Use this program to view purchase order documents (past and current) in detail.
You have the option to view PO documents by warehouse. The system also displays a detailed history of a line item for a PO or past PO.
In Document Inquiry, if you specify a purchase order that has been completely received and updated, the system displays the message: "Updated PO XXXXXX can be viewed in Receipt Entry programs". To view a purchase order that has been completely received and updated, access Receipt Entry (POE210) and Non-PO Receipt Entry (POE220) as appropriate for the PO. If the "Update in Receipt Entry" option is set to yes in PO Static Control F/M (POF980), the PO Search window contains an Updated PO button that displays a search window containing purchase orders that have been completely updated in the PO Receipt Entry or Non-PO Receipt Entry programs. If you select a purchase order from this search, the system displays the PO Receipts Search Window where you can select to view a receipt. Refer to the PO Receipts Search window for detailed information about this feature.
Inquiry information for each document includes:
Shipping information
Purchase amounts
Item description
When viewing receipts, you can click Options>Cost Discrepancy Entry to make cost corrections to the highlighted receipt.
Purchase Order Document Notes
For open purchase order documents and past invoices, document and line notes are available to view or edit, based on your user security access. For past documents, notes are only available to view/edit (, based on your user security access) from the Receipts view (accessed by the Receipts button) of Document Inquiry.
To access this program, click Purchase Orders >Inquiries>Document Inquiry.
Specify the PO number to display. Entering a valid PO document displays the document as it would be in either the PO Entry or Receipt Entry (based on its status as a OPEN or PAST PO), and displays the status OPEN or PAST in the top center of the screen. You can also use the document type drop-down list to select O-open purchase orders or P-past purchase orders (PO receipts).
When you first access Document Inquiry, the upper portion of the screen contains a Whse field, which is used to locate specify the warehouse used in the inquiry. By selecting a specific warehouse, you see only the information for the specified vendor in the specified warehouse. The system displays the name for the current warehouse name and description.
In the browser lower portion of the screen may display the open PO’s line items in C-current mode. Past PO’s may be displayed in R-receipt mode. Both open and past PO line items can be displayed in O-overview mode. The tax, freight and new total for the PO is displayed in the lower right hand corner of the screen.
You can select the Current View/Overview Mode hyper link to toggle between current mode and overview mode.
Overview Mode
The overview mode displays the status of the past PO since it was created. For each line, it displays codes for item or PO line flags as set in PO Entry Options F/M (POF915), the original order amount, the amount already received, the amount currently on order and the unit of measure for these amounts. The cost for each item and its unit of measure is also included.
The codes in the Flags column of the browser are defined as follows: S-Special Order, J-Job Number, V-Not Primary Vendor, T-Temporary Item, N-Nonstock Item, D- Past Request Date, I-Promised Date.
Current View Mode
The current mode displays the document as it appears in PO Entry: the item, codes for item or PO line flags PO Entry Options F/M (POF915), and its ordered, received and backordered amounts, as well as the corresponding unit of measure. The amounts displayed are the updated current amounts (the amounts on order but not yet received). The cost of the item and the line’s extended cost are also included.
In the browser you can, highlight a line item and select the Line Detail Button to display detail information, such as the item number, descriptions 1 and 2, and the line’s status (ordered, partially received, or complete). Only non-memo (M) lines may be detailed. The detail also displays a recap of the item’s status: original order amount, amount currently on order, amount received on the last receipt for this line, backordered amount, and the total amount that has been received. It also displays the cost of the item and its corresponding unit of measure. The freight factor, GL posting table, weight, vendor-item number, and whether the item is a stocked or nonstocked item is also included. Also displayed are the requested, promised and the most current received date. Whether this line should affect/update the average lead-time in the item file and if it is taxable are also included.
For line items, you can select Cost Origin from the View menu to display the Cost Origin screen.
If the displayed PO document is open and the user is using Job Cost and this line’s item was purchased for a job, the job number, cost code, entry memo, and bill extension is displayed.
If the item is a serial or lot item, click Serial/Lot to display the serial or lot numbers.
If the item is partially received and the receipts are on file, click Recpt Hist to display receipt history.
You have these options.
Click Receipt (when displaying Open POs) to access Receipt mode to display detail information for PO receipts, such as the item number, descriptions 1 and 2, and the line’s status (ordered, partially received, or complete). Only non-memo (M) lines may be detailed. The detail also displays a recap of the item’s status: original order amount, amount currently on order, amount received on the last receipt for this line, back-ordered amount, and the total amount that has been received. It also displays the cost of the item and its corresponding unit of measure. The freight factor, GL posting table, weight, vendor-item number, and whether the item is a stocked or non-stocked item is also included. Also displayed are the requested, promised and the most current received date. Whether this line should affect/update the average lead-time in the item file and if it is taxable are also included.
Receipt View Details for a Past PO: In the Receipts view of PO Document Inquiry for Past POs, GL Posting is enabled when the transaction highlighted in the browser is one that allows for drill back from the source document to the GL posting that was created by the register.
Click Open PO (when displaying PO receipts) to access Open PO mode to display detail information for open POs, such as the item number, descriptions 1 and 2, and the line’s status (ordered, partially received, or complete). Only non-memo (M) lines may be detailed. The detail also displays a recap of the item’s status: original order amount, amount currently on order, amount received on the last receipt for this line, back-ordered amount, and the total amount that has been received. It also displays the cost of the item and its corresponding unit of measure. The freight factor, GL posting table, weight, vendor-item number, and whether the item is a stocked or non-stocked item is also included. Also displayed are the requested, promised and the most current received date. Whether this line should affect/update the average lead-time in the item file and if it is taxable are also included.
Click Footerto display PO footer information, such as the memo, acknowledgment and confirmation settings, tax, freight, and doc total amounts.
Click Done to exit the program.