Order Entry

Opens the Edit Purchase Order Line form, which is used to add a new line to the Purchase Order.

Opens the Edit Purchase Order Line form, which is used to make changes to the selected line.

Deletes the selected line.

Allows the user to reorder the Purchase Order lines.

Allows the user to select and delete multiple existing Purchase Order lines.

Resets the form to the default settings.

Recalculates pricing when the Pricing tab "Discount" field is entered after the Purchase Order lines. Users can set a default value to recalc PO prices on receipt.

Opens the Scan Parts form, which is used to, either manually or via a Barcode scanner, enter a Part Number and quantity to be added as lines to the order.

Opens the Edit Payment Schedule form, which allows users with proper security to modify the number of payments, first payment date, payment amounts, and deposit amount.

• Only active if the Terms selected on the order are flagged as "Multi-Payment Terms".

Generates a Purchasing "Purchase Order Summary" report, listing all Purchase Orders for the Vendor selected on the Purchase Order.

Allows the user to copy one or more lines from an existing Purchase Order, made for the same Vendor, as a base for the one being created.

If this field is selected, the system will link the newly created Purchase Order to the one being copied and insert the number of the original PO (the one being copied) into the “Link To PO” field on the Misc1 tab of the new Purchase Order.

If users prefer, this field may be set to default by following the steps below:

• Ensure the “Link To PO” box is checked.
• Click the “Settings” button on the Copy PO form.
• Click the “Add” button on the Settings form to display the Edit Saved Pre-Filter form.
• Enter a description.
• Select the appropriate value in the “Save For” field and check the “Active” and “Default” checkboxes.
• Save and Exit the Edit Saved Pre-Filter form.
• Click the “Continue” button on the Settings form to complete the process.

Using the “Link To PO” field can be useful in many situations including scenarios where customers will be creating debit memos and want to link to the original PO so that debit memos can be matched with PO's on check runs and when creating manual checks.

Opens the Link PO's form used to link multiple purchase orders to the selected single purchase order.

• The Link PO's form (detailed in the section below) is used to generate a purchase order summary report listing the purchase orders that will be linked.
• Useful is multiple scenarios, including situations where for example, one adjustment PO needs to be linked to multiple receipt POs.
• The "Link PO's To" field in Purchasing > Options determines how this button and feature will link POs.
• Added in version 17.02.006.

Displays a list of active Purchase Order User Calculations and their values. 

Click to link all the filtered POs to this purchase order.

Defaults to the Vendor indicated in the Vendor field on the General tab. The POs generated when the Continue is clicked will be filtered by this Vendor.

• If the "Restrict Link to POs to Same Vendor" field on the Vendor record is checked, this Vendor search box will be disabled.

Optional. Defaults to Purchase Order. The POs generated will be filtered to this Order Type. Options are Purchase Order, Quote, Pricing, Complaint, Requisition, and All

Option to specify a Facility that will be used when filtering POs to link.

• Defaults to the Facility specified on the purchase order.

Displays the sequential, system-generated number.

Indicates the Vendor for which this Purchase Order is being created.

• Once a Vendor is selected, the Order Defaults will populate the appropriate fields on the order being created.
• Users may be restricted to a specific Vendor, Facility, and/or Facility Group. If restrictions are set, only that record would be available to select.
• When changing Vendors, the system performs the following checks, and will make changes as follows:
  • Does the new Vendor has a default Facility? If it does, the system will populate this field with the new Facility. If it doesn't have a default Facility, the system will not reset this field, keeping the existing Facility that was in place or leaving the field blank if there was no Facility indicated.
  • Is the order type set to "Purchase Order" or "Transfer and Hold?" If yes, the system will check to see if any of the order lines have parts that require a vendor cross reference part. If none are found, the system will clear any vendor cross reference parts found on the order lines. If parts are found that require a vendor part cross reference, the system will display the following prompt: "This PO has vendor parts assigned which will be cleared if you change the Vendor. Do you want to continue?" If yes is selected, the system will display a list of the parts whose cross references are cleared. If the user tries to save the order, and the Order Type is a Purchase Order or Transfer and Hold order, they will be prompted that the order cannot be saved until the appropriate vendor cross reference parts are selected.

