Field Definitions: PO Pending Purchase Orders Form

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

PO #

Manually enter a PO number.

If the Automatically Generate PO #'s box is checked on the Info tab of the PO Company Parameters form, enter a '+' and the system will automatically assign the PO the next available number. This is based on the value in the Next Auto PO #'s field on the Info tab of the PO Company Parameters form.

Note: This feature only works if you are using numeric PO numbers - PO numbers that do not contain letters or special characters.

PO Pending Purchase Orders

Vendor

Enter the vendor (from the AP Vendors form) that is supplying the merchandise on this purchase order. If you do not know the vendor number, you can enter the vendor’s sort name to display the appropriate vendor number.

You can change vendors on existing POs even after having applied invoices. This is to accommodate instances where your original supplier had to be replaced by another vendor.

Note: If you enter a non-compliant vendor, the header displays a red warning in the header section of the form.

PO Pending Purchase Orders

Prevent Auto Close

Prevent Auto Close check box on the Info tab header of the PO Pending Purchase Order form.

Select this check box to prevent the purchase order from auto-closing on final invoice. Related Topics:

Description

Enter a description of the purchase order. The description can be up to 60 characters long.

PO Pending Purchase Orders

Expected Date

Enter the date that this order is expected to arrive.

PO Pending Purchase Orders

JC Co #

Specify the Job Cost company to which this PO should be posted. This company is used in conjunction with the specified job to default a shipping address (defined in JC Jobs) for this purchase order. The default ship address may be overridden by entering a Ship Location.

PO Pending Purchase Orders

Job

Enter the Job for this PO. This job is used as the default job for Job PO items and to default a shipping address for the purchase order. It is not required in the header, and items may be entered to other jobs or no job.

Note: If you enter a soft- or hard-closed job, the status displays in red above the tab page. Record will only be saved if you allow posting to soft- or hard-closed jobs (flags in JC Company Parameters).

PO Pending Purchase Orders

IN Co #

Enter the Inventory company where the PO should be posted. This company is used in conjunction with the location to default a shipping address (defined in IN Locations) for this purchase order. The default shipping address may be overridden by entering a Ship Location.

PO Pending Purchase Orders

Location

Enter an IN module location for this PO or press F4 to select it from a list. Inventory module locations are created using IN Locations .

This location is used as the default location for Inventory type PO items and it will default a shipping address for the purchase order.

Note: This field is not required and can be entered on PO items using the Location field on the Info tab in the lower portion of the form when creating Inventory type PO items.

PO Pending Purchase Orders

Order Date

Enter the date that this order was placed. This field defaults to the current date.

PO Pending Purchase Orders

Ordered By

Enter the name (or initials) of the person that placed the order.

PO Pending Purchase Orders

Hold Code

Enter the hold code for this purchase order or press F4 to select from a list of valid hold codes (defined in HQ Hold Codes). Entering a hold code here automatically places AP transactions posted to this purchase order on payment hold.

Note: You cannot select a hold code set up for 'Retainage' in AP Company Parameters.

PO Pending Purchase Orders

Pay Terms

Press F4 to select the payment terms for the vendor/purchase order from a list, or accept the default pay terms assigned to this vendor using AP Vendors .

PO Pending Purchase Orders

Compliance Group

Enter the compliance group (set up in HQ Compliance Groups ) for this purchase order or press F4 to select from a list of valid compliance groups. The compliance group is used to initialize compliance codes for this purchase order in PO Compliance Tracking. If you leave this field blank, compliance codes will need to be entered manually.

Note: If you change the compliance group for this purchase order after initialization has occurred, all compliance codes not already on the purchase order will be added when re-initialized.

PO Pending Purchase Orders

Ship Location

Enter the shipping location or press F4 to select it from a list of valid shipping locations (defined in PO Shipping Locations ) ) .

The shipping location defines the default “Ship To” address, which will print on the Purchase Order Form, and overrides the job’s shipping address. You may override the address on the Shipping tab. If the job address is the shipping address, no ship location is needed.

Note: If a tax code is assigned to the ship location using PO Shipping Locations, it will be used as the tax code default for all non-job lines, and will override the standard tax code defaults assigned by vendor using AP Vendors or location using IN Locations .

