Field Definitions: PO Item Distribution Form

The following is a list of field descriptions for the PO Item Distribution form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

PO

Enter a PO number or press F4 to select one from a list.

This is the purchase order that you would like to view/maintain the PO item lines on.

PO Item

Enter a PO item number or press F4 to select an item from a list.

Only items associated with the purchase order selected in the PO field will display in the list.

JC Month

Use this field to select which month and year the committed costs are posted to in the Job Cost module. This field will be applied to any PO item lines that you create or modify in the lower portion of the form.

By default this field will populate with the current month and year.

Description

This field is display only.

This field displays the description of the purchase order item.

If you want to change this value, pull the PO into a batch using the PO Purchase Order Entry form and modify the PO item.

Material

This field is display only.

This field displays the material associated with the PO item. Materials are created and maintained using the HQ Materials form.

If you want to change this value, you can pull the PO into a batch using the PO Purchase Order Entry form and then modify the PO item.

UM - Unit of Measure

This field is display only.

This field displays the unit of measure associated with the PO item. Units of measure are created and maintained using HQ Units of Measure .

If you want to change this value, you can pull the PO into a batch using the PO Purchase Order Entry form and then modify the PO item.

Units

This field is display only.

This field displays the units associated with the PO item.

If you want to change this value, you can pull the PO into a batch using the PO Purchase Order Entry form and then modify the PO item.

Unit Cost

This field is display only.

This field displays the unit cost associated with the PO item.

If you want to change this value, you can pull the PO into a batch using the PO Purchase Order Entry form and then modify the PO item.

ECM

This field is display only.

This field displays the quantity that the unit cost represents.

  • E - Per each

  • C - Per hundred

  • M - Per thousand

If you want to change this value, you can pull the PO into a batch using the PO Purchase Order Entry form and then modify the PO item.

Total

This field is display only.

This field displays the PO item total.

  • If the PO item is a lump sum, this field will display the lump sum amount.

  • If the PO item is units based, it will calculate using the following formula:

    Units X

    (Unit Cost / ECM) =

    Total

If you want to change this value, you can pull the PO into a batch using the PO Purchase Order Entry form and then modify the PO item.

Line

You cannot change PO item line 1. This line calculates based on the other distribution lines on the PO item.

Enter a "+" in this field or, to create a new PO item line, click the New Record icon when the cursor is in the lower portion of the form.

Type

Use this field to select the type of PO line item that you would like to create. This field is only enabled when creating new PO item lines.

  • 1-Job – Order materials for jobs. Multiple jobs may be on the same PO and do not have to match the job selected in Job field. Job item lines interface with the JC module to update committed costs and units to specific job/phase/cost type combinations.

  • 2-Inventory – Purchase items that you stock in your inventory. This type of PO item line interfaces with the IN module to automatically track items on order and those that have been received but not yet posted as payable in the AP module.

  • 3-Expense – Order items that are not for a job, inventory, work order, or equipment - for example office supplies and office equipment. If using the EM module, you should use this type for actual equipment purchases. This type of purchase order only interfaces with the AP and GL modules, and does not generate any committed costs.

  • 4-Equipment – Order items used with equipment - for example operating costs such as parts, oil, and fuel, and repair costs. Assigning EM module cost types and cost codes allows you to track these costs for each piece of equipment. Entries for this type of PO do not directly update EM. This occurs when the invoice is posted in AP.

  • 5-EM Work Order – Order items needed to complete work orders set up in the EM module. Entries for this type of PO do not directly update EM. This occurs when the invoice is posted in AP.

  • 6-SM Work Order - Purchase materials for service work orders (i.e., work orders set up in the SM module). Entries of this type will auto-generate a work completed purchase line for the work order (in SM Work Orders, Work Completed tab), and add the purchase order to the Purchase Orders grid in SM Work Orders.

Overview of PO item types

JC / IN / EM Company

Enter a company or press F4 to select one from a list.

