Purchase Order Entry - Field Descriptions

Use the table below for assistance when completing the fields on this screen.

Field/Button

Description

Preferences

Click this button to open the Operator PO Entry Preferences window. This button will not be available if a purchase order is opened in context.

Save and New PO

Click this button to save the current purchase order and start a new purchase order.

Save and Continue Entry

Click this button to save the current purchase order and move to the next entry line, or start a new purchase order. This is helpful in cases of lengthy entries.

Header

Purchase order

Enter the purchase order number.

Vendor

Enter the code of the vendor with whom this order is being placed. A lookup window is available for viewing existing or adding new vendor codes.
Note: When adding a new purchase order, if the specified vendor has any Document Tracking warnings, these will be displayed immediately.

For

Select whether the purchase order is for a warehouse, job or work order and specify the corresponding code.
  • If a default warehouse code was specified in Inventory Control, this code will default. If the warehouse was not specified, no detail lines are added, and this window is not opened, the purchase order will be saved without a warehouse code.
  • If this window was accessed in context to a job, the job code will default.
  • If the Work Order module is not installed, the work order option will not be available.

Purchase amount

The purchase order total (before tax) displays in this field.

Sales tax

The sales tax total calculated from the tax settings in the grid details displays in this field.

Purchase order total

The sum of the purchase amount and sales tax displays in this field.

Purchase order status

The current purchase order status will be displayed in this field: Proposed, Open or Closed.

To default the status of new purchase orders, click the Preferences button on the command bar and select the Default new purchase order status.

When editing an existing purchase order, you will conditionally be allowed to set the status to Proposed, Open, or Closed, depending on your security authorization. After packing list or receiving has occurred, or the purchase order is at revision 001 or higher, this field cannot be switched back to Proposed.

If the purchase order has been closed, this field and the detail lines will be display only.

Current revision

If the purchase order status is open, the current revision will start with 000. Click the Create Next button to revise to 001. Revision changes will display in the Revision history column of the detail grid.

If editing a purchase order with a revision = 001 or higher, certain columns in the grid will be display-only for rows added in a prior revision.

If you do not wish to track revisions, simply leave the revision as 000 for the entire life of the purchase order.

Note: If the purchase order has been closed, this field and the detail lines will be display only.

Buttons

Form Info

Click this button to open the Standard Form Information window. Use this window to enter payment and shipping terms, as well as order information for this purchase order. When entering a new purchase order, this window will automatically open after the purchase order status is selected.

Form Notes

Click this button to open the Notes to Appear on P.O. Form window. Use this window to enter any notes to appear on the Purchase Order Form.
Note: When editing an existing purchase order, notes entered on this window will be committed to the purchase order, even if changes to the purchase order are canceled on the entry screen.

Other Info

Click this button to open the Other Purchase Order Information window. Use this window to enter sales tax and routing information for the purchase order, as well as credit card payment information (if applicable).

Internal Notes

Click this button to open the Internal Purchase Order Notes window. This window is used to record internal information pertaining to the purchase order. These entries do not print on the purchase order form.

User-Defined

Click this button to open the Purchase Order User-Defined Fields window. Use this window to set specific details for the purchase order being entered, such as approval status, request date, received date, written/oral quote, and so forth. Your System Administrator must have set up user-defined fields if this feature is to be used.

Details

Type

Select a purchase order type: Detail or Message. This field will default to Detail, but if Message is selected the cursor moves directly to the Message field.

Quantity

For unit price orders, enter the quantity of the item being ordered.
Note: If this is a lump sum P.O., the quantity is automatically set to 1 and this field is skipped.

Item code

Enter the inventory item code being ordered. The item code entered here should have been previously defined in Inventory Item File Maintenance (if Inventory Control is installed or Price Update is used) or in Purchase Order Item Code Maintenance. The Item description will display to the right of this field. If the item status is set to 'Not used' entry will be disallowed.

If the item is an invalid item, the Search Inventory Items window will open to enter a new item code or proceed as a non-stock item. Alternately, to enter a non-stock item, insert an exclamation point (!) as the first character in this field.

If this is a lump sum purchase order, the item code must be non-stock.

If there are no revisions in the Other Purchase Order Information window, this field will be hidden. If revisions are present, click the notepad icon to open the Revision History Inquiry window.

