Field Definitions: PO Purchase Order Entry Form

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

Seq #

If this is a new batch, this field automatically defaults to New. The system assigns sequence numbers, so you must accept the default.

If this is an existing batch, you can either enter the sequence number to work on, or enter New to add a new sequence to the batch.

PO Purchase Order Entry

Action

Use this field to select the action that you are performing.

  • Add - When creating a new purchase order, the Action field is disabled and Add is selected.

  • Change - Select this option if you are changing an existing purchase order. By default this option is selected when you add a new purchase order to the batch using the PO Add Transaction to Batch form.

  • Delete - Select this option to delete a purchase order that has already been posted. You cannot delete a PO that has activity, for example if a receipt has already been posted to it.

PO Purchase Order Entry

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.
Note: You can also use the PO Pending Purchase Orders form to create POs if you use any PO workflow review/approval processes. When creating new POs in either form, the system validates that the PO # has not already been used.

Vendor

The Vendor field in the PO Purchase Order Entry form, header Info tab.

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.

Note: If you enter a non-compliant vendor, the header displays a red warning in the header section of the form
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 have received any items on the PO (via PO Receipts Entry), this field is disabled and cannot be changed.

PO Purchase Order Entry Form

Description

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

PO Purchase Order Entry

Order Date

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

PO Purchase Order Entry

Prevent Auto Close

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

Select this check box to prevent the purchase order from being auto-closed on final invoice.

Ordered By

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

PO Purchase Order Entry

Expected Date

Enter the date that this order is expected to arrive.

PO Purchase Order Entry

Status

This field indicates the current status of the purchase order. When adding a new purchase order, this field defaults to “Open”.

  • Open - Can make changes, and post receipts and invoices against a PO with this status.

  • Complete - PO is complete and no changes or posting should be allowed.

  • Closed - This status can only be assigned by closing the PO using PO Close. Committed costs/units are relieved, and inventory adjusted as needed. You cannot make changes to purchase orders flagged as “Closed.” This includes change orders.

Note: Closed PO’s may be reopened, with the exception of a job PO where the job has been closed. If you change the status of a closed PO to 'Open' (or 'Complete'), when the batch is posted, the MthClosed will be set to null, and the status updated to 0 (Open) or 1 (Complete) in the POHD (PO Header) table. If there are any records created to relieve backorder amounts on the PO, the status cannot be changed.

PO Purchase Order Entry

SM Co #

SM Co # field on the Info tab of the PO Purchase Order Entry form.

Enter the SM Company, or press F4 for the SM Company Lookup from which to select a company.

Work Order

Work Order field on the Info tab of the PO Purchase Order Entry form.

Enter the work order, or press F4 for the SM Work Order Lookup from which to select a work order.

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 Purchase Order Entry

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 Purchase Order Entry

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 Purchase Order Entry

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 Purchase Order Entry

Ship Location

Enter the shipping location or press F4 to select it from a list of valid shipping locations (defined in PO Shipping Locations ) ).
Note: If this is an SM-related purchase order, this field defaults the Ship Location specified in SM Purchase Order Entry.

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 Purchase Order Entry

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 Purchase Order Entry

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 Purchase Order Entry

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 Purchase Order Entry

Address

Initially defaults the shipping address from:
  • the JC Jobs for the selected job

  • IN Locations for the specified IN Location

  • the shipping address specified for the Ship Location on the PO Header

  • the shipping address entered on the Shipping tab in SM Purchase Order Entry (SM-related purchase orders only)

You may override the address if needed (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 Purchase Order Entry Form

Attention

Enter the attention information for this shipping location, up to 60 characters. For example, "Shipping Department".

If this is an SM-related purchase order that was entered in SM Purchase Order Entry, this field defaults the attention information from the Shipping tab in SM Purchase Order Entry.

PO Purchase Order Entry Form

City

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

If this is an SM-related purchase order that was entered in SM Purchase Order Entry, this field defaults the city from the Shipping tab in SM Purchase Order Entry.

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 Purchase Order Entry Form

State

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

If this is an SM-related purchase order that was entered in SM Purchase Order Entry, this field defaults the state from the Shipping tab in SM Purchase Order Entry.

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 Purchase Order Entry Form

Zip Code

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

If this is an SM-related purchase order that was entered in SM Purchase Order Entry, this field defaults the zip code from the Shipping tab in SM Purchase Order Entry.

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 Purchase Order Entry Form

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 .

If this is an SM-related purchase order that was entered in SM Purchase Order Entry, this field defaults the country from the Shipping tab in SM Purchase Order Entry.