Indicates the Facility into which the items ordered will be received.

• Vendor Facility specific defaults which allow users to set Facility specific order defaults by Vendor. If a Facility is selected with a matching Vendor Facility record, the defaults specified on the Vendor Facility record, and not the order defaults on the Vendor record, will be used during order creation. Users may change the defaults if desired.

Indicates the Freight Type which will be used to determine charges related to shipping the materials.

Indicates the Ship Via Method with which material will be shipped.

• Facility and order type (sales or purchase order) restrictions can be defined for Ship Via Methods.

Indicates the Terms that will be used by the company to pay the Vendor for the materials.

• Example: "2% 10 N 30" implies that the purchaser will receive a 2% discount on the invoice balance if paid within 10 days.

Pick list used to determine if this order should be treated as Public or Private.

• The security setting "Purchase orders -- view private" controls a user’s ability to both create and view Purchase Orders with a "PO Type" of "Private".
• The option to mark orders as "Private" is useful in situations where certain orders, such as those dealing with monthly rent or equity payments, should only be viewed by accounting personnel.

Pick list used to select the type of order being completed. Descriptions for the available options are detailed in Purchase Order Types.

• Users can be restricted to creating certain Order Types with the exception of the "Complaint" type.

Memo field used to store notes regarding the order.

Memo field used to display the history of what has occurred on this order, including which users saved, received, invoiced, and applied payment(s).

• Orders flagged with "Invoice/Pre-Pay" will only show an Invoice Order line, even though the postings will show both receiving and invoicing. This is because the Invoicing and receiving are combined into one step. This applies to orders for either stocked and non-stocked Parts or both.

Search field used to select the Currency in which the order will be invoiced and paid.

Displays the Currency conversion rate, as defined on the Currency record, if a Currency other than USD is selected.

• This rate will be updated at the time of receiving so that when viewing the Purchase Order, the system displays the exchange rate from when the PO was received.

Displays the total cost of the Purchase Order in the Currency selected.

• Terms, such as 2% 10 N 30, are not factored into this amount.

If checked, when the order is saved, the Enter Invoice Received form will open, which is used to select invoice and date to pay dates, freight and adjustment amounts and accounts, and discounts. At this point the user has two options depending on how the pre-payment is to be processed in the system. These options are:

• Pre-Pay In Full - Fulfillment Now - The "Pre-Payment" flag will not be checked and the system immediately receives, invoices, and marks the order as paid.
• Pre-Pay Partial or Full - Fulfillment Later - The "Pre-Payment" flag will be checked and the Purchase Order is saved but is not marked as paid, even though a payment is applied (partial or full). This option allows a pre-paid or credited amount for the customer to be applied against a Purchase Order. When performing the pre-pay with fulfillment later option, the "Received", "System Invoiced", and "Vendor Invoiced" fields will be filled in automatically with the current date but have no effect and are not factored by the system.

Indicates the Ship-to Location to which the order will be shipped.

Indicates the Contact for the order.

• Any Contact that has the Vendor selected on this order set as the "Vendor" on their General tab may be selected.

Used to enter user-defined details regarding the order.

• Captions for these fields are managed via System > Maintenance > Captions.
• These fields are available to the pre-filter on the Purchasing > Receive transaction.

Search fields used to select user-defined data regarding the order.

• Captions for these fields are managed via System > Maintenance > Captions.
• The values specified in these fields are available for printing on Purchase Order reports.

Displays the total weight of the order, as defined on the Item Master Calcs tab, once an item is added. 

Displays the Job Number, based on the selected Facility, that is associated with this Purchase Order.

• Useful in situations where a Job is created for capital improvements involving production equipment or production lines. In this case, Purchase Orders are entered for the related maintenance, part replacements, and consulting costs which are then recorded and posted to the linked Job.

Displays the Sales Order Number, based on the selected Facility, that is associated with this Purchase Order.

Indicates the Progress Billing to which this Purchase Order is linked. 

Displays the Purchase Order to which this Purchase Order is linked.

