Use the PO Header section to specify the purchase order number, vendor, order date and other general information. This window contains all the possible fields for the PO Entry Header.
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.
Use the following field descriptions to specify information for a purchase order header:
1. Doc/Vendor
You can specify purchase order numbers or have them automatically assigned by the system. For manual purchase order numbers, specify any number up to 999999999999. The system displays information for purchase order numbers already on file. To use automatic purchase order numbers, press Enter, and the system assigns the next available number. The word NEXT is displayed until the header portion is completed.
To assign a specific purchase order number, select File-->New Document Number to access the Assign PO Number dialog box. You can specify the PO number to assign, or the system assigns the next available number if you click Assign Next Doc. When you complete your header information, if you have chosen the PO number yourself, the system displays the assigned PO number at the top of the screen.
For Vendors:
Specify the number of the vendor for the purchase order. If you specify a valid vendor number, the system displays the vendor name and address, and any applicable defaults: F.O.B., terms code, and department. At the bottom of the screen, the vendor’s message, balance, the user’s customer number from the vendor, contacts 1 and 2, and the phone number are displayed.
To direct ship POs: (Optional) To access the Warehouse/Direct Ship Selection dialog box to create a direct shipment, press F1. If the PO is a direct ship, specify the warehouse that is to be the initiating warehouse. The warehouse entered for a direct ship is stored only to determine where the PO originated; inventory quantities and restocking controls are not affected. For new purchase orders, specify the number of the vendor from whom you are requesting the items.
Press F2 to search for vendors or F3 to search for documents.
2. Ship-From
Specify the vendor ship-from number. Press Enter to default to SAME.
3. Ship-To Warehouse
Specify the warehouse code where the goods should be shipped. The entry must be a valid warehouse. If you specify a valid warehouse code, the system displays the warehouse, name and address from the warehouse control record. Once the address displays, you can back up and change any line of the name or address.
If the PO is a direct ship, then specify the warehouse that is to be the initiating warehouse. The warehouse entered for a direct ship is stored only to determine where the PO originated; inventory quantities and restocking controls are not affected. This becomes the ship-to address on the purchase order. You can press F4-backup and override the address, or continue to back up to the warehouse prompt.
At any point during fields #5-14, you can press F3 (for default values). Press F3 to display the defaults on file from that field forward and skip to field #15. If you are entering a new PO and you have not entered default values for fields #5-14, then the default values are the same as if you pressed Enter through the same fields. If you specify values on a new PO and back up to specify new values or decide to change or correct the header portion of an existing PO, then the values are the same as if you pressed F1 (to skip). If the program does not skip to field #15, but instead stops at an earlier field, it means the system could not find a valid default value for that field and you must specify a valid value before continuing.
4. Ordered Date
Specify the entry date of the PO. Press Enter to default to the system date.
5. Request Date
Specify the requested date of delivery. Press Enter to default to the system date or TBD (to be determined), depending on the default setting in PO Static Control.
6. Promise Date
Specify the date the vendor promises delivery. Press Enter to default to the requested date or TBD (to be determined), depending on the default setting in PO Static Control.
7. Buyer
Specify a valid buyer code to identify the buyer for the purchase order. When you specify a valid buyer code, the system displays a partial description. Press Enter to initially default to the buyer code in the ship-from file for the selected vendor (if the ship-from is SAME then the default comes from the IC warehouse/vendor review record).
8. Terms
Specify a valid payment terms code for this purchase order. Press Enter to initially default to the code for the selected vendor from the vendor file. When you specify a valid code, the system displays a partial description.
9. Confirmed
Indicates the PO has been confirmed by the vendor.
10. Replenishment Doc
Indicatewhether this is a normal replenishment purchase order.
11. Freight
Specify whether freight is B-bill later, P-prepaid, C-collect or A prepay/add. Press Enter to default to the freight code in the ship-from file (if specified) or the freight code entered in Vendor F/M for the selected vendor. Also, if the ship-from warehouse is changed from any value to SAME, the freight code reverts back to the vendor default freight code.
12. Ship Via
Specify up to 15 characters for the carrier. Press Enter to initially default to the ship via in the ship- from file for the selected vendor.
Indicate whether the lead-time from this document (number of days from the ordered date to the date of the first receipt) should update the average lead-time for the item in the warehouse/item file. The system performs this update during the Receipt Register update. Press Enter to initially default to Y.
The system defaults the lead time value from the PO header information when you initially create a line item on a PO document. Selecting the PO header Lead Time check box optionally allows for updating the lead time for all items on the PO to match the header lead time just entered. Note that the header Lead Time check box value entered here does not override the PO line item’s Lead Time check box value.
14. F.O.B.
Specify up to 15 characters for freight on board. Press Enter to initially default to the F.O.B. in the ship-from file for the selected vendor.
15. Department
Specify the valid general ledger department number. The entry must be a valid department. Press Enter to initially default to the department assigned to the terminal.
16. Reference Number
Specify the optional reference number (up to 30 characters). For direct ship orders, press Enter to accept the SO number.
This completes the header portion of the Purchase Order Entry program. At this time, the system automatically assigns and displays purchase order number.
Note: After the system creates the header record, all header fields except #1-4 are accessible through the change header routine. Fields #1-4 can only be changed by deleting and re-entering the PO.
17. Import Suggested POs?
After the PO number is assigned, the system checks the suggested orders file for suggested orders for the selected vendor and warehouse to automatically add to the purchase order. If no suggested orders exist, this field is skipped.
To import suggested POs for the selected vendor and warehouse, select the check box, and the system displays the first line-item to import.
Press I to import the displayed line, S to skip the line-item and display the next, A import all line-items, K skip all remaining line-items, or press F3 to end imports.
The system adds one line-item for each item in the suggested purchase orders file and adds to the weight and total dollar amount in the header of the purchase order.
Importing Notes for Suggested POs
You can import sales order line notes to associated purchase orders or inventory transfers and print the exported sales order line notes on the PO or transfer ticket. Refer to the Importing Notes topic for details.
See Also
PO Entry Items field descriptions
PO Entry Footer field descriptions
Creating or changing purchase orders
Line Detail for Purchase Order screen