P/O Purchase Order Entry Screen

This field displays the tax amount allocated to item details, including taxes that are included in item costs. Recoverable and expensed tax amounts are not included.

Allocated taxes form part of the item costs that are posted from receipts, invoices, returns, credit notes, and debit notes to the Inventory Control item records by Day End Processing.

To enter comments or instructions for a detail line, click the Zoom button beside the field, or press Shift+F9.

If you are creating a purchase order from a requisition, any comments or instructions you entered for the detail line on the requisition are included on the purchase order, but you can change or delete them.

You can complete a line only if the outstanding quantity is zero. If necessary, mark an existing line as completed using one of the following methods:

• In the Detail table, press any key to enter "Yes" in the Completed column
• In the P/O Detail Items/Taxes screen, select the Completed option.

When you post receipts to complete a purchase order line, Completed is selected automatically.

If the purchase order is job-related, you specify for each purchase order detail where the items or resources are going to be used. If you use different terms than "Contract," "Project," and "Category" in Project and Job Costing, the program displays them instead.

For job-related purchase orders, you can also specify the billing type, billing rate, and AR item number for the customer invoice near the end of the detail line.

Purchase Orders updates the committed quantities and costs for jobs with the amounts on purchase orders.

Category

Select or enter a category that is assigned to the project in Project and Job Costing.

Contract

Specify a contract number for each detail. You can enter or select only contracts that are open or on hold. (You cannot process transactions to a contract that is on hold, if it has never been opened.)

Cost Class

The program displays the cost class for the category used in each detail. You cannot change this field.

Item Number (Resource)

Use the Item Number field to identify the resource for this detail.

You must specify a resource that is assigned to the project and category in Project and Job Costing. You can specify an inventory item number, or the code for another type of resource (such as an equipment code, subcontractor code, or employee number).

Note: You cannot leave this field blank.

Project

You can only enter or select projects that are:

• Assigned to the contract that you selected.
• Open or on hold. (If a project that is on hold has never been opened, you cannot select it.)
• Not closed to costs.

You can enter a discount as a percentage or an amount. The program uses the amount you enter in this field to calculate the discounted cost for the item detail.

If you enter a percentage in this field, Purchase Orders calculates the discount amount for the item detail.

Tip: If you prefer not to enter discounts for individual details, you can enter a discount percentage for the entire document on the Totals tab. Purchase Orders then prorates the discount amount for the transaction details, overriding any discounts you may have entered manually for the details.

You can enter a discount as a percentage or an amount. The program uses the amount you enter in this field to calculate the discounted cost for the item detail.

If you enter a discount amount, the program calculates and displays the discount percentage based on the cost. (Alternatively, you can enter a percentage in the Discount Percent field, and let the program calculate the discount amount.)

Tip: If you prefer not to enter discounts for individual details, you can enter a discount amount for the entire document on the Totals tab. Purchase Orders then prorates the discount amount for the transaction details, overriding any discounts you may have entered manually for the details.

This field displays the extended cost less the discount amount.

To enter a drop-ship address for a detail, click the Zoom button beside the Drop Ship field, or select the field and press Shift+F9.

Select the type of address to enter, and if necessary, select the location code, customer number, or ship-to address code for the address.

If necessary, enter or edit the date on which you expect to receive the goods ordered on the detail line.

If you entered a date in the Arrival Date field on the Order tab (or on a requisition from which you are creating the purchase order), the date is used as the default expected arrival date for new details you add to the purchase order.

If you entered a non-inventory item number for the detail line, enter the account number of the general ledger expense account to which you want to post the detail.

This field displays the number entered with the detail on the receipt, but you can change the number.

For new detail lines, this field displays the account number specified on the P/O Options screen for the Default Inventory Expense Account option.

This field displays the amount of tax that is posted separately (expensed) to a general ledger account, rather than allocated to details on the purchase order.

Tax on all non-inventory items is expensed to the general ledger account you specify with the transaction (or the default inventory expense account you specify on the P/O Options screen).

Enter the extended cost for the number of units of the item that you ordered.

If you change the extended cost, the program automatically recalculates the unit cost.