Additional description

This field will default to 'No'. If the Operator changes this setting to 'Yes', the Additional Itemization on Form window will open automatically. Use this window to add additional notes about the item description.

This field will be display-only if an additional description was created in a prior revision.

Um

The unit of measure for this line item displays in this field. Press Enter to accept, or enter a new unit of measure. This field will be display-only if the unit of measure was added in a prior revision.

If C displays in this field, the price is per hundred. If M displays in this field, the price is per thousand. If either C or M displays on a non-stock line, the extension is per-hundred and per-thousand respectively.

When the phase and cost type is changed, the unit of measure will be automatically re-assigned from the new phase.

When editing a non-stock line item, if the unit of measure is changed reset the price-per-factor so that the extension will be correct.

When you press Enter to exit this field, a dialog box will display containing the text found in the Message field in Vendor Special Cost Maintenance. If a dialog box does not display, the Message field in Vendor Special Cost Maintenance is blank or the vendor doesn't have any special costs set up.

Warehouse

The warehouse code for this item will default from the Form Info window or the Default warehouse code from Inventory Control Installation). If this code is valid, and the One warehouse? checkbox is selected, this field will be display only. If the checkbox is not selected, a different valid code can be entered in this field. If the default warehouse code is not valid (or blank).

If this is a non-stock entry or direct cost line, this field will be blank and skipped.

This field will be display-only if the warehouse was added in a prior revision.

Unit price

Enter the price per unit of the item being ordered, or the price will default as follows:
  • If there is a job special cost for the designated item, this price will default first.
  • If there is a job special cost for the 'category' of the designated item, this price will default second.
  • If there is a vendor special cost for the designated item or 'category' of the designated item, this price will default third.
  • If there are no special costs found, the price will default from Inventory Item File Maintenance.
  • If an override exists at the warehouse level, the standard cost will default from here. If the warehouse-specific standard cost is blank or zero, the standard cost from the Item Main Properties screen will be used instead.

Discount %

Enter the discount percent for this line number, if applicable, or press Enter to accept the default from Vendor Special Cost Maintenance. When the discount percentage is changed, the extension or the line is automatically adjusted accordingly.

Extension (before tax)

The extension total for this line number displays. The extension = units ÷ price per factor X unit price and excludes sales tax.

If C displays in the unit of measure (UM) field, the price is per hundred. If M displays in this field, the price is per thousand. If either C or M displays on a non-stock line, the extension is per-hundred and per-thousand respectively.

G/L account

Press Enter to accept the default General Ledger account for this vendor. Otherwise, enter the G/L account code for this line transaction. This account must have been previously set up in G/L Master File Maintenance. If this item is a direct cost account, entry of a valid job or equipment code will then be required.

This field will be display-only if the G/L account was added in a prior revision.

If the 'Automate G/L defaults' option was selected in Accounts Payable Installation, you can enter a shortcut in this field to automatically default the G/L direct cost codes defined on the installation screen:

J - This will set the G/L code to the direct job cost setting E - This will set the G/L code to the direct equipment cost setting W - This will set the G/L code to the direct work order cost setting N - This will set the G/L code to pass in the non-direct cost setting

If this option is selected and you do not enter a shortcut, the Select Type of Distribution window will open to select the G/L account codes specified in the installation screen. If no direct-cost G/L account was specified, the Search G/L accounts window will open instead.

  • If the 'Type = Job' and the 'Automate G/L Defaults' option is selected in AP Installation, the direct job cost G/L account code will default in this field if exactly one shortcut is available.
  • If the 'Type = Work Order' and the 'Automate G/L Defaults' option is selected in AP Installation, the direct work order cost G/L account code will default in this field if exactly one shortcut is available.

If the cost center feature is enabled in the Enterprise Installation screen for this company, if you change the G/L account code, cost center security validation is performed. Spectrum compares the new G/L account's list of shared cost centers with the cost center assigned to the line. You will be permitted to enter any G/L account, regardless of its cost center security because the correct override to use cannot be determined until the account work-in-progress flag is known.

Job

Enter the job to which the item should be charged, or press Enter to accept the default from the main screen.

This field is only available if the G/L account is a Direct job cost. If the G/L account is changed to a different direct cost type, the entry in this field will be removed.