PO Pending Purchase Orders

Address

Initially defaults the shipping address from either JC Jobs for the selected job, IN Locations for the specified IN location, or the shipping address specified for the Ship Location entered on the PO Header. May be overridden.

  • The address specified here will print in the Ship To section when printing the Purchase Order Form.

  • If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

PO Pending Purchase Orders

Additional Address

Enter the additional address information for this shipping location, up to 60 characters (e.g. Bldg 1, Suite 250). Initially defaults the additional shipping address from either the JC Jobs for the selected job, or the shipping address specified for the Ship Location entered on the PO Header; may be overridden (up to 60 characters).

  • The address specified here will print in the "Ship To" section when printing the Purchase Order Form.

  • If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

PO Pending Purchase Orders

City

Specify the city for this 'ship to' address, or accept the default.

Note: If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup .

PO Pending Purchase Orders

State

Enter a valid state or press F4 to select one from a list. States are set up using HQ States .

The system validates the state based on the Default Country specified in HQ Company Setup for the active company. If not valid, an error displays, but entry is allowed. You must then enter a valid country for this state in the Country field.

Note: If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

PO Pending Purchase Orders

Zip Code

Specify the zip code, up to 10 characters, for this 'ship to' address, or accept the default.

Note: If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

PO Pending Purchase Orders

Country

Enter a 2-character country code or press F4 to select a country from a list. This field is required when the address is outside the default country set up using HQ Company Setup .

Tip: If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.
Note: The selected country must be valid for the selected state (e.g. state, province, territory, etc.), which is defined using HQ States .

PO Pending Purchase Orders

Shipping Instructions

Specify the shipping instructions for this purchase order, up to 30 characters. These instructions will print on the Purchase Order Form.

PO Pending Purchase Orders

Attention

Use this field to add attention information to the ship to address - for example "Deb in Receiving". This information will display on the standard PO Purchase Order Form report.

PO Pending Purchase Orders

PO Address Seq#

Use this field to override the vendor's standard purchasing address.

Specify the address sequence to use for this transaction. Must be a valid address sequence (defined for the vendor in AP Additional Addresses) with an address type of 'Purchase Order' or 'Both'. This address sequence will identify the address to use when printing the purchase order.

Note: If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

PO Pending Purchase Orders

Payment Address Seq#

Use this field to override the vendor's standard payment address.

Specify the address sequence to use for this transaction. Must be a valid address sequence (defined for the vendor in AP Additional Addresses) with an address type of 'Payment' or 'Both'. This address sequence will identify the address to use when entering AP invoices referencing this purchase order (in AP Transaction Entry, AP Recurring Invoices, or AP Unapproved Invoice Entry).

  • The system will use this address sequence only if an override address or address sequence is not specified in the invoice header and it is the first PO line for the invoice.

  • If you have Internet access, you can click the Map button for direct access to the default map site for your login (as defined in User Options, Main Menu). Map will default the approximate location of the specified country and address. If a country is not specified, attempts to locate address based on Default Country specified in HQ Company Setup.

PO Pending Purchase Orders

Notes

Enter any notes about the pending purchase order. You can also enter notes about specific pending purchase order items using the Notes tab in the lower portion of the form.

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.

PO Pending Purchase Orders

Item #

Use this field to create a new PO item or select an existing one.

PO Pending Purchase Orders

Item Type

Select the type of PO item that you would like to create. The data required for the purchase order item will differ slightly depending on the type selected.

Note: This field differs from the Item Type field on the PO Purchase Order form because it does not include an SM Work Order option. The SM module is currently not integrated with the Process Workflows feature.

Line Type

Specific Fields

1-Job

JC Co, Job, Phase, CT

2-Inventory

IN Co, Loc

3-Expense

4-Equipment

EM Co, Equip, Comp Type, Component, Cost Code, CT

5-EM Work Order

EM Co, WO, WO Item, Cost Code, CT

Overview of PO item types

PO Pending Purchase Orders

JC Co/IN Co/EM Co

Depending on the type of purchase order, this field will prompt for JC Co (Job PO), IN Co (Inv PO), or EM Co (Equip & Work Order PO’s).

Specify the company to which this purchase order item should be posted.

PO Pending Purchase Orders

Job

Initially defaults the job code specified in the purchase order header. Accept the default, or specify the job for which you are purchasing the specified material.