The type of company that you can select varies depending on the type of PO item line that you are creating. For example if Job is selected in the Type field, use this field to select the Job Cost module company that is associated with the PO item line.

Job

Enter a job or press F4 to select a job from a list. This is the job associated with the PO item line.

Depending on how the Job Cost module is set up, you might not be able to select a soft or hard-closed job. The status of a job displays in the lookup form when you select it using F4. The Allow Posting to Soft-Closed Jobs and Allow Posting to Hard Closed Jobs boxes on the Info tab of JC Company Parameters determine if you can post to hard or soft closed jobs.

Phase

Enter a phase or press F4 to select one from a list.

Note: If the Phases on this job are locked box on the Info tab of JC Jobs is checked, the selected phase must be set up on the job using JC Job Phases .

Equipment

Enter the equipment that you are purchasing the material for or press F4 to select it from a list.

This field only applies to equipment type PO item lines.

Equipment is created and maintained using the EM Equipment form.

Component Type

Enter the type of component you would like to add to the PO item line or press F4 to select one from a list. This field is used in conjunction with the Component field, and is used to add an equipment component to the PO item line.

Component types are created and maintained using the EM Component Types form, and they are assigned to components using the Component Type field on the Components/Attachments tab of EM Equipment .

Once a component type is selected in this field, you can select a component of that type using the Component field.

This field only applies to equipment type PO item lines.

Component

Enter a component or press F4 to select one from a list. The selected component must be set up as a component of the equipment selected in the Equipment field.

Components are created and maintained using the EM Equipment form, and they are associated with equipment using the Components /Attachments tab.

This field only applies to equipment type PO item lines.

Cost Code

Enter a cost code or press F4 to select one from a list.

Cost codes are created and maintained using the EM Cost Codes form.

If this is an Equipment line and you selected a component in the Component field, this field populates with the default cost code set up on the component type using the EM Component Types form.

Cost Type

Cost Type field in the PO Item Distribution form.

Enter a cost type or press F4 to select one from a list.

If this is a job type PO item line, select a job cost type. Use the JC Cost Types form to create and maintain Job Cost Types.

Note: If the Phases on this job are locked check box is selected on the Info tab of the JC Jobs form, you must set up the cost type for the selected phase in the JV Job Phases form. If the Phases on this job are locked check box is not selected, you must specify a valid cost type for the phase in the JC Phases form.

If this is an equipment or EM Work Order type PO item line, select an equipment cost type. Use the EM Cost Types form to create and maintain Equipment cost types.

Location

Enter the IN module inventory location that you are purchasing the specified material from or press F4 to select it from a list.

Locations are created and maintained in the Inventory module using IN Locations .

Materials are assigned to locations using IN Location Materials .

SM Co

This field only displays when 6-SM Work Order is selected in the Type field.

Enter the SM company that the purchase order item applies to or press F4 to select it from a list. This is the SM company where the SM work order was set up.

SM WO

This field only displays when line type is 6-SM Work Order.

Enter the SM work order that the PO line applies to or press F4 to select it from a list. This is the work order that the material is being purchased for.

  • If you select a work order that has been closed, a warning displays and you will be unable to save the record. You must either reopen the work order in SM Work Orders or select an open work order.

  • If you specify a job-related work order and the job associated with the work order has been soft or hard-closed, the system will allow the entry if you allow posting to closed jobs (i.e. the Allow Posting to Hard-Closed Jobs and/or Allow Posting to Soft-Closed Jobs boxes are checked in JC Company Parameters).

Note: If you do not allow posting to closed jobs, a message displays indicating the job is closed and you will be unable to save the record.

SM Scope

This field only displays 6-SM Work Orderis selected in the Type field.

Enter the work order scope that this purchase order item applies to or press F4 to select it from a list.

Note: If you select a scope that has been closed, a warning displays and you will be unable to save the record. You must either reopen the scope in SM Work Orders or select an open scope.

SM Cost Type

This field only displays when 6-SM Work Order is selected in the Type field.

