Field Definitions: SM Purchase Order Entry Form

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

PO #

Enter a purchase order number, up to 30 characters. Initially defaults as follows:

  • If the Automatically Generate PO #'s box is checked in PO Company Parameters, this field defaults a PO number based on the Last Used PO # field in PO Company Parameters.

  • If the Automatically Generate PO #'s box is not checked in PO Company Parameters, this field defaults as null.

Note: When manually entering a purchase order number, the system will verify that the number has not been used before. If it has, a message displays indicating that the PO # already exists. You will need to enter a number that has not been used before the record can be added.

Vendor

Enter the vendor (from AP Vendors) that is supplying the merchandise on this purchase order or leave blank if you do not yet know the vendor.

  • If you know who the vendor is for this purchase order, but do not know the vendor number, you can enter the vendor's sort name and the system will default the vendor number for you.

  • 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 until you apply invoices.

Description

Enter a description of this purchase order, up to 60 characters. This description corresponds to the description in the purchase order header (in PO Purchase Order Entry).

Order Date

Enter the date that this order was placed or accept the default (today's date).

Prevent Auto Close

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

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

Expected Date

Specify the date that you expect to receive the items on this purchase order.

Ordered By

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

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.

Pay Terms

Specify the payment terms for this vendor/purchase order, or accept the default pay terms assigned to this vendor in AP Vendors.

Cmpl 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.

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 address for the specified ship location populates the address fields on the Shipping tab.

The shipping location defines the default “Ship To” address, which will print on the Purchase Order Form.

Shipping: Address

The Address fields on the SM Purchase Order Entry form, Shipping tab.

Use the following address fields to enter the shipping address for this SM purchase order. Initially defaults the address defined for the Ship Location specified on the Info tab. If no ship location is specified, these fields default as blank.
  • Address

  • Add'l Address

  • City

  • State

  • Zip Code

  • Country - Only required if the address exists outside the Default Country specified in HQ Company Parameters for the active company.

The address information entered here populates the address fields on the Shipping tab in PO Purchase Order entry, and will also print on the purchase order form.
Note: If you enter an address here and then enter a Ship Location on the Info tab, the Ship Location address overwrites the address you entered here.

Shipping: Attention

The Attention field on the SM Purchase Order Entry form, Shipping tab.

Use this field to add "attention" information to the ship to address. For example, "Joe Smith; Receiving". These instructions will populate the Attention field on the Shipping tab in PO Purchase Order, and will also print on the purchase order form.
Note: If you change the shipping address using the Ship Location field on the Info tab, the information in this field is left intact.

Shipping: Shipping Instructions

The Instructions field on the SM Purchase Order Entry form, Shipping tab.

Enter shipping instructions for this SM purchase order, up to 60 characters. These instructions will populate the Shipping Instructions field on the Shipping tab in PO Purchase Order, and will also print on the purchase order form.
Note: If you change the shipping address using the Ship Location field on the Info tab, the information in this field is left intact.

Notes

Enter any miscellaneous notes about this item. The space allowance is virtually unlimited.

Note: If you are accessing this field from a grid and you need additional space for your notes, double-click in the field to access the Grid Notes form.
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.

Spelling Check

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

Item

Enter N, New, or + to add a new purchase order item. The system will automatically assign the next available sequential number.

Scope Seq

Enter the scope for which the part is being (or has been) purchased. Must be a valid scope for the 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.

Job Work Orders

If this purchase order is for a job-related work order, once you enter the work order scope sequence, the screen displays the job and job description below the tax information. If you have already assigned a phase to the work order scope, the phase and phase description will also display.

If you have not assigned a phase to the work order scope, you will receive a message that the specified scope is missing a phase, and that you must enter a phase for the scope sequence before continuing.

  1. Click on the SM Work Orders form (you do not need to exit SM Purchase Order Entry).

  2. Assign a valid phase to the specified scope sequence and save the record.

  3. Return to the SM Purchase Order Entry form.

  4. Click Undo and then re-enter the Item and Scope Seq. The screen should now display the phase and phase description, and allow you continue entering the item information.

    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).

SM Cost Type

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.