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 Purchase Order Entry Form

Add'l 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:
  • the JC Jobs for the selected job

  • the shipping address specified for the Ship Location on the PO Header

  • the shipping address entered on the Shipping tab in SM Purchase Order Entry (SM-related purchase orders only)

You may override the address if needed (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 Purchase Order Entry Form

Shipping Instructions

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

If this is an SM-related purchase order that was entered in SM Purchase Order Entry, this field defaults the shipping instructions from the Shipping tab in SM Purchase Order Entry.

PO Purchase Order Entry Form

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 Purchase Order Entry

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 Purchase Order Entry

Item #

Enter a line number for this purchase order item (max 32,767).

Note: If you are working with an existing purchase order item, you can use the Costs tab (display only) to review the current costs, invoiced amounts, and remaining amounts associated with the item.

PO Purchase Order Entry

Action

Use this field to select the action that you are performing.

  • Add - When creating a new purchase order, the Action field is disabled and Add is selected.

  • Change - Select this option if you are changing an existing purchase order. By default this option is selected when you add a new purchase order to the batch using the PO Add Transaction to Batch form.

  • Delete - Select this option to delete a purchase order that has already been posted. You cannot delete a PO that has activity, for example if a receipt has already been posted to it.

PO Purchase Order Entry

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.

Line Type

When to Use

Specific Fields

1-Job

Use this type to order materials for jobs. Multiple jobs may be on the same PO and do not have to match the job specified in the header. Job items interface with the JC module to update committed costs and units to specific job/phase/cost type combinations.

More Info

PO items for job purchases interface directly with the JC module to update committed costs and units on specific job/phase/cost type combinations. Actual costs are updated through the processing of an invoice against the Purchase Order.

There are three committed cost fields updated to the JCCP (Costs by Period) and JCCD (Cost Detail) file in JC for units and cost: Total Committed, Remaining Committed, and Received Not Invoiced.

Both Total and Remaining Committed costs are updated by:

  • the addition of a purchase order or changes to the original amounts of a purchase order in PO Purchase Order Entry,

  • change orders processed in PO Change Order Entry, and

  • changes to the backorder quantities in PO Change Order Entry or PO Receipts Entry.

    These updates include tax and freight charges. The Remaining Committed quantities and cost are changed at the time the AP invoice is entered against the PO in AP Transaction Entry.

    Note: When you add an item to a PO, the system sends the tax rate amount to the committed cost fields. If the tax rate amount changes, the system will not update the committed cost amounts. When relieving committed costs through AP, the system will relieve the original tax rate amount from the committed cost, but will use the current tax rate on the AP invoice.

    The Received Not Invoiced fields are updated if the PO is set up to track receipts, and the receipt has been posted in PO Receipts Entry. These are then reversed when the invoice is entered against the purchase order in AP Transaction Entry and the Remaining Committed is updated. The Received not Invoiced fields are not used if the PO has not been set up to track receipts.

    The actual calculations are as follows:

    Total Committed Costs = [Received Units + Backordered Units] ´ Current Unit Cost/ECM

    Remaining Committed Cost = [Received Units + Backordered Units – Invoiced Units] ´ Current Unit Cost/ECM

    The Received Not Invoiced fields in JC is updated when goods are received using the PO Receipts Entry form, but are not yet invoiced in AP Transaction Entry. This field will not be updated if you are not using PO Receipts Entry to post shipments received. If used, the calculation for Received Not Invoiced Cost is:

    Received Not Invoiced Cost = [Received Units – Invoiced Units] ´ Current Unit Cost/ECM

    Updating Units

    Total Committed, Remaining Committed, and Received Not Invoiced units are also accumulated in JC if the unit of measure is compatible. This means that if the purchase and job units of measure are the same, or a conversion can be made based on the standard unit of measure and the purchase unit of measure in the material file, the units in the file will be updated. (This does not apply to lump sum units, which are not updated.)

    Actual Costs/Units

    Actual costs and units amounts are updated through AP each time a batch is posted.

JC Co, Job, Phase, CT

2-Inventory

If you have the Inventory module, use this type to purchase items that you stock in your inventory. This type of PO interfaces with the IN module to automatically track items on order and those that have been received but not yet posted as payable in AP.

The system will also display On Hand and On Order fields below the Vendor Matl field. These display-only fields show the on-hand and on-order amounts for the specified location/material.

