PO Transactions

Use the Transactions function to perform these tasks:

  • Enter transactions that consist of purchasing goods or services from a vendor.
  • Set up initial vendor balances by entering outstanding invoices for purchases from your vendors.
  • Enter and edit new orders and returns.
  • Apply receipts of goods and invoices.
  • Enter return authorizations.
  • Apply debit memos.
  • Distribute the landed cost between multiple purchase order.

If you interface Purchase Order with Inventory, entering transactions in Purchase Order updates item location information, detail history, and lot and serial information in Inventory if the inventory options are set to retain this information.

Each transaction and line item has an assigned type and status, which alerts you (and the system) where the transaction and line Item fall in the Purchase Order work cycle.

Purchase order transactions move through two or three types:

  • For Orders
  • For Returns
  • New Order
  • New Return
  • Goods Received
  • Return Authorization
  • Invoice Received
  • Debit Memo

Purchase Order transactions have an initial type, either 'New Order' or 'New Return'.

If the transaction type is a 'New Order', it changes to 'Goods Received' when goods are received. When the received goods are invoiced, the transaction type then changes to 'Invoice Received'.

If your transaction type is 'New Return', it changes to 'Return Authorization' when the goods are sent back to the vendor. When the returned goods are debited, the transaction type changes to 'Debit Memo'.

The transaction type is determined by the transaction type of the most complete line-item entry. If no line item has been received or authorized and debited as a return, the transaction type is 'New Order' or 'New Return'. When any line item is received or shipped to the vendor, on a 'New Order' or 'New Return' transaction, the transaction type changes to 'Goods Received' or 'Return Authorization'. When a line item is invoiced or debited by a debit memo, the transaction type changes to 'Invoice Received' or 'Debit Memo'.

Transaction line items have an initial status of 'Open' when doing either a new order or a new return. They can be edited, and they can be deleted until the transaction is posted. The status of a line item remains 'Open' until all of the line item’s quantity is invoiced or debited by a debit memo and you post the transaction. (Line item statuses change only when you post transactions.)

NOTE: If you are receiving less than the amount ordered and do not expect to receive the remainder, switch the status to 'Completed', and the remainder will be removed during the post.

When you post transactions and line items are received and invoiced (or return authorized and debited), the status of line items changes to 'Completed'. Line items with 'Completed' status are not removed from transaction screen when you post, but will remain in the PO as 'Completed' until all the line items on the PO have been completed. To view completed line items on an unfinished PO, you can click on the Completed button at the bottom of the PO Transactions screen. Posted line items with the 'Completed' status cannot be changed. When you post a transaction where all line item statuses are 'Completed', the transaction will be removed from the transaction tables.

If you use multicurrency, it is important to remember that the currency assigned to the vendor for which you are entering a transaction determines the transaction's currency. That is, transaction amounts are always entered in the vendor's currency. Use the Base Currency check box that appears when you select a vendor that uses a currency other than the base currency to view or enter transaction amounts in your company's base, or functional, currency.

Select To
Update Unlock fields for editing.
Copy When entering a new order, opens the PO Copy Order screen and allows you to copy purchase order information from an existing purchase order.
All Receive and invoice all line items for orders and to return and debit all line items for returns.
Print Print, if applicable, the order associated to the transaction or request. See Print Order for more information.
Deposit Enter a purchase order deposit or prepayment. See the PO Deposits Overview for more information.
  • Click the New button to open a blank purchase order record. The system will generate a new purchase order number if this is a new purchase order.
  • If you want to edit a purchase order or return, select one from the Transaction No. drop-down list.
  • Use the Transaction Type field to select the transaction type, either New Order or New Return.
  • The Net Due read-only field displays the total minus the prepayment and discount amounts.
  • An identifier for the source transaction will appear as a prefix to the transaction number that is added to the Notes field when the order is initiated from another application such as Sales Order, Project Costing, Production, or Service Director.
  • Attachments

  1. In the Batch Code field, select a batch code for the transaction from the drop-down list. The description of the batch appears for verification. This field only appears if you elect to use batch processing in the Business Rules function.
  2. Edit the transaction date in the Trans Date field, if necessary.
  3. Select a Location ID to use when you are purchasing or returning items. If you need to edit or add a location ID, double-click the ID in the field to open the IN Locations screen.
  4. Select the Vendor ID for the transaction. The vendor's name, terms code, distribution code, tax group ID, currency ID, and currency exchange rate (if using multicurrency) appear. To enter a vendor you plan to deal with only temporarily, use the F6 Maintenance command to define the vendor as a temporary vendor. Temporary vendors that have balances of zero may be removed when you perform periodic maintenance.
  5. If this is a new PO and you want to copy an existing PO from the selected vendor, use the Copy button on the toolbar. This will open the PO - Copy Order window and allow you to select an existing PO and the line items you want to copy into the new PO.
  6. The Currency ID read-only field that appears if you use multicurrency. If you use multicurrency and want to enter a transaction for a vendor in a different currency, set up a second vendor.
  7. Use the Exchange Rate field, if available and applicable, to edit the exchange rate before saving the transaction. Once you save the transaction, you cannot change the exchange rate.
  8. Enter the name of the person who made the purchase order or return in the Ordered By field.
  9. Enter the name of the person who received the order or shipped the return in the Received By field, as applicable.
  10. Enter, edit, or delete Notes specific to the transaction. Information regarding any linked transactions will also appear here, such as a sales order number linked to the PO.
  11. Click the Save button on the toolbar to save your changes.