Enter the SM cost type for the purchase order item or press F4 to select from a list of valid SM cost types.

The system will use the cost type category for this cost type, along with the department associated with the service center for the work order to determine the GL account defaults for the resulting work completed purchase line (in SM Work Orders, Work Completed tab).

Note: If you do not specify a cost type here, the system will use the material cost type category to determine the GL accounts to use based on the service center's department.

JC Co

This field only displays when 6-SM Work Order is selected in the Type field and the specified SM work order is job-related.

Display only, the Job Cost company associated with the SM work order.

Job

This field only displays when 6-SM Work Order is selected in the Type field and the specified SM work order is job-related.

Display only, the job specified for the SM work order (in SM Work Orders).

Phase

This field only displays when 6-SM Work Order is selected in the Type field and the specified SM work order is job-related.

The system only enables this field if you specify a work order scope that is not assigned a phase (in SM Work Orders).

Enter the phase (from JC Job Phases) to which this purchase order item applies. Press F4 for a list of valid job phases.

  • If you specify a work order scope that is assigned a phase, this field defaults the scope phase and cannot be changed.

  • Phases entered on a PO item for an SM work order must be set up for the job in JC Job Phases, regardless of whether phases on the job are locked. If you need to add a phase "on the fly", you can do so by pressing F5 to access JC Job Phases. Once you add the phase to the job and exit JC Job Phases, you can enter the phase here.

CT

This field only displays when 6-SM Work Order is selected in the Type field and the specified SM work order is job-related.

Enter a valid phase cost type or press F4 to select one from a list.

Note: Cost types entered on a PO item for an SM work order must be set up for the job phase in JC Job Phases, regardless of whether phases on the job are locked. If you need to add a cost type to the phase "on the fly", you can do so by pressing F5 to access JC Job Phases. Once you add the cost type to the job phase and exit JC Job Phases, you can enter the cost type here.

GL Company

Enter the GL company for the PO item line or press F4 to select it from a list. GL companies are created and maintained using the GL Company Parameters form.

This field is enabled only for 3-Expense line types.

For remaining line types, this field is display only and defaults the GL company as follows:

  • 1-Job - Defaults the GL company assigned to the JC company in JC Company Parameters.

  • 2-Inventory - Defaults the GL company assigned to the IN Company in IN Company Parameters.

  • 4-Equipment / 5-EM Work Order - Defaults the GL company assigned to the EM company in EM Company Parameters.

  • 6-SM Word Order - Defaults the GL company assigned to the SM company in SM Company Parameters.

GL Account

Enter the GL account to charge for this purchase order item line. The system uses this account as the default account in AP Transaction Entry - the PO module does not update GL.

The default for this field depends on the value in the Type field.

  • 1-Job – Defaults from the JC Departments form, and based on the phase or cost type on the PO item line. You can override this default if the Allow GL Account Override when Posting Costs box in JC Company Parameters is checked. If the default is blank, the system allows entry, but disables the field when you save the record.

  • 2-Inventory – For this type, this field defaults from IN Locations . You can override this default if you checked the Allow GL Account Overrides box in IN Company Parameters . If the default is blank, the system allows entry, but disables the field when you save the record.

  • 3-Expense – Defaults from the AP Vendors. You can override the default as necessary.

  • 4-Equipment & 5-EM Work Order – For these types, the field defaults from the EM Department file, based on cost type, and cost code (if applicable). You can override this default if you checked the Allow GL Account Override box in EM Company Parameters ; otherwise, the system disables the field. If the default is blank, the system allows entry, but disables the field when you save the record.

  • 6-SM Work Order - Defaults the WIP account from the SM department assigned to the service center or division specified on the SM work order. The system determines the default as follows:

    1. If you specified a division on the work order scope and an alternate department is assigned to the division, the system will first look for an override WIP account for parts based on the call type assigned to the work order scope. If an override account is found for the call type, it will default here.

    2. If no override WIP account is found for the call type, the system will use the standard WIP account for parts defined at the department level (in SM Departments, Info tab).