More Info

The Inventory system tracks quantities on order as well as in stock. Specifically, the INLT (IN Locations Total) file in Inventory tracks three quantities updated by purchases in the PO system: On Order, Received not Invoiced, and Invoiced Stock.

On Order

The On Order quantity is updated by

  • the addition of the purchase order in PO Purchase Order Entry,

  • revisions made to either the Original or Remaining quantities in PO Purchase Order Entry, and

  • by changing the Backorder quantity in PO Receipts Entry.

    If the PO is set up to track receipts, then the receipt reduces the On Order quantity. If it is not set up for receipt tracking, then the invoice posting in AP Transaction Entry reduces it.

Received not Invoiced

The Received not Invoiced quantity is updated if the PO was set up to track receipts, and the receipt is entered in PO Receipts Entry. The quantity is reversed when the invoice is entered in AP Transaction Entry. This field is not updated if you are not tracking receipts for the purchase order.

Invoiced Stock

Invoiced Stock is updated when the invoice is entered in AP Transaction Entry. This quantity, plus the Received not Invoiced quantity, updates the On Hand quantity in Inventory.

IN Co, Loc

3-Expense

Use this type of PO for ordering goods to be expensed for your company - for example office supplies and office machines. If you are using the EM module, you should use this type for actual equipment purchases. This type of purchase order only interfaces with AP and GL, and does not generate any committed costs.

4-Equipment

Use this type to purchase items for use with equipment (such as oil, fuel, etc.). Items that fall in this category are typically operating costs such as parts and repair costs. Assigning cost types and cost codes (EM) 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.

If you checked the Display last used date for parts in AP/PO/EM box in EM Company Parameters, the screen displays the last used date of the part specified for the PO item (in the informational display above the Item tabs).

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

5-EM Work Order

This type of PO is used to 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.

If you checked the Display last used date for parts in AP/PO/EM box in EM Company Parameters, the screen displays the last used date of the part specified for the PO item (in the informational display above the Item tabs).

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

6-SM Work Order

Use this type of PO to purchase the material needed to complete service work orders (i.e., work orders set up in Service Management). Entries of this type will generate a work completed purchase line (in SM Work Orders, Work Completed tab), and update the Purchase Orders grid (in SM Work Orders).

You can also enter purchase orders for SM work orders in SM Purchase Order Entry. For more information, see SM Purchase Order Entry.

More Info

You cannot edit purchase order information from a work completed purchase line; edits must be made directly to the purchase order item via PO Purchase Order Entry or SM Purchase Order Entry, or to the PO item line in PO Item Distribution. Changes will be updated to the related work completed purchase line.

Note: If the work order is for a job, the system will display additional fields of Phase and JC Cost Type . The Phase field is display only, but entry is required in the JC Cost Type field. The system uses the phase and cost type to post costs to the job when the purchase order is invoiced in AP Transaction Entry.

SM Co, SM Work Order, SM Scope

Job work orders also include Phase (display only) and JC Cost Type

Why is this field disabled?

This field is disabled if there has been activity posted on the PO item - for example if a receipt has already been posted to it.

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.

Why is this field disabled?

This field is disabled if there has been activity posted on the PO item - for example if a receipt has already been posted to it.

PO Purchase Order Entry

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 Purchase Order Entry

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 Purchase Order Entry

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 Purchase Order Entry

Ticket

The Ticket field on the PO Purchase Order Entry form, Items section, Info tab.

This field only displays for lines with a Type of 1-Job.

Enter the field ticket number for this purchase order item or press F4 to select from a list of valid open field tickets for the specified job/contract.

Note: Costs associated with approved field tickets only impact T&M billings; therefore, assigning field tickets to job lines is only useful if the job's contract/contract item has a bill type of T&M or Both.

For more information about field tickets, see JC Field Ticket Form.

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 Purchase Order Entry

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.

Why is this field disabled?

This field is disabled if there has been activity posted on the PO item - for example if a receipt has already been posted to it.

PO Purchase Order Entry

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.

Why is this field disabled?

This field is disabled if there has been activity posted on the PO item - for example if a receipt has already been posted to it.

PO Purchase Order Entry

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.

Why is this field disabled?

This field is disabled if there has been activity posted on the PO item - for example if a receipt has already been posted to it.

PO Purchase Order Entry

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 Purchase Order Entry

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 Purchase Order Entry

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.

Why is this field disabled?

This field is disabled if there has been activity posted on the PO item - for example if a receipt has already been posted to it.

PO Purchase Order Entry

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.

Why is this field disabled?

This field is disabled if there has been activity posted on the PO item - for example if a receipt has already been posted to it.