Enter the extended weight for the number of units of the item that you ordered.

If you change the extended weight, Purchase Orders automatically recalculates the unit weight.

The total weight entered for all items on the purchase order appears on the Totals tab.

This field displays the item description from the P/O Vendor Contract Costs record (if one exists) or from the Inventory Control or Purchase Orders item record. If necessary, you can change it.

If you enter an item number that does not exist in Inventory Control, you also enter the description for the item. You can enter non-existent item numbers only if you selected the Allow Non-inventory Items option on the P/O Options screen.

Purchase Orders displays the item description that was entered with the detail on the receipt, but you can change it.

Enter the number of the item, or use the Finder to select it.

If you selected the Allow Receipt Of Non-stock Items option in Inventory Control and the Allow Non-inventory Items option in Purchase Orders, you can enter non-stock item numbers in this field.

If you are creating a purchase order from a requisition, the item number entered with the requisition appears and you cannot change it. However, you can delete the line if necessary.

If you have added manufacturers' item numbers or bar codes in Inventory control, you can enter those numbers in this field. These numbers could include internally-used bar codes, UPC numbers, or ISBNs, enabling you to use a scanner (or enter a short code) to enter inventory item numbers.

If you enter a manufacturer's item number, Purchase Orders replaces it with your inventory item number, and then displays the manufacturer's item number you entered in the Manufacturer's Item Number field, near the end of the detail line.

To select an existing line to edit or delete, click the line, or enter its line number in this field on the P/O Detail Items/Taxes screen.

Note: You cannot delete completed lines.

This field appears only if you use Inventory Control.

Enter the code for the location where you expect to receive the shipment (or to which you want to post drop-shipped items).

The program displays the ship-to location code, if any, entered on the first tab, but you can select a different location. You can omit the location when adding details for non-inventory items.

Note: If you change locations after assigning serial and/or lot numbers, you must re-assign the serial and/or lot numbers.

If you entered a manufacturer's item number in the Item Number field on the requisition or purchase order, the number appears in the Manufacturer's Item Number field.

Manufacturer's item numbers are alternative item numbers— such as bar codes or shortcut codes— that identify your inventory items. You set up manufacturer's item numbers in Inventory Control.

You can enter manufacturer's item numbers wherever you enter item numbers in Purchase Orders.

This field displays the extended item cost, minus any applicable tax amount. You cannot edit the amount.

If this is a non-stock item, the non-stock clearing account associated with the item's account set appears. You can change the account, if necessary.

Optional fields are fields that have been added by your company to the transaction entry screens and detail lines in purchase orders transactions.

If you use optional fields, an Optional Fields column appears in the table. You can click the column heading to display the optional fields assigned to a selected detail, and edit their contents.

Note: You must use Transaction Analysis and Optional Field Creator to add and use optional fields.

For more information about using optional fields in transactions, see About Optional Fields in Transactions.

Enter the number of a sales order for which you are creating the detail. If you use Sage 300 Order Entry with Purchase Orders, you can also use the Finder to select an Order Entry order number.

You can change or erase an order number that is displayed with a detail you added from a purchase order or posted previously with the screen.

If you change an order number that is displayed with a detail line, the new order number does not replace the previous number on the corresponding receipt and will not be reported on the P/O Shippable Backorders report.

You also enter the unit weight, extended weight, vendor item number, comments, and the G/L expense account specified for non-inventory items.

For new detail lines, type the item quantity to order (in the unit you select for the Unit Of Measure field).

If you are creating a purchase order from a requisition, the quantity entered for the detail on the requisition appears in this field, but you can change it.

On new purchase order detail lines, this field displays the quantity ordered. Each time you post a receipt for a detail, its outstanding quantity is reduced on the purchase order. When the outstanding quantity is zero, the purchase order detail line is completed and you cannot make further changes to it.

To reduce the outstanding quantity on an existing detail line you are editing, enter the desired amount (enter zero to complete a line and cancel remaining outstanding units).

This field displays the total amount received to date for the detail. It is updated each time you post a receipt for the detail.

This field displays the amount of tax that can be recovered by your company (for example, recoverable Canadian Goods and Services Tax [GST] amounts).