• Useful in situations where companies would like to link (1) a credit memo PO or (2) a freight PO to the original PO the item was received on.
• The "Restrict Link To POs To Same Vendor" flag on the Vendor's Order Defaults tab determines if POs cut to other Vendors may be selected. A PO for a different Vendor may be selected if, for example, the linked PO is for freight charges relating to this order.

Searchbox to select any active Print Substitution Groups if applicable to the Purchase Order. This field will automatically populate with the same setting that can be set in Vendors.

Indicates the Dock where the items on the order will be received, based on the Facility selected.

• Used in connection with the Dock Calendar.

Determines which Accounts Payable account to credit upon receipt (if not using an AP Suspense account) or invoice (if using an AP Suspense account) of this Purchase Order. 

Determines which Accounts Payable account to credit upon receipt and debit upon invoice of this Purchase Order. 

Memo field used to store internal notes regarding the order.

Indicates whether the purchase order was created manually or via MRP.

Search field used in conjunction with the "1099 Required" flag to select a 1099 Form Type, which is used to determine which 1099 box the Purchase Order amount should be included on.

• The selection in this field is used to provide the default setting for the "1099 Form Type" on each individual Purchase Order line.

If checked, indicates that a 1099 Form is required for printing.

• The "1099 Required" flag on the Vendor's Order Defaults tab determines this flag's default setting.
• The setting on this field is used as the default setting for the "1099 Required" flag on individual Purchase Order lines.
• Leaving this flag unchecked is useful in situations where non-reportable reimbursement checks are cut to 1099 Vendors. Note that the system evaluates the 1099 Required flag on individual Purchase Order lines when determining which amounts to include when generating 1099s. Unchecking this flag on the Misc 2 tab will uncheck the same flag on all Purchase Order lines.

Option to select a Document Group for this Purchase Order. The default value for this field is provided by the Document Group field on the Vendor record.

• Added in version 17.04.003.

Indicates the date the Purchase Order was created.

User-defined dates to indicate items such as Wanted Date, Vendor Confirmation Date, Release Date, etc.

• Captions for these fields are managed via System > Maintenance > Captions.
• PO Date 3 (tp_duedock) is set to "Due to Dock (MRP)" by default and is used in conjunction with MRP and the Dock Calendar.
  • In MRP, calculations are based on this date. When creating POs via MRP, Lead Times are considered when defaulting this date.
  • In the Dock Calendar, this date defines when available Dock space is required for receipt of the items on the order.

Indicates the expiration date of the order.

Used when Order Type is set to Pricing. Combobox with options of Order Date and PO Date 1-5. Determines the date on which the pricing order will be based on, as opposed to the System Option.

Displays the discount percent that should be applied to the prices entered.

• If populated prior to adding lines, prices will reflect the Discount entered.
• If populated after adding lines, the "Recalc Prices" button must be clicked for the Discount entered to take effect.
• Does not affect manual pricing.

When in actual cost mode, the amount entered in this field is allocated to each Purchase Order line using the following logic:

• Convert each line item quantity to the selected Ship Via's "Load Unit"* from the Item Master's "Purchase Unit" found on the Units tab.
• Sum the result of the conversion of all lines to get the total quantity in Load Units.
• Get the percentage of each line item by dividing the line item amount in the Load Unit quantity by the Total Order Amount in Load Unit quantity.
• Multiply the "Total Freight Cost" by the result of the above calculation for each line and convert that cost from the Load Unit to the Purchase Unit.
• Store that value in the "Freight Cost" field of each line.

*If the Ship Via does not have a "Load Unit" specified, the Item Master's "Unit Weight" from the Calcs tab is used.

Available in versions 15.03.017 and above.

When in actual cost mode, the amount entered in this field is allocated to each Purchase Order line and separated from Freight Cost.

If checked, orders will take quantities into account from Pricing Orders. Otherwise, any quantity will receive the price from the Pricing Order.

Generates a Basic Item Availability report which shows the quantities by Part by Facility that are On Hand, Reserved, Pending QC, and pending receipt, finish, or shipment on POs, Jobs, and SOs, respectively.

• Credit Memos are not taken into consideration in the "-Sales" column.
• The buttons available to this report are used to drill into the details behind the quantities displayed.

Generates a Purchasing "Purchase Order Detail" report for this item and Vendor, which shows dates and historical prices.