  • The Receipt Number and Receipt Date read-only fields display receipt information processed for the order.
  • The Invoice Number and Invoice Date read-only fields display invoice information processed for the order.

  1. Select a Ship-To ID. If you select an existing ship-to ID, address information for that ID automatically populates into the applicable fields. Double-click in the field to open the Ship-To Addresses function to set up ship-to addresses.

    If you enter a ship-to ID with a different distribution code or tax group ID than the vendor in the transaction, messages appear asking if you want to assign the ship-to ID’s tax location to the transaction and recalculate the sales tax.

    If you want a ship-to address for a single PO, skip the ship-to ID and manually enter the address information. The ship-to information will be stored in history for this purchase order only.

  2. Enter or edit the Ship Via method used to ship the items.
  3. Enter the Shipping Terms. Common entries might be 'Destination' (the vendor pays), 'Origin' (your business pays), or 'C.O.D.' (Cash On Delivery). Another common entry might be the name of a city, meaning the vendor pays to move the goods to the city and you pay to move goods beyond that point.
  4. Mark the Drop Ship check box to indicate whether the shipment will be shipped directly to another vendor or customer without being received through your system as inventory.
  5. Enter the date you want to receive the order in the Expected Receipt Date field, as applicable. Be aware of the purpose of the Expected Receipt Date field in the order header, as well as on each line item. It is important to remember that the Req Ship Date does NOT affect requirements planning data. See the PO Requested Ship Date Usage Overview for more details.
  6. Enter or edit the Attention information, as applicable.
  7. Use the Name field to enter or edit the name.
  8. Enter or edit the address information in the appropriate fields, as necessary.
  9. Click the Save button on the toolbar to save your changes.

  1. The read-only Taxable and Nontaxable fields display the taxable and nontaxable amounts, respectively, for the order.

    NOTE: The amounts on this tab will not post to General Ledger when posting invoices. You must enter your freight, misc, and any prepayment information on the Invoice Totals screen once an invoice has been added to the PO.

  2. Enter the shipping charges in the Freight field, and select the tax class for shipping charges from the Tax Class drop-down list.
  3. Enter the miscellaneous charges in the Misc field, and select the tax class for the charges from the Tax Class drop-down list.
  4. Enter the sales tax amount in the Sales Tax field.
  5. The total amount of the transaction is displayed in the read-only Total field.
  6. Use the Prepayment field, if applicable, to enter a prepayment portion of the purchase.
  7. Use the Discount field, if applicable, to change the discount amount.
  8. The view-only Net Due field displays the total minus the prepayment and discount amounts.
  9. Select a different Terms Code from the drop-down list, if applicable.
  10. Change the Distribution Code, if applicable.
    Note: If you use multicurrency, you can change the distribution code only if the Payables account associated with the new code is in either the base or the customer's currency. If any open invoices or transactions exist for the customer, the new distribution code must also use that same currency.
  11. Change the Tax Group ID, if applicable.
  12. Mark the Taxable check box to indicate whether the transaction is taxable.
  13. Use the first Payment Dates field, if necessary, to change the first payment due date. The first payment date is calculated from the number of due days in the terms code you selected. These fields do not appear for debit memos.

    14. Use the second and third Payment Dates fields, if necessary, to change the second and third payment due dates. The second and third payment dates are calculated from the number of due days in the terms code. These fields do not appear for debit memos.

  14. Use the first Payment Amounts field, if necessary, to enter an amount for the first payment. The remaining payment, if applicable, appears in the second Payment Amounts field.

    15. To split the payments further, enter an amount for the second payment in the second Payment Amounts field; the remaining payment appears in the third Payment Amounts field. To split an invoice into more than three payments, post the purchases and then use the Accounts Payable Hold/Release Invoices function. These fields do not appear for debit memos.