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

Material

Enter the material (from HQ Materials) for this purchase order item. The description, unit of measure, and standard unit cost defaults from HQ Materials.

If this purchase order item is not for a material, you may leave this field blank and use the Description field to identify the purchase.

If you enter a material that exists in PO Vendor Materials for the specified vendor/material group, the description will default from PO Vendor Materials. If multiple UMs exist for the vendor material, the system will default the description from the lowest UM in PO Vendor Materials.

If you specify a non-valid material, the material description defaults as 'Not in this material file', but may be overridden. The unit of measure will default as null.

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).

Vendor Matl

Enter the vendor’s identification number for this material, if applicable. Initially defaults a value as follows:

  • If you entered a valid HQ material in the Material field and a vendor material exists for the vendor/material group/HQ material in PO Vendor Materials, this field defaults the Vendor's Matl ID from PO Vendor Materials.

If multiple entries exist for the vendor/material group/material (e.g. multiple UMs), this field will default the Vendor Matl ID from the entry matching the Purchase UM for the material in HQ Materials. If a match is not found, it will default the Vendor's Matl ID from the lowest UM (in PO Vendor Materials) for the vendor/material group/material.

  • If you entered a non-valid material in the Material field, left the Material field blank, or entered a valid material, but no vendor material exists for the HQ material in PO Vendor Materials, this field defaults as null.

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.
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).

Description

Enter a description of the purchase order item, up to 60 characters.

Initially defaults a value as follows:

  • If you entered a valid material in the Material field, defaults the material description from HQ Materials.

  • If you entered a non-valid material in the Material field, this field defaults as 'Not in this material file.'

  • If you entered a valid vendor material in the Vendor Matl field, defaults the description defined for the material in PO Vendor Materials.

  • If you did not enter a material for this purchase order item, this field defaults as null.

Receiving

Check this box if you will be receiving this item in the PO module (PO Receipts Entry or PO Initialize Receipts). Click here for an overview on receiving purchase orders 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.

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).

Req Date

Enter the date this material is required.

Pay Category

This field is only enabled if the Using Payable Category box is checked in AP Company Parameters (Pay Types/Discounts/ICR tab) and the Specify Pay Type during PO Entry box is checked in PO Company Parameters.

Enter a valid pay category (from AP Pay Category) for this purchase order item. Initially defaults the pay category as follows:

  • Defaults the pay category assigned to the current user in VA User Profile.

  • If a default pay category is not assigned to the user in VA User Profile, defaults the pay category defined in AP Company Parameters (in Payable Category Default field).

  • If no default pay category is specified for the AP company, default will be null. (In this case, the pay type for this purchase order item will default from the SM Work Order pay type defined in AP Company Parameters.

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. Initially defaults the pay type as follows:

  • If a pay category is assigned to this purchase order item, defaults the SM Work Order pay type assigned to the specified pay category.

  • If a pay category is assigned to this purchase order item, but no SM Work Order pay type is defined for the pay category, this field defaults as null.

  • If you did not enter a pay category for this purchase order item or if you are not using pay categories (i.e., the Using Payable Category box is unchecked in AP Company Parameters), this field defaults the standard SM Work Order pay type from AP Company Parameters.

If no SM Work Order pay type is specified in AP Company Parameters, this field defaults as null.

UM

Enter a valid unit of measure for this material. Initially defaults as follows:

  • If you specified a valid HQ Material, defaults the purchase unit of measure from HQ Materials.
  • If you entered a valid HQ material in the Material field and a vendor material exists for the vendor/material group/HQ material in PO Vendor Materials, this field defaults the UM from PO Vendor Materials.

If multiple entries exist for the vendor/material group/material (e.g. multiple UMs), this field will default the UM that matches the Purchase UM for the material in HQ Materials. If a match is not found for the Purchase UM, the system will default the lowest UM (in PO Vendor Materials) for the vendor/material group/material.

  • If you specified a non-valid material, defaults as null.
    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).

Units

Enter the number of units being purchased of this item or leave at 0.00 if this is a blanket (standing) PO.

