Document Inquiry (POI620)

This program allows you 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 enter 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. Select the $image\opendoc_shg.gif$ icon to search for purchase orders. 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 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

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.

Access this program by choosing Purchase Orders -->Inquiries -->Document Inquiry.

Use the following inputs to display Purchase Order document inquiry information:

1. PO Number

Enter 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.

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. The system defaults to the initiating warehouse for the user. See the Warehouse field below for details.

You can also use the document type drop-down list to select O-open purchase orders or P-past purchase orders (PO receipts). You can select the $image\find_shg.gif$ icon or F3 if you want to search for a specific document number. You can select the $image\opendoc_shg.gif$ icon to view a list of existing documents. The Filter function allows you to set the sort order and filter by keywords, customer, doc type, and status. You can also select the $image\excl_left.gif$ $image\excl_right.gif$ buttons to display the previous or next document on file based on the filter settings you enter.

2. Warehouse

By selecting a specific warehouse, the user sees only the information for the specified vendor in the specified warehouse. The system displays the name for the current warehouse name and description.

You can enter a valid warehouse or select any of the following:

You can select the $image\find_shg.gif$ icon or F3 if you want to search for a specific warehouse. You can select the $image\all_shg.gif$ icon to search all warehouses.

3. Browser Section

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 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.

Current View Mode

The current mode displays the document as it appears in PO Entry: the item 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.

For open purchase order documents and past invoices, 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 the purchase order line record highlighted in the line item browser.

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, you can select the Serial/Lot button to display the serial or lot numbers.

If the item is partially received and the receipts are on file, you can select the Recpt Hist button to display receipt history.

You can select the Receipt button (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, 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. Based on your security access, document and line notes are available to view or edit by select the $image\noteheaderon_shg.gif$ icon (for purchase order receipt header notes) or the $image\notelineon_shg.gif$ icon to access Note Entry (SME710) for the purchase order receipt line record highlighted in the line item browser.

Receipt View Details for a Past PO: In the Receipts view of PO Document Inquiry for Past POs, the GL Posting button 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.

You can select the Open PO button (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, 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.

You can select the Footer button to display PO footer information, such as the memo, acknowledgement and confirmation settings, tax, freight, and doc total amounts.

Select the Done button to exit the program.