can access the Item Inquiry, which displays inventory information including the following: movement class, seasonal status, restocking type, order point, line point, min stock, max stock, order quantity method, order quantity, lead time (stored in the IC warehouse/item file), safety allowance %, frozen ordering controls, inventory quantities, usage by period and average per period, previous purchases from the displayed vendor, along with the last cost, last purchase date and lead time.
The on-hand quantities of inventory items are not affected by this Non-PO Receipt Entry program. Inventory quantities are updated during the Receipt Register. On-order quantities may be changed by adding or deleting line items or by changing the order quantity of a line item. You can change the buying unit measure for the ordered or received quantity to another valid buying UM by selecting the Change UM icon associated with those fields.
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.
Editing Lines in PO Receipt Entry programs: When you edit a line in the PO receipt entry programs (PO Receipt Entry and Non-PO Receipt Entry), the received amount remains the value it was when you chose to edit the line--it does not change to the ordered amount when you edit the line.
Access this program by choosing Purchase Orders -->Receiving -->Non-PO Receipt Entry.
Use the following to field Non-PO receipt line items:
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 incrementing 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 proceeds to the prompt-selection field.
1. Item Number
You have several options for this entry:
# - Enters an item number
M - Enters a memo
S - Enters a special order line number
F2 - Allows a search
F3 - Ends line-item entries
Each of these options is described below:
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.
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 un-inventoried, unless it is tied to a sales order. Only stocked and un-inventoried 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.
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 allows 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 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.
\ If a sales order is on hold, you cannot import special order lines from the sales
End entry
Stop entering line items. The program then proceeds to the prompt-selection field.
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. Ordered Quantity
Enter the ordered quantity (1-999999999) for this item or select a display code. You can change the buying unit measure for the ordered quantity to another valid buying UM by selecting the Change UM icon.
You can access display information via the View menu option
Display information is described below:
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 more display codes on the screen: S-sales orders, T-warehouse transfers, M-manufacturing and E-equipment rental. Press Enter (CR) 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 View for the selected item. Displayed are: restocking type, order point, line point, min stock, max stock, order quantity method, order quantity, lead time (stored in the IC warehouse/item file), safety allowance %, and frozen ordering controls.
U Displays the Usage View with the item’s activity for the last six periods, or previous six periods (depending on the Trend Type), the number of days stocked out for the last six periods and the average for both.
V Displays the last purchase from each vendor that sells the item, by vendor 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 that are currently in each warehouse for this item. The warehouse number is displayed, as well as the on hand, committed, available, backordered and on order (not including the line displayed) quantities and their corresponding units of measure.
4. Received (Quantity)
Enter the quantity of the item received. Press Enter (CR) to accept the current value. Press F1 to change the received amount to the ordered quantity. You can change the buying unit measure for the received quantity to another valid buying UM by selecting the Change UM icon.
5 Serial/Lot Number (Optional)
If the item being received is not a serial/lot number, this field is skipped. If the item is a serial/lot item, the serial/lot numbers must be entered that are being received. Press Enter (CR) to continue. Press F2 to enter the serial/lot number. *For serialized items, enter one serial number for each unit being received. If entering multiple serial numbers, enter the first serial number and press F1-Auto Assign to have the system generate the remaining numbers. The automatic serial number assignment will increment the last series of numeric digits found within the entered serial numbered. *For lotted items, the lot number is entered along with the quantity. In either case, the serial/lot quantities entered must equal the amount in the received column.
6. Backordered
The Allow Backorders flag in the PO Static Control F/M establishes whether backorders are permitted. If backorders are not permitted, this field is skipped. If backorders are allowed, enter the quantity backordered. Press Enter (CR) to allow the backorder quantity to be set equal to the ordered quantity minus the received quantity.
7. 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. 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. 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.
5. Requested
This field is used only when the Requested/Promised Dates flag in the PO Entry Options control 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 Requested/Promised Dates flag in the PO 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 PO 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 PO 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 PO 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.
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). For valid job numbers, the system requests customer code; you can enter a value or search. 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).
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.
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 Non-PO Receipt 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 or the prompt-selection field in change mode. The on order quantity for the item is updated in the appropriate warehouse.
20. Select the Stop icon to stop entering line items.
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 Header Detail button to access the Header Detail for Purchase Order Screen, which is used to view and modify header information.
Select the V icon to access Note Entry (SME710) for the vendor specified in the program.
Select the I icon to access Note Entry (SME710) for the item highlighted in line item browser.
Select the D icon to access Note Entry (SME710) for the purchase order header record specified in the program.
Select the L icon to access Note Entry (SME710) for purchase order line records in the line item browser.
Select Edit to make changes for the highlighted line item.
Select Add to add a PO line.
Select Delete to delete the highlighted PO line.
Select Insert to add a line item above the highlighted item in the browser.
Press Save to save your changes.
Non-PO Receipt Entry Header Information
Non-PO Receipt Entry Footer Information
How to enter or change non-PO receipt information
How to enter non-PO receipt header information