Purchase Order Entry Field Help

Purchase Order Header

Vendor: This field should be the Vendor required for the Purchase Order being generated.  The user may key in the Vendor Account Code if known.  If the Vendor Account Code is not known the user may search for the Vendor.  With the cursor in the Vendor field, press F1 to start a search by vendor name or keyword search.  When a Vendor is selected the name and phone number will appear automatically in the respective fields. 

Order Number: this will be the Purchase Order number.  If left blank the system will generate this PO number for you automatically.

Order Type: there are four types of Purchase Order types available.

           -Regular: this is a standard PO which will be received at the store or warehouse. Multi-Store purchasing is also a capability under this type of order.

          -Direct: this is a standard PO with an additional area to specify a direct ship to address (i.e. ship directly to customer)

          -Consignment: this order type will act as a listing for all consignment items that are available for sale by the store.  These items are not received into the store's inventory.

          -Inter-Store Transfer: this order is used to transfer items between locations.

Ordered Date: The date that the Purchase Order was created. This field is populated automatically with "today's" date.

Required Date: The date the merchandise should arrive.  This date is also considered when determining at which point Bookings become current Orders.  If this field it left blank it will be auto populated with the same date as the Ordered Date field.

Cancel Date: This is a reference field that allows the user to specify a date in which the Purchase Order is no longer needed. As this is simply a reference field it will not make any changes to the Purchase Order.  If the user wishes to void this PO they will need to do so manually.

Term Discount: The term discount that will be populated based on the respective information contained in the Vendor Maintenance file. This field can also be overridden manually. 

Discount Date: This is the last date for which a terms discount is valid.

Due Date: The date that the vendor invoice will need to be paid. 

*both the Discount Date and Due Date are calculated based on the information contained in the Vendor file.  These fields will be updated when the vendor invoice is entered in the Purchase Invoice Entry module. 

User: By default this field will populate with the logged in user's information. Based on a users security this default can be manually overridden.

Contact: The vendors primary contact as specified in the Vendor file.  This field may also be populated manually.

Shipping

Warehouse: The location where the merchandise on the Purchase Order will be received.    Either a single or multiple warehouses may be selected here. By default this field will be populated based on the system location of the terminal being used. To create a multi-location Purchase Order, the user will chose Multi - Multiple Warehouses.  This option will allow the user to order merchandise for multiple stores at the same time. Please note that if you do not have access to this Multi - Multiple Warehouses, please contact your on of the ambassador's.

Customer: This is a reference field may be used when a Direct PO type is selected or if the Warehouse field is left blank.

Carrier: The name of the Shipping Agent.  The agent may be selected from the pre-defined drop down list.  This list is maintained in the Carriers Menu.

F.O.B: A reference field that may be populated with the Freight On Board liability (i.e. Origin or Destination)

Reference: A reference field typically used to indicate any additional information required on the Purchase Order.  Information entered into this field will print on the PO Header.

Discount Agreement: This discount is calculated based on the information contained in the Vendor Rebates module.

Global Discount: When this is checked off, the four available discount fields will become accessible to the user.  These fields interact in a compounded fashion. (i.e if the discounts entered are 4/2/2/0 respectively the discount on a $10 item will be ($10x0.96) = $9.60 / ($9.60x0.98) = $9.408 / ($9.408x.98) = $9.22 )

Currency: This is the currency of the PO Vendor.  The fields will populate automatically based on the information contained in the Vendor file.

Rate: This is the factor the system uses to calculate the exchange amount for the purpose of costing items in the domestic currency.  This exchange amount will be prorated across all items on the PO.   This information is pulled from the Currencies Menu

Purchase Order Posting Grid

Line: As each item is added to a P.O., it will be assigned the next available line number and is commonly used for reference purposes.

Whse: This will be the location where the product will be received. By default, this will be populated with the warehouse associated with the terminal being used to create the P.O.

Product SKU: This items identifying number (SKU).

Description: The item description.  This description is pulled from the Inventory Maintenance module and cannot be changed in the PO Posting grid.