PO Purchase Order Entry

SM Co

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

Enter the SM company to which this purchase order item applies. This will be the SM company in which the SM work order was set up. Press F4 for a list of valid SM companies.

PO Purchase Order Entry

SM Work Order

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

Enter the SM work order to which this purchase order item applies (i.e., the work order for which the material was, or is being, purchased). Press F4 for a list of valid work orders for the specified SM company.

Note: 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).

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

PO Purchase Order Entry

SM Scope Seq

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

Enter the work order scope to which this purchase order item applies (i.e. the scope for which the material was, or is being, purchased). Press F4 for a list of valid scopes for the specified work order.

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.
Note: If this is an existing line in an open batch and the scope is closed prior to processing the batch, you will be unable to post the batch until you either reopen the scope or change to an open scope.

PO Purchase Order Entry

SM Cost Type

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

Enter the SM cost type for this 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).

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.

Phase

This field only displays if the line type is 6-SM Work Order and you specified a job-related SM work order.

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

Required.

Enter the phase (from JC Job Phases) to which this purchase order item applies.

Note: The system will also enable this field if the work order scope phase does not match the PO item phase. This condition will only occur if you assign a phase to the work order scope after you enter the PO Item or if you change the phase on the work order scope and it differs from the PO item phase.Locked Phases vs. Non-Locked Phases

If the job specified for the work order is locked (i.e. the Phases on this job are locked box is checked in JC Jobs), the phase entered here must be set up for the job in JC Job Phases. If the phase is not set up for the job, you can press F5 from this field to access JC Job Phases. Once you add the phase and exit JC Job Phases, you can specify the phase here.

If the job is not locked (i.e. the Phases on this job are locked box is not checked in JC Jobs), you can enter any phase from JC Job Phases or JC Phases, or any phase that matches the valid part of phase defined in JC Company Parameters.

For example, say the Number of valid characters in Phase code field is set to 8 (in JC Company Parameters). The JC Phases contains phases 03110-120 and 03110-140-. If you enter phase 03110-120-100, the system will allow it since the first 8 characters (bolded) match the first 8 characters of phase 03110-120-. However, if you enter phase 03110-130-, it will not be allowed, since the first 8 characters do not match any phase in JC Phases.

PO Purchase Order Entry

JC Cost Type

This field only displays if the line type is 6-SM Work Order and you specified a job-related SM work order.

Enter the JC cost type (from JC Cost Types) for this purchase order item. Initially defaults as follows:

  • If you specified an SM Cost Type for the purchase order item, this field defaults the JC Cost Type assigned to the SM Cost Type (in SM Cost Types).

  • If a JC Cost Type is not specified for the SM Cost Type or you did not enter an SM Cost Type, this field defaults the Matl CT from HQ Materials for the material specified on the purchase order.

  • If no Matl CT is specified for the material, this field defaults as blank.

    Note: The system will assign this cost type to the work completed purchase line generated (during the batch process) for this PO item. Edits to this cost type can only be made at the PO item level; they cannot be made at the work completed purchase line level.Locked Phases vs. Non-Locked Phases

    If the job specified for the work order is locked (i.e. the Phases on this job are locked box is checked in JC Jobs), the cost type specified here must be set up for the job/phase in JC Job Phases. If the cost type is not set up for the job phase, you can add it by pressing F5 from this field to access JC Job Phases. Once you exit JC Job Phases, you can enter the cost type here.

    If the job is not locked (i.e. the Phases on this job are locked box is not checked in JC Jobs), you can use any cost type defined for the phase in JC Job Phases or JC Phases.

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.
Note: This field will be disabled once you distribute the PO item (in PO Item Distribution), receive the item (in PO Receipts Entry), or invoice the item (in AP Transaction Entry).

PO Purchase Order Entry

Vendor Material Number

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 Purchase Order Entry

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 Purchase Order Entry

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 Purchase Order Entry

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.

    Why is this field disabled?

    This field is disabled if there has been activity posted on the PO item - for example if a receipt has already been posted to it.

PO Purchase Order Entry

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.

      Why is this field disabled?

      This field is disabled if there has been activity posted on the PO item - for example if a receipt has already been posted to it.

PO Purchase Order Entry

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 Purchase Order Entry

Pay Category

This field is enabled only if using pay categories (flag in AP Company Parameters) and allowing entry of pay types with purchase orders (flag in PO Company Parameters).

Specify a valid pay category for this purchase order item. The pay category specified here, along with the line type (Type field), will determine the default pay type.