  15. Use the Order Totals button to open a view-only table that displays:
    • Memo - the same totals seen on the Totals tab.
    • Unposted - the current invoice amounts based on invoice amounts added on the Receipts/Invoices form for unposted transactions.
    • Posted - the posted invoice amounts based on invoice amounts added on the Receipts/Invoices form.
    • Variance - the Memo column, minus the Unposted and Posted columns.
  16. Use the Invoice Totals button to view the invoice totals based on invoice amounts entered on the Receipts/Invoices form.
    Note: The Detail button allows you to view additional information and enter Freight or Misc charges for the invoice, adjust the tax, enter a prepayment, split the invoice into 3 payments, and print an online check. You can also edit the Invoice Date, Fiscal Period, and Year fields if applicable.

    17. Payments should be entered through the AP workflow, although payments entered via the Invoice Total window will be posted to GL. Freight, miscellaneous, and sales tax costs from the invoice should be entered here.

  17. Click the Save button on the toolbar to save your changes.

Line Items

Use the following command buttons on the menu bar to work with the line items on the purchase order.

Select To
Re-sequence Reset the line sequence numbers if you've dragged the item lines into a different order.
Item History View the quantities, cost, and other purchase information for the selected item and location. Information for open orders that have been received but not yet posted will also appear here.
Receipts/Invoices(Auth/Debit Memo) Enter receipt, return authorization, invoice, or debit memo information. If you are entering a new Order, the Receipts/Invoices button is visible. If you are entering a new Return, the Auth/Debit Memo button is visible. See Receipts/Invoices for more information.
Source Link Create a link or break a link between a PO Transaction and a Sales Order, Job Costing, Service Director, or Manufacturing transaction.

Note: To utilize the Source Link button, you must enable the Transaction Link field and select an option other than None for the Generate Purchases from Sales Order field in the Purchase Order Business Rules.
Project

Open the Project prompt and select a Project/Task and a Type to associate with the selected line item.

Note: You can remove project/task information by clearing the Project/Task field.

Remember, you can add columns to the grid using the Column Chooser.

  1. Select the Item ID from the drop-down list for the item you are purchasing or returning.

    2. Note: An item ID is required only for Inventory or System Manager items. For example, you can leave the Item ID field blank and enter 'Miscellaneous Charge' in the Description field to record miscellaneous charges in transactions.

  2. Enter or edit the item Description, as necessary.
  3. Accept or select a different Location ID, as applicable.
  4. Enter or edit the quantity of items ordered in the Ord/Rtn Qty field. If you want to see more details about the item, use the Items section of the Task Pane. If applicable, change the default unit of measure in the Unit field. Note: You can only change the default unit of measure if an alternate unit of measure exists for the item and if the record has not yet been saved.
  5. Change the unit cost of the ordered or returned item in the Ord/Rtn Unit Cost field, if applicable. Note: If you interface Purchase Order with Inventory, the last cost of the inventory item appears.
  6. Change the extended cost of the ordered or returned item (unit cost multiplied by quantity) in the Ord Ext Cost field, if applicable. Note: If you change the extended cost, the unit cost automatically adjusts.
  7. Use the Status field, if applicable, to change the status of the item.
    • Select Open to indicate that the item's quantities were not all invoiced or debited before you last posted the transaction.
    • Select Completed to indicate that the item's quantities were all invoiced or debited before you last posted the transaction.
  8. Enter the date you want to receive the line item in the Expected Receipt Date field, as applicable. Be aware of the purpose of the Expected Receipt Date field. It is important to remember that the Requested Ship Date does not affect requirements planning data. See the PO Requested Ship Date Usage Overview for more details.
  9. The Linked check box indicates whether the line is linked to a Job Cost transaction, sales order, SD work order, SD service order, MP material, or MP subcontract.

Use the Toggle button () to switch to field view.

  1. Select the Item ID from the drop-down list for the item you are purchasing or returning.

    2. Note: An item ID is required only for Inventory or System Manager items. For example, you can leave the Item ID field blank and enter 'Miscellaneous Charge' in the Description field to record miscellaneous charges in transactions.