Quantity: this is the desired order quantity for the item.  With your cursor in the Quantity field you will have access to the following functions

          -F1: allows the user to select from Alternate Units of Measure

          -F2: shows Product History in a separate window.

          -F3: shows all open Purchase Orders containing the respective line item

          -Alt+F1: shows all product memos associated with the respective line item

Unit: This is the master unit of measure (UOM) associated with am item.  If the F1 key is used from the quantity field to adjust the unit of measure, the selected alternate UOM will display instead.

Cost: when navigating to the Cost field a window will open prompting the user to select from three costs.

          -Last Cost: Last cost that an item was received at.

          -History: Will display all purchase history for the respective line item.  Any cost may be selected from the History window

          -List: This will only display if Vendor Price Lists are maintained in the system for the respective line item.

Disc %: This field gives the user the ability to attach a percentage discount (up to 4 layers) to a product. The F12 key can also be accessed from this field.  By striking this key the Landed Cost area of the Purchasing application will display. The Landed Cost area is commonly used to allocate a surcharge to an item. 

Disc $: This field will display the dollar value of the discount as specified by the user in the Disc % field. To change this value the adjustment will need to be done in the Disc % field.

Total: This is the line total as calculated by Quantity x Cost.

Purchase Order Footer

Freight: A percentage or dollar amount may be entered into the respective freight field.  It is important to note that whatever amount is entered it will be prorated across the items being received.  (ie. if $10 is the total freight charge for a shipment of 10 items, yet only half the dollar value of the PO is being received, then this field will manually need to be changed to $5). 

Currency: This field allows a user to specify which currency the freight amount is to be represented as.

Rate: This currency rate is the multiplier used to calculate the exchange rate of the selected currency. This value is  maintained from the Currencies Maintenance module.

Brokerage: A percentage or dollar amount may be entered into the respective brokerage field.  The brokerage amount will behave identically to the freight field under circumstances where the received amount varies from the order and will need to be manually adjusted.  

Deposit: The amount entered in this field will represent any deposit amount that has been paid against this Purchase Order. 

Total Weight: If the Weight field from Inventory Maintenance is utilized for any products on the PO, the overall weight will be displayed in this field. 

Total PO: Net total of the Purchase Order excluding the additional Fees (global freight and brokerage).

Total Fees: Net total of the global freight and brokerage.

Multi-Location PO Notes:

A multi-location PO can be left at a Status T “To Be Completed” and can be printed and send to the vendor as only 1 Purchase Order.  The vendor will only see a total quantity by item to be shipped.

The nice thing about this is that when you receive the merchandise from the vendor, only 1 Purchase Order can be recalled, and the user will be able to modify the quantities per warehouse on this PO.

Once you are happy with the Purchase Order and it matches the Receiver from the vendor, the user must press F2 to complete the PO and change the Status to C for “Completed” and the following question will pop-up:

If the user answer “Yes”, a Purchase Order will be generated for each Warehouse so basically it will be like a standard Purchase Order and each location is responsible to receive this Purchase Order.

If the user answer “No”, a Purchase Order and an Inter-Store Order will be generated for each warehouse. Basically, the user is choosing that the merchandise was shipped to the Distribution Centre. So, the Distribution will be responsible to invoice and send the merchandise that was ordered for each store on the multi-location PO as well as receiving their own merchandise by recalling the Purchase Order under the Receiving Slip module. The other stores are responsible to enter a receiving slip with the invoice that was provide by the distribution centre when inter-store order was invoiced.

The following question will be asked if the user answered No in the previous question:

The user will answer Yes to proceed to the next step.

The user will have to specify where the merchandise will be shipped using the pull-down list:

And press F2 to accept.

The system will create the Purchase Orders as well as the Inter-store orders.

Purchase Order:

Under the reference, the system will specify the order number that was created for the inter-store transfer as well as the inter-store customer number.

The Purchase order for the Distribution centre will reference to all the orders under the reference.

NOTE:

Multi-Location PO

Status T => Can only leave a multi-location PO under Status T only if merchandise will be delivered to on location such as a Distribution Center.

Status C => When merchandise is shipped to different locations.