    3. If no alternate department is assigned to the division, the system will then use the department assigned to the service center to determine the default WIP account using the same process defined in steps 1 & 2 above.

Required Date

Enter the date that this PO item line is required. By default this field will populate with the current date.

Pay Category

Enter a pay category or press F4 to select one from a list. Pay categories are created and maintained using AP Pay Category .

This field defaults a pay category based on the following:

  • If you have set up a standard or user pay category override in F3 Properties (not recommended), defaults the F3 pay category.

  • If no F3 override exists, defaults the pay category specified for the current user in VA User Profile.

  • If no override pay category is specified for the user, defaults the pay category defined in AP Company Parameters.

  • If no default pay category is defined for the company, default will be null. (In this case, the pay type will default from AP Company Parameters based on the line's type.)

Note: The pay category specified here will override any defaults set by F3, VA User Profile, or AP Company Parameters when the purchase order is invoiced in AP Transaction Entry.

This field is enabled only if you are using pay categories and entering pay types on purchase orders.

Note: Pay categories are used if the Using Payable Category box on AP Company Parameters is checked, and the Specify Pay Type during PO entry box is checked on PO Company Parameters .

Pay Type

Enter a pay type or press F4 to select one from a list. Payable types are created and maintained using AP Payable Types .

This field will populate with a default value based on the following:

  • If you are using pay categories (Use Payable Category box checked in AP Company Parameters ), this field will default the pay type from this line's pay category based on the line type: Job - Uses the Job pay type. Inventory, Expense, Equipment, and EM Work Order - Uses the Expense pay type. SM Work Order - Uses the SM Work Order pay type. The default may be overridden; however, the pay type must be either assigned to the specified pay category (in AP Pay Category) or an 'unassigned' pay type (a pay type that has not been restricted to a pay category in AP Payable Types).

  • If you are not using pay categories, default will be the standard pay type from AP Company based on the line type. May be overridden.

Note: The pay type specified here will override any defaults set by F3, VA User Profile, or AP Company Parameters when the purchase order is invoiced in AP Transaction Entry.

This field is only enabled if the Specify Pay Type during PO Entry box is checked in PO Company Parameters.

Units

Enter the units that apply to this PO item line.

Tax Type

Select the tax type for this PO item line.

  • 1-Sales – Tax amounts are payable to the vendor and are added to the purchase order total. This tax amount is directly charged to Job Cost, Equipment, and GL.

  • 2-Use - Tax amounts are accrued, and will be paid at a later date to the appropriate State or Local taxing authority. Calculated tax amounts do not affect the gross or net balance due to the vendor. Instead, the transaction’s gross amount and tax amount is charged to Job Cost, Equipment, and GL account with an offsetting liability account as defined in HQ Tax Codes. Use the AP Tax Report to obtain an itemization of use tax amounts.

  • 3-VAT – (Value Added Tax) This tax is paid on goods and services at each stage of production or distribution, and is based on the value added at each stage. This tax is tracked in the GL and reduces the payment to a taxing authority through an Input Tax Credit (ITC). This tax is not directly expensed. This option is the default for Canadian and Australian companies (Default Country field, HQ Company Setup). Use the AP Value Added Tax Report to obtain an itemization of VAT amounts.

Note: When generating work completed purchase lines from PO Item Distribution, the system posts the tax information to the work completed line based on the work order type, the billable status, and whether the PO item line is for a material or non-material item. For detailed information, see About Tax Calculations for Work Completed.

Tax Code

Enter a tax code or press F4 to select one from a list. Tax codes are created and maintained using the HQ Tax Codes form.

For existing item lines, this field defaults from the purchase order item and cannot be changed. If entering a new item line, this field will default based on the PO item line type:

  • Job — The default is determined by the setting of the Base Tax On field in JC Jobs. If set to:

    • J-Job , the tax code defaults from JC Jobs ( Tax Code field). If no tax code is specified for the job, the default will be null.