• Users may drill down into any of this Vendor’s previous Purchase Orders for more details.
• Beginning in version 17.01.143, the Vendor filter has been removed when running this report. Now, users will see a more comprehensive list of purchase history entries without this restriction. The system will still maintain the limit PO's to those entered by the user restriction, if set.

Generates an Inventory "History" report for the item on this Purchase Order line.

• Users may drill down into any of the transactions that have added or removed inventory for this item.

If clicked, displays the Notes for this item from its Item Master General 1 tab.

Displays the system-generated line number.

Search field used to select the Part being purchased.

• When modifying the Facility on a Purchase Order, the system checks to make sure all lines have a Facility item specified, if the part is flagged to "Require Facility Entry" on its Item Master Properties tab.T
• This field will be disabled when using the "Manufacturing Vendor" field below.

Search field used to select the Manufacturer used by the Vendor.

• Only available when selecting a vendor with the "Require Manufacturing Vendor" field checked. Used in conjunction with the Receiving items requiring Manufacturer Approval feature. When configured:
  • On the PO line, the Part Number Searchbox will be disabled, and the Manufacturing Vendor field will become required and enabled.
  • The Vendor Part Search Box will be disabled until a Manufacturing Vendor is selected. Once a Manufacturing Vendor is selected, the Vendor Part search box will become enabled.
  • The Vendor Part Searchbox will be filtered to only displays records where the Manufacturing Vendor ID matches the corresponding Vendor Part Cross Reference ID.
• Added in version 16.03.004.

Search field used to select a Vendor Part Cross Reference, if any exist.

• If multiple Vendor Parts exist for the same Deacom item number, the system will default to the one flagged as "Preferred" on its General tab.
• If no Vendor Parts are flagged as "Preferred", the system will default to the first Vendor Part in the list.
• This field will be display manufacturer approved items only when using the features described in the "Manufacturing Vendor" field above.

Search field used to select a UPC Number, as defined on the Item Master UPC Numbers tab.

Displays the Description of the Part selected.

Account to which the Purchase Order will be debited.

The amount of the Part being purchased.

• This value must be a multiple of the "Incremental PO Qty" defined on the Part's Item Master MRP tab, unless the security option to allow non-incremental quantities is set to Yes.

The price for a single unit of the selected Part.

The Units in which the Part is purchased.

• Item Master records contain a restricted purchase unit option on the Units tab which may be used in connection with this field.

The Units in which the Part is priced.

• Defaults to the "Stock Pricing Unit" as defined on the Part's Item Master header.
• Users with the security setting "Purchase Orders -- change pricing unit" set to yes may change this value.
• If changed, this will be the unit used for calculating the line's "Extension".

Displays the extended price of the line, calculated as "Quantity" multiplied by "Quantity Per" multiplied by "Stock Unit Price".

Indicates the user-defined Part number.

Displays the Job Number associated with this line used to issue the item to the Job upon receipt.

• For non-stock or non-inventory items, put the purchased item cost into the "WIP Purchases" account for that Job.
• If the Job is not a WIP Job or has already been closed:
  • The item is immediately relieved
  • The cost for stocked items is posted to the "Material Expense" account
  • The cost for non-stock or non-inventory items is posted to the "Charge To" account.

Displays the Sales Order Number associated with this line.

• Useful in keeping track of all steps in the Purchase Order process.

Search field used to link the line to a Bill-to Company.

• Used in situations where companies wish to allocate expenses to their customers.
• Upon receipt of an order with a "Bill-to Company" selected:
  • The order lines will be displayed in the Sales "Profit Detail" report, when run with a "Status" of "Shipped", with a value of "ap" in the "Order Type" column (A value of "ar" indicates it is a Sales Order line).
  • The Shipped date indicates the Received date of the Purchase Order.
  • Revenue an Profit are represented as a negative extension of the PO line and Cost is 0.

Search field used in conjunction with the "1099 Required" flag to select a 1099 Form Type, which is used to determine which 1099 box the Purchase Order line amount should be included on.

• The values of all Purchase Orders lines with the same 1099 Form Type selected are summed and used to populate the selected box of the 1099 form for the selected time frame when it is printed.