  • If UM is not LS and you leave the units at 0.00 (blanket PO), the Total must also be 0.00.

  • If you modify the original units/cost for a PO (regular or standing) after units have already been received, and it will cause the backordered units/cost to go negative, a warning is displayed; however, the entry is allowed.

    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)

UC

Enter the unit cost for this PO item. Initially defaults a unit cost as follows:

  • If you entered a valid HQ material and the Purchase UM is equal to the Standard UM, defaults the standard unit cost defined in HQMT.

  • 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.

Note: If the Purchase UM is not equal to the Standard UM, but the Purchase UM is not defined on the Additional Units of Measure tab, you will receive a message that the UM is not set up for the material, and you will be unable to save the record unless you either change the UM or set up the UM on the Additional Units of Measure tab in HQ Materials.
  • If you entered a non-valid material, defaults as 0.00.

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 as follows:

  • If a discount exists for the vendor/material group/category in PO Category Discounts, it will apply the discount to the material's standard unit price in HQMT 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).

  • 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

ECM

This field is disabled if UM is LS (Lump Sum).

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

E - Per each

C - Per Hundred

M - Per Thousand

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

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

Tax Type

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

Required if specifying 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 GL.

    The system automatically defaults this option if you specified a vendor for the purchase order and a tax code is assigned to the vendor (in AP Vendors). May be overridden.

  • 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 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 GL and reduces the payment to a taxing authority through an Input Tax Credit (ITC). This tax is not directly expensed.

    This option is the default for Canadian and Australian companies (Default Country field, HQ Company Setup). Use the AP Value Added Tax Report to obtain an itemization of VAT amounts.

Note: When generating work completed purchase lines from SM 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. This field is 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)
Note: This field is 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).

Tax Code

The Tax Code field on the Info tab section of the Scope section of the SM Purchase Order Entry form.

If posting taxes to this purchase order item, specify a valid tax code (HQ Tax Codes) or accept the default. The system 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).

Redirect Phase/Cost Type

If purchase order is for a job work order, and the tax code for the purchase order line is assigned a redirect phase and/or cost type (in HQ Tax Codes), the system validates the phase and/or cost type based on the Phases on this job are locked check box in JC Jobs. Validation is as follows:
  • Phases Locked - If the Phases on this job are locked check box is selected and the tax code specifies a redirect phase only, the phase must exist in JC Job Phases for the job specified on the work order. If the tax code specifies both a redirect phase and cost type, the phase/cost type combination must exist for the job in JC Job Phases. If the tax code specifies a redirect cost type only, the cost type must exist for the work order scope phase in JC Job Phases.

  • Phases Not Locked - If the Phases on this job are locked check box is not selected and the tax code specifies a redirect phase only, the phase must exist for the job in JC Job Phases or JC Phases. If the tax code specifies both a redirect phase and cost type, the phase/cost type combination must exist for the job in JC Job Phases or JC Phases. If the tax code specifies a redirect cost type only, the cost type must exist for the work order scope phase in JC Job Phases or JC Phases.

Phase

This field only displays if this purchase order is associated with a job work order.

Display only, the phase assigned to the specified scope sequence.

JC Cost Type

Required.

This field only displays if this purchase order is associated with a job work order.

Enter the JC cost type (from JC Cost Types) for this purchase order item or press F4 to select from a list of valid cost types for the phase or job phase. The cost type specified here will default as the JC Cost Type on the work completed purchase line generated (during the batch process) for this PO item.

This field defaults as follows:

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

  • If no JC cost type is assigned to the SM cost type or you did not assign an SM cost type to the PO item, this field defaults the Matl CT assigned to the material in HQ Materials.

  • If no Matl CT is specified in HQ Materials, this field defaults as blank.

Note: Edits to this cost type must be made here; they cannot be made at the work completed purchase line level.Locked Phase vs. Non-Locked Phases
  • Phases Locked - If the Phases on this job are locked box is checked (in JC Jobs) for the job specified on the work order, you must enter a cost type that is 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.

  • Phases Not Locked - If 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.

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).

Job

This field only displays if this purchase order is associated with a job work order.

Display only, the job associated with the work order for this purchase order item.