    • V-Vendor , the tax code defaults from AP Vendors ( Tax Code field). If a tax code is not specified for the vendor, the default will be null.

    • O-Vendor Override , the tax code defaults from AP Vendors. If a tax code is not specified for the vendor, the tax code will default from JC Jobs. You can override the default as necessary.

  • Inventory — Defaults tax code from IN Locations.

  • Expense, Equipment, EM Work Order, or SM Work Order – Defaults tax code from AP Vendors. If a tax code is not specified for the vendor, default will be null.

  • Expense, Equipment, or EM Work Order – Defaults tax code from AP Vendors. If a tax code is not specified for the vendor, default will be null.

  • SM Work Order - Defaults as null.

Note: When generating work completed purchase lines from PO Item Distribution, the system posts the tax information to the work completed line based on the work order type, the billable status, and whether the PO item line is for a material or non-material item. For detailed information, see About Tax Calculations for Work Completed.If you enter a non-taxable material or a non-valid material (not applicable for Inventory lines), the tax code will default as null.

Committed Costs (Job Lines)

If you post a job cost line (JC type) with tax, the system relieves committed costs from the phase/cost type in JC Cost Detail table for the tax amount as follows:

  • if phase or cost type overrides do not exist for the tax code, the system uses the phase and cost type specified for the PO line.

  • if phase and cost type overrides exist for the tax code, the system uses the tax code phase and cost type.

  • if a phase override exists for the tax code, but a cost type override does not exist, the system uses the tax code phase and the cost type from the PO line.

  • if a cost type override exists for the tax code, but a phase override does not exist, the system uses the phase from the PO line and the tax code cost type.

Note: In all cases, the system updates JC with the tax rate amount. When you create an AP transaction for this PO line, the system relives the original tax rate amount from JC, but uses the current tax rate when creating an invoice.

Intercompany Transactions

If the tax type is Sales or VAT (Value Added Tax), the tax code defaults based on the Tax Group assigned to the AP Company.

If the tax type is Use, the tax code defaults based on the Tax Group assigned to the 'posted to' company.

Redirect Phase/Cost Type

If the PO item distribution line is for a job (line type 1-Job) or a job-related SM work order (line type 6-SM Work Order) and the tax code is assigned a redirect phase and/or cost type (i.e., JC Tax Phase and/or JC Cost Type in HQ Tax Codes), the system will validate the phase and/or cost type based on the Phases on this job are locked checkbox in JC Jobs. Validation will be as follows:

  • Phases Locked - If the Phases on this job are locked box is checked and the tax code specifies a redirect phase only, the phase must exist in JC Job Phases for the line's job. If the tax code specifies both a redirect phase and cost type, the phase/cost type combination must exist for the line's job in JC Job Phases. If the tax code specifies a redirect cost type only, the cost type must exist in JC Job Phases for the line's phase.

  • Phases Not Locked - If the Phases on this job are locked box is not checked and the tax code specifies a redirect phase only, the phase must exist in JC Job Phases (for the line's job) or in JC Phases. If the tax code specifies both a redirect phase and cost type, the phase/cost type combination must exist in JC Job Phases (for the line's job) or in JC Phases. If the tax code specifies a redirect cost type only, the cost type must exist for the line's phase in JC Job Phases or JC Phases.

Note: If validation determines that the conditions indicated above do not exist, you will need to either use a different tax code or add the phase and/or cost type combination to JC Job Phases or JC Phases (depending on the "locked phases" flag) before you can post the batch.

Work Order

Enter the work order that you are purchasing the material for or press F4 to select it from a list.

This field only displays when EM Work Order is selected in the Type field.

Work orders for equipment maintenance are created and maintained using the EM Work Order Edit form. You can open this form by pressing F5 in this field.

Work Order Item

Enter the work order item that the PO item line applies to or press F4 to select it from a list.

This field only displays when EM Work Order is selected in the Type field.

Notes

Enter notes on the PO item line.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.