  2. Enter or edit the item Description, as necessary.
  3. Enter an Additional Description for the item, as applicable. This field is available only if you elected to use additional descriptions in the Business Rules function. If you elected to copy additional descriptions in System Manager or Inventory, those additional descriptions for the item appear.
  4. Enter a Vendor Part Number, as applicable.
  5. Accept or select a different Location ID, as applicable.
  6. Enter the date you want to receive the line item in the Expected Receipt Date field, as applicable. Be aware of the purpose of the Expected Receipt Date field. It is important to remember that the Requested Ship Date does not affect requirements planning data. See the PO Requested Ship Date Usage Overview for more details.
  7. Enter the requested shipping date in the Req Ship Date field. This field only appears if you elect to use requested ship dates on line items in the Business Rules function.
  8. Change the Status of the item, if applicable.
    • Select Open to indicate that the item's quantities were not all invoiced or debited before you last posted the transaction.
    • Select Completed to indicate that the item's quantities were all invoiced or debited before you last posted the transaction. Completed items are available only if you elected not to purge completed line items and to display completed items or both open and completed items in the Business Rules function.
  9. When users enter a sales order and create a purchase order for a line item, the Linked check box will be marked.
  10. Enter or edit the quantity of items ordered in the Ordered/Returned Qty field. If you want to see more details about the item, use the Items section of the Task Pane.
  11. If applicable, change the default unit of measure in the Unit field. You can only change the default unit of measure if an alternate unit of measure exists for the item and if the record has not yet been saved.
  12. Change the unit cost of the ordered or returned item in the Unit Cost field, if applicable. If you interface Purchase Order with Inventory, the last cost of the inventory item appears.
  13. Change the extended cost of the ordered or returned item (unit cost multiplied by quantity) in the Ext Cost field, if applicable.
    Note: If you change the extended cost, the unit cost automatically adjusts.
  14. Click the Save button on the toolbar to save your changes.

  1. Select a GL account to which you want to post the line item, if applicable, in the GL Acct field. The account description appears under the account number.

    If the item is an Inventory item, this GL account will be brought in from the account code assigned to the item in the location selected on the Line Items tab.

    If the item is a System Manager description item, this GL account will be brought in from the inventory account entered into the description item setup.

    If the item is not an Inventory item, the GL account will come in from the account assigned to the vendor. If no account is entered into the vendor setup, the account will come from the default inventory account set up in the Business Rules.

  2. Accept or select a Tax Class for the line item.
  3. Enter an additional General Ledger description in the GL Description field, if applicable. The description you enter appears in the Description column of the GL Journal when you post the transactions. If you elected to enter the vendor name in GL Description fields in the Business Rules function, the vendor name appears in this field.
  4. If you interface Accounts Payable with General Ledger, select a General Ledger accrual account in the Accrual Acct field.

    When you select an Inventory item, the account code in the accrual account set up will default into the field. If you do not select an Inventory item, the accrual account from the IN accrual account in Business Rules will default into this field.

  5. Click the Save button on the toolbar to save your changes.

  1. Select the Landed Cost ID for the transaction. The landed cost information appears in the adjacent table. Landed Cost information for all PO Lines associated with the selected shipment is updated.
  2. Edit the landed cost information in the Description, Level, Cost Type, and/or Amount fields, if necessary. These changes will be applied to this specific transaction line item only, and will not alter the saved landed cost ID.
  3. The Calc Amount view-only field displays the updated landed costs for the line item as receipts are entered.
  4. Click the Save button on the toolbar to save your changes.

Deleting a Transaction

  1. Select a transaction to delete from the Transaction No field.
  2. Click the Delete button, on the toolbar, to delete the selected transaction.
  3. Click Yes at the "Are you sure you want to delete selected record(s)?" prompt.

The Vendor task pane shows a snapshot of vendor balances and history, including amounts for pending orders, year-to-date purchases, last year's purchases, and the current amounts owed.

This task pane shows the cost and vendor information of items selected in the function for the chosen location, as well as the average, minimum, list, and base costs.

Pinning/Unpinning the Task Pane

You can pin and unpin the task pane to the side of the Traverse window by clicking the pushpin icon. When the pushpin icon points down, , you can always access the task pane. When the pushpin icon points to the left, , you must hover your cursor over the Tasks tab on the right-hand side of the Traverse window to use the task pane.

Note: You can select True from the ShowTaskPanel field in the View > Preferences... screen to default task panes across the entire system to automatically expand when opening applicable functions. Selecting False in the ShowTaskPanel field defaults task panes to stay closed when opening applicable functions. Even when set to False, you can always use the pushpin icon to pin and unpin the task pane to the right-hand side of the Traverse window.

The Items task pane shows a snapshot of current on-hand quantities and bins in the selected location, as well as the last 10 transactions for that item.

Note: Quantity available = quantity on hand - quantity committed

You can pin and unpin the task pane to the side of the Traverse window by clicking the pushpin icon. When the pushpin icon points down, , you can always access the task pane. When the pushpin icon points to the left, , you must hover your cursor over the Tasks tab on the right-hand side of the Traverse window to use the task pane.

Note: You can select True from the ShowTaskPanel field in the View > Preferences... screen to default task panes across the entire system to automatically expand when opening applicable functions. Selecting False in the ShowTaskPanel field defaults task panes to stay closed when opening applicable functions. Even when set to False, you can always use the pushpin icon to pin and unpin the task pane to the right-hand side of the Traverse window.

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