Note: If you enter a soft- or hard-closed job, the status displays in red below the job description. (Job status will also display as the job description.) Record will only be saved if you allow posting to soft- or hard-closed jobs (flags in JC Company Parameters).

PO Pending Purchase Orders

Component Type

Press F4 to select a component type for the equipment from a list.

Component types are created and maintained using the EM Component Types form.

PO Pending Purchase Orders

Component

If you entered a component type in the previous field, this field will default the first component of this type for the indicated equipment (as defined in EM Equipment). May be overridden, but must be a valid component for this equipment.

PO Pending Purchase Orders

Cost Code

Press F4 to select a cost code that the equipment order item applies to from a list.

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

If this is an Equipment line, and you entered a component for this equipment (previous field), this field defaults the cost code assigned to the component’s type in EM Component Types. May be overridden.

PO Pending Purchase Orders

Phase

Specify the phase to which this job purchase order item applies. Initially defaults the material phase assigned to this line's specified material (in HQ Materials). If no material phase specified for the material, defaults as null. May be overridden.

Note: If the 'Lock Phase' option in JC Jobs is in use, this phase must be set up for this job in JC Job Phases. If the 'Lock Phases' option is not in use, must be a valid phase from JC Phases.

PO Pending Purchase Orders

Cost Type (CT)

Enter the equipment cost type that the Equipment or Work Order item applies to or press F4 to select it from a list.

Equipment cost types are created and maintained using the EM Cost Types form.

PO Pending Purchase Orders

Cost Type (CT)

Enter the JC cost type the job purchase order applies to or press F4 to select one from a list.

This field initially defaults the material cost type assigned to this line's specified material (in HQ Materials). If no material cost type specified for the material, defaults as null. May be overridden.

Note: If the Phases on this job are locked box is checked in JC Jobs, the cost type specified here must be set up for the specified phase in JC Job Phases. If the Phases on this job are locked box is not checked, you must specify a valid cost type for the phase in JC Phases.

PO Pending Purchase Orders

Equipment

Press F4 to select the equipment that you are purchasing.

Equipment is created and maintained using EM Equipment . You can open this form by pressing F5 in this field.

PO Pending Purchase Orders

Location

Enter the inventory location from where you are purchasing the specified material or press F4 for a list of valid IN locations.

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

Materials are assigned to locations using IN Location Materials .

PO Pending Purchase Orders

Material

Enter the material being ordered on this PO. You can enter any material, valid or non-valid unless entering an Inventory line, in which case the material must be a valid material set up for the location in IN Location Materials.

If you specify a non-valid material, material description defaults as 'Not in material file' and unit of measure defaults as EA.

If you specify a valid material (set up in HQ Materials), the description, unit of measure, and unit cost will default from HQ Materials .

If the material exists in PO Vendor Materials for the specified vendor/material group/material, the description, unit of measure, and unit cost will default from PO Vendor Materials.

Equipment Lines

If the material number exists in EM Equipment Parts, the description and unit of measure will default from EM Equipment Parts, but the unit cost will default from HQ Materials.

If the material number also exists in PO Vendor Materials, the description and unit of measure will default from EM Equipment Parts, but the unit cost will default from PO Vendor Materials.

EM Work Order Lines

If the material number exists in EM Work Order Parts or EM Equipment Parts, the description and unit of measure will default from EM Work Order Parts or EM Equipment Parts, respectively; however, the unit cost will default from HQ Materials.

If the material number also exists in PO Vendor Materials, the description and unit of measure will default from EM Work Order Parts or EM Equipment Parts, but the unit cost will default from PO Vendor Materials.

Note: If notes exist for this material in HQ Materials, you can add them to the notes for the purchase order item by clicking the Copy Notes button (to the right of the tax fields). Material notes will be appended to any existing PO item notes. If no notes exist for the material, the Copy Notes button will be disabled.

PO Pending Purchase Orders

Receiving

Check this box if you will be receiving this item in the PO module. Click here for an overview on receiving POs in the PO module.

Do not check this box if you will be using AP Transaction Entry to receive this item. Received and Backordered quantities are updated as Invoiced.

PO Pending Purchase Orders

Vendor Matl

Enter the vendor’s identification number for this material, if applicable. Press F4 for a list of vendor material numbers.

