P/O Requisition Entry Screen

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.

If necessary, mark the line as completed by selecting the Completed check box. Purchase Orders also marks requisition detail lines as completed when they are used in a purchase order.

After a line is marked Completed, you cannot make any changes to it.

If the requisition is job-related, specify for each requisition 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.

Note:

• You must select the Job Related option in the top part of the Requisition Entry screen for these fields to appear.
• All details on a job-related requisition must be job-related. You cannot mix job-related details with non-job-related details on a document.
• You select the resource using the Item Number field.
• You cannot change these fields once you have added the detail line.

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 specify the resource for this detail.

You must specify a resource that you have assigned to the project in Project and Job Costing (such as an equipment code or a subcontractor code). 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.

Select this option if you want to copy the costs specified on the requisition to the purchase order. For example, you would select this option if you negotiated particular prices for this purchase.

Do not select this option if you want to recalculate costs or take them from vendor records when you create the PO. For example, the requisition may provide estimates rather than a negotiated best price.

Use this field to specify for a selected detail a shipping address that different from the location used for the requisition.

To open the Drop-Shipment Address screen to enter or change a drop-ship address for a selected detail, click in the Drop-Ship field, then click the Zoom button (or press the Shift and F9 keys at the same time). For more information, see P/O Receipt Entry Drop-Shipment Address Screen.

The program displays the exchange rate currently in effect for the specified vendor currency, if different from your functional currency. You can change the rate for the requisition.

The exchange rate will be "1" if you don't specify a vendor because the program will assume your functional currency.

Type the date when you expect to receive the items.

If you specified an expected arrival date on the Requisition tab, that date is displayed in this field but you can change it.

Type 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.

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

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

The total weight for all items on the document is displayed in the Totals tab.

The program displays the item description from Inventory Control but you can change it.

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

Type the number of the item you wish to order, or select it from the Finder.

You can also type an item number that does not exist in your Inventory Control data if you use the Allow Non-inventory Items option (selected in the P/O Options screen).

Purchase Orders also lets you enter manufacturers' item numbers in this field if they have been added in Inventory Control. These numbers could include internally-used bar codes, UPC numbers, or ISBNs, so you can use a scanner (or type a short code) for entering 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.

Type a name for a new vendor number you have not yet added to Accounts Payable.

If you specified a valid Accounts Payable vendor number, the vendor's name appears and you cannot change it.

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.

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

Type the quantity to order (expressed in the unit of measure you select).

Type or select the date to use to select the exchange rate for the document you are entering.

The program displays the rate date that is nearest the document date you entered, but you can specify a different date for which an exchange rate exists for the currency in Common Services' Currency Rates table.

If you change the rate date, Purchase Orders checks the rate tables for a date match, and updates the rate if necessary.

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.

Type the vendor number to use for the requisition or select it from the Finder.

You can also type a new vendor number that you have not yet added to your Accounts Payable data, or you can leave the Vendor Number field blank, if you do not want to specify a vendor for the requisition.

If you enter a vendor number, it becomes the default vendor number on the detail lines you add to the requisition.

You can add new vendor records to Accounts Payable from the Requisition Entry screen. Type the new number, then click the New button to open the Accounts Payable Vendors screen where you can add the record.

You cannot enter a requisition for an inactive vendor.

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.)