In the Detail table, this field displays the amount of tax that is included in the extended item cost (when the cost includes tax).

On the zoomed Detail Items/taxes screen, this field displays Yes or No to indicate whether tax amounts are included in the item cost for each tax authority. The default choice for this option is provided from the vendor record in Accounts Payable or from the vendor contract cost.

Note: You can select Yes only if the tax authority is set up in Tax Services to allow tax-included costing.

You can also edit total tax amounts on the Taxes tab.

Enter the cost of a single unit of the item you are ordering in the detail.

Purchase Orders displays a default cost as follows:

• If you have set up vendor contract costs, Purchase Orders displays the cost specified as a contract cost for the item and unit of measure.
• If P/O does not find a valid contract cost, it uses the inventory cost specified on the P/O Options screen.

Use the Finder to view any vendor contract costs, regular vendor costs, and other costs maintained by Inventory Control.

Purchase Orders uses the unit cost to calculate the extended cost. If you change the unit cost, the extended cost is recalculated.

In multicurrency ledgers, the cost is expressed in the vendor's currency.

Note: You can assign security to the Unit Cost and Extended Cost fields, to prevent unauthorized changes to the fields.

If you use Project and Job Costing, unit cost is defaulted as follows:

• If the project is a standard project:
  • For a category cost class of Subcontractor, Overhead, or Miscellaneous Equipment, the unit cost is defaulted from the category resource.
  • For a category cost class of Labor, the default unit cost is based on the Default Unit Cost From option for the employee resource category.
  • For a category cost class of Material (if you are using Inventory Control), the default unit cost is based on Purchase Orders' default item cost (set in P/O Options).
  • For a category cost of Material (if you are not using Inventory Control), the unit cost is based on Purchase Orders vendor costs.
• If the project is a basic project:
  • For a category cost class of Subcontractor, Overhead, or Miscellaneous Equipment, the unit cost is defaulted from the category.
  • For a category cost class of Labor, the default unit cost is based on the Default Unit Cost From option for the labor category.
  • For a category cost class of Material (if you are using Inventory Control), the default unit cost is based on Purchase Orders' default item cost (set in P/O Options).
  • For a category cost of Material (if you are not using Inventory Control), the unit cost is based on Purchase Orders vendor costs.

Enter the unit of measure in which to order the item. If you are creating a purchase order from a requisition, the unit of measure entered for the detail on the requisition is displayed, but you can change it.

If you are entering new detail lines, the program displays the stocking UOM by default, unless you have set up vendor contract costs using a different UOM.

You must use one of the units of measure that is assigned for the item in Inventory Control.

Note: The weight UOM can be different from the order UOM.

Enter the weight of a single unit of the item you are ordering in the detail. On new detail lines, the weight specified in the Inventory Control item record is displayed, but you can change it.

Purchase Orders uses the unit weight to calculate the extended weight. If you change the unit weight, the extended weight is recalculated.

You can select from the weight units of measure defined in Purchase Orders. Weight is expressed in the unit selected for the Weight Unit Of Measure option on the I/C Options screen.

On invoices, enter the weight of a single unit of the item for which you were invoiced. The program displays the weight specified for the item on the receipt but you can change it.

Purchase Orders uses the unit weight to calculate the extended weight. If you change the unit weight, the extended weight is recalculated.

You can see the total weight estimated from your entries for the invoiced items on the Totals tab.

Enter the code the vendor uses to identify the item.

If the vendor's item number is specified in the Inventory Control item record, the code appears in this field. (Enter vendors' item numbers when assigning vendor types in Inventory Control item records.)

If the vendor's item number is specified on the receipt for which you are entering an invoice, the code appears in this field. (You can enter vendors' item numbers when assigning vendor types in Inventory Control item records.)

This is the unit of measure for the weight of this item on the purchase order—such as, pounds, kilograms, tons.

By default, the program displays the weight unit of measure from the item record, but you can change it to another defined unit of measure (and the program will recalculate the weight accordingly).

The weight UOM for the complete order is determined by the default weight unit of measure set in the I/C Options (or in the P/O Options screen if you do not use Inventory Control).