Note: When using the F4 lookup, sort by the HQMT Material column. This enables the standard and substitute vendor materials to be grouped together for selection.

If a material exists in PO Vendor Materials for the specified vendor/material group/material, and the vendor material UM is equal to the HQ materials purchase UM, it will default the Vendor’s Material ID number. If the vendor material UM does not equal the HQ purchase UM, it will default the Vendor’s Material ID from the lowest UM (in PO Vendor Materials) for the vendor/material group/material.

Equipment Lines

If you specify a material number that exists in PO Vendor Materials, but that material number also exists in EM Equipment Parts (EMEP), it will pull the description and UM from EMEP, and the vendor material number will not default.

EM Work Order Lines

If you specify a material number that exists in PO Vendor Materials, but that material number also exists in EM Work Order Parts (EMWP) or EM Equipment Parts (EMEP), it will pull the description and UM from EMWP or EMEP, respectively, and the vendor material number will not default.

Note: Because the vendor’s material ID# is used as a cross-reference to the HQ material, you can enter this number if you do not know the HQ material number, and the HQ material number will be provided. This feature is only applicable to materials set up in PO Vendor Materials.

You can also enter the vendor material ID# for any substitute materials that may have been set up for the HQ material in PO Vendor Materials, and have the HQ material number provided.

Vendor material numbers are not validated.

PO Pending Purchase Orders

Work Order

Specify the work order (as set up in EM Work Orders) for which you are purchasing the specified material.

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

PO Pending Purchase Orders

Item

Indicate the work order item (as set up in EM Work Orders) to which this purchase order item applies.

This field only displays only when line type is 5-EM Work Order.

PO Pending Purchase Orders

Description

Enter a description for this purchase order item. The description can be up to 60 characters long.

If you enter a material in the Material field, this field defaults the material's description from HQ Materials. If you enter a non-valid material (not applicable for Inventory lines), this field defaults as 'Not in material file'. If you do not specify a material (not applicable for Inventory lines), this field defaults as null.

Other factors (line type and material chosen) will affect how this field defaults. The following discusses the default settings for each line type.

Job, Inventory, Expense, and SM Work Order Lines

The default settings for job, inventory, and expense lines follow this hierarchy.

  • If you entered a valid vendor material in the Vendor Matl field, this field defaults from the Description field in PO Vendor Materials.

  • If you entered a valid vendor material in the Vendor Matl field and the vendor material UM does not equal the Purchase UM in HQ Materials, this field will default the description from the lowest UM record for the vendor/material group/material in PO Vendor Materials.

Equipment Lines

The default settings for equipment lines follow this hierarchy.

  • If you entered a valid vendor material in the Vendor Matl field, this field defaults from the Description field in PO Vendor Materials.

  • If you entered a valid vendor material in the Vendor Matl field and the vendor material UM does not equal the Purchase UM in HQ Materials, this field will default the description from the lowest UM record for the vendor/material group/material in PO Vendor Materials.

  • If the specified material (Material field) exists in EM Equipment Parts (EMEP) for the equipment, this field defaults from the Description field in EMEP.

EM Work Order Lines

The default settings for work order lines follow this hierarchy.

  • If you entered a valid vendor material in the Vendor Matl field, this field defaults from the Description field in PO Vendor Materials.

  • If you entered a valid vendor material in the Vendor Matl field and the vendor material UM does not equal the Purchase UM in HQ Materials, this field will default the description from the lowest UM record for the vendor/material group/material in PO Vendor Materials.

  • If the specified material exists in EM Work Order Parts (EMWP) or EM Equipment Parts (EMEP), defaults the description from EMWP or EMEP, respectively.

PO Pending Purchase Orders

GL Co

This field is only enabled when 3-Expense is selected in the Type field.

Enter the GL company for this purchase order item. Must be a valid GL company (set up in GL Company Parameters).

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 Work Order - Defaults the GL company assigned to the SM company in SM Company Parameters.

PO Pending Purchase Orders

GL Account

Enter the GL account to charge for this purchase order item. The system uses this account as the default account in AP Transaction Entry; GL updates do not occur from the PO module.

The defaults for this field depend on the line type:

  • 1-Job – Defaults from the JC Department file, based on phase or cost type. You can override this default if you checked the Allow GL Account Override when Posting Costs box in JC 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.