This field will be display-only if the job was added in a prior revision.

Phase

Enter the phase to which the item should be charged, or press Enter to accept the default. Note that the default comes first from the Inventory Item File Maintenance. If the phase code field in Inventory Item File Maintenance is blank, then the phase defaults from the previous line transaction.

If the "Enable Phase over revised estimate' warning in invoice detail?" option is selected in the AP Installation screen, a warning displays in the detail grid when you enter a phase that is over budget.

This field is available only if the G/L account associated with this line is a Direct job cost. If the G/L account is changed to a different direct cost type, the entry in this field will be removed.

This field will be display-only if the phase was added in a prior revision.

If this is a sub-job transaction set up on a master job, double-click on this field to search phases for the sub-job. This will allow you to easily select a phase set up on a master job, but not present on the sub-job. Spectrum will add a new phase to the sub job if the current job is a sub-job of a valid master job, the phase lengths of both jobs match, and the Phase + Cost type combination for the current job is valid and not 'Complete'.

Ct

Enter the cost type to which the item should be charged, or press Enter to accept the default. Note that the default comes first from the Inventory Item File Maintenance; if the cost type field is blank in Inventory Item File Maintenance, then the cost type associated with the specified G/L code in the chart of accounts. Finally, it defaults from the previous line transaction.

If the 'Automate G/L Defaults' and 'Job G/L account defaults from cost type' options are selected in AP Installation, and the 'Validate job division with G/L department' option in Job Cost Installation is not selected, the G/L account stored in the Cost Type Master Table will be assigned to this distribution line.

If the phase cost-to-date amount will exceed the revised estimate amount, an error message will appear if the 'Enable Phase over revised estimate warning in invoice detail' checkbox is selected in the Accounts Payable Installation.

This field is available only if the General Ledger account associated with this line is a Direct Job Cost. If the G/L account is changed to a different direct cost type, the entry in this field will be removed.

This field will be display-only if the cost type was added in a prior revision.

Equipment

Enter the equipment code in this field, or press Enter to accept the default.

This field will be hidden if the Equipment Control module is not installed in the current company.

This field is available only if the G/L account associated with this line is a Direct equipment cost. If the G/L account is changed to a different direct cost type, the entry in this field will be removed.

This field will be display-only if the equipment code was added in a prior revision.

Cost category

Enter the cost category code in this field.

This field will be hidden if the Equipment Control module is not installed in the current company.

This field is available only if the G/L account associated with this line is a Direct equipment cost. If the G/L account is changed to a different direct cost type, the entry in this field will be removed.

This field will be display-only if the cost category code was added in a prior revision.

If both the 'Automate G/L Defaults' and 'Equipment G/L account defaults from cost category' options are selected in Accounts Payable Installation, the G/L debit account for the entered Cost Category will write in the G/L Account field, overwriting the currently entered G/L account.

Equipment W/O

Enter an equipment work order number. If a closed work order is entered in this field, a warning displays, but does not prevent further data entry. The equipment code must match equipment code on the Equipment work order.

This field will be hidden if the Preventive Maintenance module is not installed.

This field is available only if the G/L account associated with this line is a Direct equipment cost. If the G/L account is changed to a different direct cost type, the entry in this field will be removed.

This field will be display-only if the equipment work order number was added in a prior revision.

Work order

Enter a work order in this field. If the current invoice originated from Purchase Order Receiving, the work order number will be display-only. The work order number will default from the previous line when entering multiple detail lines.

This field will be hidden if the Work Order module is not installed.

This field is available only if the G/L account associated with this line is a Direct work order cost. If the G/L account is changed to a different direct cost type, the entry in this field will be removed.

This field will be display-only if the work order was added in a prior revision.

Entry of a work order with a status of 'proposed' will be disallowed.

If the 'Automate G/L Defaults' and 'Work order G/L account defaults from department assigned to work order type' options are selected in AP Installation, the non-inventory material cost of goods sold G/L account from the Work Order G/L Department Table will be assigned to this distribution line.

Site equipment

Enter the site equipment ID in this field. The Site Equipment code will default from the previous line when entering multiple detail lines. If this detail line has already been selected for billing in Work Order > Material Entry, no changes are permitted.