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.)

May be left blank or overridden with any valid pay category.

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.

PO Purchase Order Entry

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 Purchase Order Entry

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.

    Note: This field will be disabled once you distribute the PO item (in PO Item Distribution), receive the PO item (in PO Receipts Entry), or invoice the item (in AP Transaction Entry).

PO Purchase Order Entry

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.

Note: This field is disabled when any of the following conditions exist:
  • The UM for the purchase order item is LS (Lump Sum)

  • When the purchase order item has been distributed (via PO Item Distribution)

  • When a change order has been applied against the purchase order item (in PO Change Order Entry)

PO Purchase Order Entry

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.

    Note: This field is disabled if any of the following conditions exist:
  • The UM for the purchase order item is LS (Lump Sum)

  • You distribute the purchase order item in PO Item Distribution

  • The total costs are not equal

  • You receive the purchase order item in PO Receipts Entry

  • You invoice the purchase order item in AP Transaction Entry

  • You selected to "Initialize Receipt Expenses" in PO Company Parameters

PO Purchase Order Entry

ECM

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

  • E - Per each

  • C - Per Hundred

  • M - Per Thousand

PO Purchase Order Entry

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.

Note: This field is disabled if any of the following conditions exist:
  • The UM for the purchase order item is not LS (Lump Sum)

  • You distribute the purchase order item in PO Item Distribution

  • You selected to "Initialize Receipt Expenses" in PO Company Parameters

PO Purchase Order Entry

Tax Type

The Tax Type field on the PO Purchase Order Entry form, Info tab in Items section.

Entry in this field is required if entering a tax code.

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.

Once you specify a Tax Type and Tax Code, the system displays the tax rate in the Tax Rate display field, but does not display the tax amount. However, the tax amount does display on the Purchase Order when printed, and also displays when invoicing the purchase order in AP Transaction Entry.

This field is disabled if there has been activity posted on the PO item - for example if a receipt has already been posted to it.

Note: When generating work completed purchase lines from PO Purchase Order Entry, 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 is for a material or non-material item. For detailed information, see About Tax Calculations for Work Completed.Why is this field disabled?

PO Purchase Order Entry

Tax Code

The Tax Code field on the PO Purchase Order Entry form, Info tab in the Items section.

Entry in this field requires that you first enter a Tax Type.

Enter the tax code to use for this purchase order item or press F4 to select from a list of valid tax codes. Tax code must be valid for the specified tax type. For example, if you enter a tax type of Sales or Use, you cannot enter a VAT tax code. If you enter a tax code that is not valid for the tax type, the system displays a warning and you must change the tax code before you can save the record.

This field defaults as follows:

  • Job Lines - 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 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 Lines — Defaults tax code from IN Locations.

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

  • SM Work Order Lines — Defaults the tax code as follows:
    • If the Tax Type is 1-Sales or 3-VAT, this field defaults from the Tax Code field in SM Service Centers or SM Service Sites, depending on the Tax Source option selected for the related work order scope (0-Service Center or 1-Service Site, respectively).

    • If the Tax Type is 2-Use, this field defaults from the Use Tax Code field in SM Service Centers or SM Service Sites, depending on the Tax Source option selected for the related work order scope (0-Service Center or 1-Service Site, respectively)..

    Note: When generating work completed purchase lines from PO Purchase Order Entry, 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 is for a material or non-material item. For detailed information, see About Tax Calculations for Work Completed.
  • Intercompany Invoices — Defaults the tax code as follows:
    • 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.

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.

Redirect Phase/Cost Type

If this PO item 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 validates 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 PO Item job (if a 1-Job line) or the work order job (if a 6-SM Work Order line). If the tax code specifies both a redirect phase and cost type, the phase/cost type combination must exist for the specified 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 PO item phase (job line) or the work order scope phase (SM WO line). (Note: If you have not assigned a phase to the work order scope, the cost type must exist for the PO item 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 or JC Phases for the PO Item job or the SM work order job. If the tax code specifies both a redirect phase and cost type, the phase/cost type combination must exist for the specified job in JC Job Phases or JC Phases. If the tax code specifies a redirect cost type only, the cost type must exist in JC Job Phases or JC Phases for the PO item phase (job line) or the work order scope phase (SM WO line). If you have not assigned a phase to the work order scope, the cost type must exist for the PO item phase.

    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.Why is this field disabled?

    This field is disabled if there has been activity posted on the PO item - for example if a receipt has already been posted to it.

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 Purchase Order Entry