  • 2-Inventory – For this type, this field defaults from the Inventory Location file. You can override this default if you checked the Allow GL Account Overrides box in IN 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.

  • 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.

PO Pending Purchase Orders

Required Date

Enter the date that this item is required.

This field will default to the value entered in the Expected Date field on the Info tab in the upper portion of the form.

PO Pending Purchase Orders

Pay Category

Initially defaults a pay category as follows:

  • 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.)

PO Pending Purchase Orders

Pay Type

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

Enter the pay type for this purchase order item or accept the default. Default is determined as follows:

  • 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.

PO Pending Purchase Orders

UM

Enter a valid unit of measure for this purchase order item.

If a material is entered:

If you selected a valid material in the Material field, this field defaults the purchase unit of measure from HQ Materials . If you specified a non-valid material (not applicable for Inventory lines), defaults as EA.

Other factors (line type and material chosen) will affect how this field defaults. The following discusses the default settings for each line type.

  • Job, Inventory, Expense, and SM Work Order - If overrides exist for the specified material/vendor in PO Vendor Materials (POVM), defaults the vendor material UM matching the Purchase UM in HQ Material; if no match is found, it will default the lowest UM for the vendor/material group/material.

  • Equipment Lines - If the specified material exists in EM Equipment Parts for the equipment, this field defaults the UM from EM Equipment Parts if it matches the Purchase UM in HQ Materials; otherwise, default will be the HQ Materials Purchase UM.

    If you specified a vendor material that does not also exist in EM Equipment Parts, defaults the vendor material UM if it matches the Purchase UM in HQ Materials; otherwise, defaults the lowest UM (in PO Vendor Materials) for the vendor/material group/material.

    If material does not exist in EM Equipment Parts or PO Vendor Materials, defaults the Purchase UM from HQ Materials.

  • EM Work Order Lines - If the specified material exists in EM Work Order Parts for the work order, this field will default the UM from EM Equipment Parts, regardless of whether it matches the Purchase UM in HQ Materials.

    If the specified material exists in EM Equipment Parts and does not also exist in EM Work Order Parts for the work order, it will default the UM from EM Equipment Parts if it matches the HQ Materials Purchase UM; otherwise, it will default the Purchase UM from HQ Materials.

    If you specified a vendor material that does not also exist in EM Work Order Parts and/or EM Equipment Parts, defaults the vendor material UM if it matches the Purchase UM in HQ Materials; otherwise, defaults the lowest UM (in PO Vendor Materials) for the vendor/material group/material.

    If the material does not exist in EM Work Order Parts, EM Equipment Parts, or PO Vendor Materials, will default the Purchase UM from HQ Materials.

If no material is entered:

  • Job - Defaults the UM from JC Job Phases based on the cost type entered for the PO item.

  • Inventory - Not applicable; a material must be specified for this line type.

  • Expense, SM Work Order - If the purchase order item is the first item in a new batch, defaults the UM as null. Otherwise, defaults the UM from the previous record.

  • Equipment, EM Work Order - Defaults the UM from EM Cost Codes based on the cost type entered for the PO item.

PO Pending Purchase Orders

Units

Specify the number of units ordered for this item, or leave at 0.00 if this is a blanket (standing) PO. If you modify the original units/cost for a PO (regular or standing) and it will cause the backordered units/cost to go negative (i.e. original units/cost minus the invoiced units/cost is less than 0.00), a warning is displayed; however, the entry is allowed.

Note: If the unit of measure is other than LS and you enter zero units, the total cost must be zero.

If you change a standing PO to a regular PO (i.e. modify the original units/cost), JCCD and JCCP will be updated with the total committed costs/units and remaining committed costs/units adjusted by the amount of received units/costs.

PO Pending Purchase Orders

UC - Unit Cost

Enter the unit cost for this purchase order item. The following discusses how the system defaults this value.

  • Job, Expense, Equipment, EM Work Order, SM Work Order – If the material's Purchase UM is equal to the Standard UM, defaults the standard unit cost defined in HQ Materials. If the Purchase UM is not equal to the Standard UM, defaults the unit cost defined on the Additional Units of Measure tab (in HQ Materials) for the Purchase UM.

    If pricing overrides exist in PO Category Discounts or PO Vendor Materials, defaults the unit cost as defined in the Category/Vendor Pricing section below.