Memo field used to store notes regarding this line.

Displays the total quantity agreed to purchase from the Vendor. .

Displays the remaining amount of "Blanket Quantity" available to be purchased.

• This quantity may be added to Purchasing reports using the "remaining" variable.

Displays the method by which this line was priced, determined by the "PO Price Type" selection on the Part's Item Master General 1 tab.

• This field answers the question "Where did that number come from?" regarding the price for the material.

Note:

Indicates the line and item on the sales order that will be reserved as a result of receiving the selected purchase order line. Only sales order lines that match the item selected in the "Part Number" field of the purchase order line and have "Linked PO Allocatable" checked will be displayed in the search box.The due to ship date is shown.

The quantity that will be reserved when the purchase order is received. The value in this field cannot be greater than the value in the Remaining Quantity field below.

Displays the sales unit of measure for the item on the sales order line that is selected above.

Specifies user-defined dates if different than those on the Purchase Order header.

• PO Date 3 (pu_duedock) represents the "Due to Dock" date and is used in conjunction with MRP and the Dock Calendar. The value in this field defaults from the value specified in the "Due to Dock (MRP)" (tp_duedock) date field on the Purchase Order header but may be changed.
  • In MRP, calculations are based on this date, if present, otherwise MRP will use the tp_duedock date. When creating POs via MRP, Lead Times are considered when defaulting this date.
  • In the Dock Calendar, this date, if present, defines when available Dock space is required for receipt of the items on the order, otherwise the tp_duedock date on the Purchase Order header will be used.

Indicates the expiration date of the purchase order line. Default from the "Expires" field on the Purchase Order header but may be changed.

Indicates the discount, in percent form, that applies to this line.

• Does not affect manual pricing

Displays the standard cost of the Part as defined by the "Acct. Std. Total" field on the Item Master Costs tab. 

The current freight amount, in dollars per a Pricing Unit of the item.

• When costs are added to this field, they will not update the extensions (line total and order total) on the order lines or the order header. This is by design as the values in this field are used for linking freight cost to inventory cost. Instead, when in actual cost mode, if the value in this field is modified, each line's "Freight Cost" is converted from "Purchase Unit" to "Load Unit" then summed and the sum is stored in the Purchase Order header's "Total Freight Cost" field on the Pricing tab.
• The value is field is added to the cost per unit and recorded under the Inventory GL posting upon receiving.
• The "Freight In" account in Accounting Options is the offsetting account when items are received to ensure the AP/Freight In inventory accounts balance. This is designed so that if this field is used, a separate invoice is expected from the trucking company or the Vendor for the freight amount owed.
• If the Vendor is charging for freight on the same PO as the materials, a User Calculation can be set up to add all the freight costs on the order and add a line to the order to offset the "Freight In" account accordingly.

The material burden amount for the purchase order line.

• This field, material burden was accounted by adding the value to the value specified in the "Freight Cost" field.
• Only available when using actual (FIFO) or average cost mode. When in standard cost mode, this field is disabled. Separated from Freight Cost .
• Note: When adding a line to a Purchase Order, if a Vendor Part Cross Reference is selected for the item specified on the order line, the default value for this field will be based on the value in the "Material Burden" field on the Edit Vendor Price form if that value is greater than 0.

Displays the Units in which the Part is priced, as defined on the Part's Item Master header. 

Displays the stock pricing factor for the Part, defined as the number of stock pricing units per stock unit.

Displays the price per Stock Unit of the Part.

Displays the Units in which the Part is stocked, as defined on the Part's Item Master header. 

Displays the quantity per "Purchase Unit" of the item, represented by the Factor on the Unit. 

Displays the number of units ordered.

If checked, allows a Pricing Order line to consider the entire quantity in terms of the Purchase Unit when checking for the minimum quantity.

• Only applicable for Purchase Orders with an "Order Type" of "Pricing".
• If the Purchasing Unit of the pricing line is "lbs" then the quantities of all of the order lines are converted to "lbs" and summed.
• If the total is greater than or equal to the quantity on the pricing line, then its price is used.
• When a Pricing Order has a line item flagged with "Total Order Pricing" and the quantity is in a weight unit, the unit and tare weights of the items on the order are summed.