Entry in this field is required if the Work Order Installation option to 'Require equipment code for work order transactions?' is selected.

This field will be hidden if the Work Order module is not installed.

This field is available only if the G/L account associated with this line is a Direct work order cost. If the G/L account is changed to a different direct cost type, the entry in this field will be removed.

This field will be display-only if the work order was added in a prior revision.

Component

Enter a component ID. This field will only be enabled if components are set up for the previously selected site equipment. The Component code will default from the previous line when entering multiple detail lines. If this detail line has already been selected for billing in Work Order > Material Entry, no changes are permitted.

Entry in this field is required if the Work Order Installation option to 'Require component code for work order transactions?' is selected.

This field will be hidden if the Work Order module is not installed.

This field is available only if the G/L account associated with this line is a Direct work order cost. If the G/L account is changed to a different direct cost type, the entry in this field will be removed.

This field will be display-only if the component was added in a prior revision.

Service contract

Enter a service contract number. The contract number will default from the previous line when entering multiple detail lines.

If the work order is changed, entry in this field will be removed and a new service contract will need to be entered.

This field will be disabled if the Service Contract module is not present, or no contract exists for the equipment/component combination. If a contract is specified in the work order header, this contract # will default if valid for the equipment component and the Operator will not be allowed to assign a different contract # on the work order. If a contract is not specified in the in the work order header, the Operator will be allowed to enter any combination of contracts (or blank contract) in the work order detail. If this detail line has already been selected for billing in Work Order > Material Entry, no changes are permitted.

This field is available only if the G/L account associated with this line is a Direct work order cost. If the G/L account is changed to a different direct cost type, the entry in this field will be removed.

This field will be display-only if the component was added in a prior revision.

Unit bill

Enter a unit billing price in this field. If the invoice originated in Accounts Payable, this field will be accessible for entry. If the invoice originated in Purchase Order Receiving, this field will be view-only.

When a direct work order cost entry is added, the software automatically calculates the Unit bill price, including material markup rates.

If the previously specified work order is for Time + Materials, the software will automatically calculate the lowest price for a stock item. For more information on this calculation, refer to the Determining the Material Price in-depth topic.

The Operator can still edit the Unit billing price before continuing with further purchase order entries. If the Work order #, Unit cost, or Quantity is changed the software will automatically recalculate and default a new Unit bill value.

This column will be hidden if the Work Order module is not installed for the current company.

This field is available only if the G/L account associated with this line is a Direct work order cost. If the G/L account is changed to a different direct cost type, the entry in this field will be removed.

This field will be display-only if the component was added in a prior revision.

Tax code

Enter the sales/use tax code for this line, or press Enter to accept the default. Tax codes must have been previously set up in Accounts PayableUse Tax Code Maintenance. If no tax code is entered here, the purchase order will be non-taxable.

For direct equipment cost, direct work order cost, and non-direct cost rows, the sales/use tax code will default from the Other Purchase Order Information window.

For a direct job cost row, if the there is a tax classification code assigned to the job and the tax classification is set to 'Yes' in Job Cost Installation, the A/P invoice tax code specified in the Tax Classification Maintenance screen will default in this field. If no tax code is available in this screen, the sales/use tax code will default from the Other Purchase Order Information window.

This field will be display-only if the tax code was added in a prior revision.

Tax type

The tax code type (Sales or Use) plus applicable tax percentage as set up for this tax code displays in this field.

Tax $

The tax amount for the corresponding tax code displays in this field.

Total amount

The sum of the extension total plus tax amount will display in this field.

Delivery date

The purchase order delivery date will display in this field.

This field will be display-only if the tax code was added in a prior revision.

Terms discount

The terms discount percentage specified in the Other Purchase Order Information window displays in this field. Press Enter to accept the default, or enter a new terms discount.

This field will be hidden if the 'Recalculate terms discounts by line item' checkbox is not selected in Accounts Payable Installation.

This field will be display-only if the tax code was added in a prior revision.

Qty received

The quantity stored in the detail record representing the dollar amount received during Vendor Invoice entry will display in this field.
Note: This field will be hidden for lump sum purchase orders.

$ received

The amount received in the detail record representing the dollar amount received during Vendor Invoice entry will display in this field.

Message

Enter a description or message for this item, if desired. This field will allow entry of up to 250 characters.