    Note: If you entered a non-valid material or did not enter a material, the unit cost defaults as 0.00.
  • Inventory – Defaults the Last Unit Cost for the material from IN Location Materials, unless pricing overrides exist in PO Category Discounts or PO Vendor Materials. In which case, unit cost defaults as described below.

Category/Vendor Pricing Overrides

If you have set up vendor pricing overrides in either PO Category Discounts or PO Vendor Materials, the unit cost will default from these overrides for all line types. If a discount exists for the vendor and material category in PO Category Discounts, it will apply the discount to the standard unit price in HQ Materials to determine the default unit cost. If an override exists for the vendor/material group/material/UM in PO Vendor Materials, it will default a unit cost based on the specified Cost Option (Standard Unit Cost, Vendor's Unit Cost, Standard Book Price less discount, or Vendor's Book Price less discount). For job lines, if job overrides exist, it will default the override unit cost specified for the job (if one exists); otherwise, it will default the unit cost based on the Cost Option.

  • If the unit of measure is other than LS, and you enter a zero unit cost, the total cost must be zero. In addition, you will need to invoice the items to ensure that JCCD (Cost Detail) and POIT (PO Items) are in balance before you close the PO.

  • If overrides exist for the vendor/material in both PO Category Discounts and PO Vendor Materials, the unit cost will be pulled from PO Vendor Materials.

PO Pending Purchase Orders

ECM

Specify which quantity the unit cost represents, or accept the default.

  • E - Per each

  • C - Per Hundred

  • M - Per Thousand

PO Pending Purchase Orders

Total

If the unit of measure is LS (Lump Sum), enter the total cost for this purchase order item.

If the UM is not Lump Sum, this field defaults an amount based on Units x (Unit Cost / ECM). Accept the default total or enter the new total. If you override the default, the unit cost will be recalculated.

If you entered zero units and/or unit cost, the total cost must also be zero.

PO Pending Purchase Orders

Tax Type

Specify the tax type for this purchase order item.

  • 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: Once you specify a code in this field and a tax type in the Tax Type field, the system displays the tax amount in the Tax Rate display field. The tax amount will also display on the Purchase Order when printed, and will also show when invoicing in AP.

PO Pending Purchase Orders

Tax Code

Use this field to post taxes to the PO item. Press F4 to select a tax code from a list. Tax codes are created and maintained using the HQ Tax Codes form.

How is the default value determined?

This field defaults based on the PO item line type.

  • Job - The default is determined by the setting of the Base Tax On field in JC Jobs.

    • J-Job - The tax code defaults from JC Jobs ( Tax Code field). If no tax code is specified for the job, the default is 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 is 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 – Defaults tax code from AP Vendors. If a tax code is not specified for the vendor, default will be null.

    Note: If you enter a non-taxable material, the tax code will default as null for all line types. If you enter a non-valid material (not applicable for Inventory lines), the tax code will default as null except for Job and Expense lines, in which case, the tax code defaults as indicated above for those line types.

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 item.

  • 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 item, 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.

Use this field to post taxes to the PO item. Press F4 to select a tax code from a list. Tax codes are created and maintained using the HQ Tax Codes form.

How is the default value determined?

This field defaults based on the PO item line type.

  • Job - The default is determined by the setting of the Base Tax On field in JC Jobs.

    • J-Job - The tax code defaults from JC Jobs ( Tax Code field). If no tax code is specified for the job, the default is 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 is 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 – Defaults tax code from AP Vendors. If a tax code is not specified for the vendor, default will be null. SM Work Order — Defaults tax code as null.

    Note: If you enter a non-taxable material, the tax code will default as null for all line types. If you enter a non-valid material (not applicable for Inventory lines), the tax code will default as null except for Job and Expense lines, in which case, the tax code defaults as indicated above for those line types.

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 item.

  • 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 item, 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.

PO Pending Purchase Orders

Supplier

Enter the supplier number for this purchase order. Press F4 for a list of vendors from AP Vendors .

Note: You will only need to use this field for purchase order items where a second party, other than the vendor, is involved.

PO Pending Purchase Orders

Notes

Use this field to enter any notes about the selected pending PO item.

You can also enter notes that apply to the entire pending PO using the Notes tab in the upper portion of the form.

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.

PO Pending Purchase Orders