573 PO Entry.htm

Steps

Open the PO Entry screen and fill in the following information:

Fields

Description

Main Tab

Header Section

Supplier Code Double click supplier code and select the supplier you are creating purchase Order for.

Name / Address
These are automatically populated once the supplier code is selected. This is setup in the Supplier menu.

Date The date the Purchase Order is created.

Ship to Location Double click Ship To Loc field and select the location where you will receive the items ordered.

Loc Name / Loc Address These are automatically populated once the Ship to Loc is selected. This is setup in the Location menu.

Attention Name / Phone These are automatically populated once the supplier code is selected. This is setup in the Supplier menu and can be changed on this screen.

App Code App. Code shows the authority approving the purchase. The default Approval code is set in the User Login menu in the Operational tab.

Currency Currency the PO is created using.

PO Amt The system calculates this based on the unit cost and quantity

PO Tax Amt The system calculates this based on the PO Amt and the tax code specified.

PO Total Amt The system adds the PO Amt and PO Tax Amt.

Detail Section

Type This will be displayed as INV for inventory items and MISC for Non Inventory items.

Product No Double click and select the item you want to purchase.

UOM Confirm that the UOM information is correct for the items ordered.

Tax Code Confirm that the Tax information is correct for the items ordered.

Ordered Enter quantity for the items being ordered.

Disc Type Specify if the Discount is by percentage or amount if the supplier is giving discounts on the items ordered.

Disc Amt Enter Discount value.

Unit Cost
Enter the price per unit.

Unit cost is also depicted from valid supplier quotes.

If the valid date period for the quote has ended, the system depicts the unit cost used in the last purchase oder (Active or closed Purchase Order) under the supplier.

If the above is not met, the system checks for the Inventory Cost method and gets unit cost based on the setup. However, if no cost is indicated at setup then the unit cost is zero.

Ext Price This is calculated by the system: Unit Cost * quantity ordered

Desc This is automatically populated once the product number is selected.

Received This field is updated by the system once the Receive Purchase is completed for the Purchase Order.

Quote If a Supplier Quote is created for this item, the Quote font will appear Green.

This screen shows the following information:

the supplier quote details
available quantity
Stock on Purchase Order
Sales and Purchase History for the last 6 months for the item
Last date a PO was created for the item

Note Use this field to enter additional notes for each line item.

Account No Double click and select the AP posting codes for items you purchase.

Status The status remains “New” for the product being ordered until the product is approved in the PO Approve form. The status will then change to “Approved”.

Tax Amount This is calculated based on the Tax Code selected.

Home Amount This is you Company's Home Reporting currency amount.

Comments Tab

Comments Enter additional information for the Purchase Order

Approve Tab

Approve This tab shows details of the user who has approved the Purchase Order.

After entering the record(s), click on the SAVE icon or select CRTL + S to save the record(s) successfully. Purchase number will be generated by the system. This is configurable in the Configuration menu.
Select close icon or Alt + F4 shortcut key to close the menu.

Fields	Description
Main Tab
	Header Section
Supplier Code	Double click supplier code and select the supplier you are creating purchase Order for.
Name / Address	These are automatically populated once the supplier code is selected. This is setup in the Supplier menu.
Date	The date the Purchase Order is created.
Ship to Location	Double click Ship To Loc field and select the location where you will receive the items ordered.
Loc Name / Loc Address	These are automatically populated once the Ship to Loc is selected. This is setup in the Location menu.
Attention Name / Phone	These are automatically populated once the supplier code is selected. This is setup in the Supplier menu and can be changed on this screen.
App Code	App. Code shows the authority approving the purchase. The default Approval code is set in the User Login menu in the Operational tab.
Currency	Currency the PO is created using.
PO Amt	The system calculates this based on the unit cost and quantity
PO Tax Amt	The system calculates this based on the PO Amt and the tax code specified.
PO Total Amt	The system adds the PO Amt and PO Tax Amt.
	Detail Section
Type	This will be displayed as INV for inventory items and MISC for Non Inventory items.
Product No	Double click and select the item you want to purchase.
UOM	Confirm that the UOM information is correct for the items ordered.
Tax Code	Confirm that the Tax information is correct for the items ordered.
Ordered	Enter quantity for the items being ordered.
Disc Type	Specify if the Discount is by percentage or amount if the supplier is giving discounts on the items ordered.
Disc Amt	Enter Discount value.
Unit Cost	Enter the price per unit. Unit cost is also depicted from valid supplier quotes. If the valid date period for the quote has ended, the system depicts the unit cost used in the last purchase oder (Active or closed Purchase Order) under the supplier. If the above is not met, the system checks for the Inventory Cost method and gets unit cost based on the setup. However, if no cost is indicated at setup then the unit cost is zero.
Ext Price	This is calculated by the system: Unit Cost * quantity ordered
Desc	This is automatically populated once the product number is selected.
Received	This field is updated by the system once the Receive Purchase is completed for the Purchase Order.
Quote	If a Supplier Quote is created for this item, the Quote font will appear Green. This screen shows the following information: the supplier quote details available quantity Stock on Purchase Order Sales and Purchase History for the last 6 months for the item Last date a PO was created for the item
Note	Use this field to enter additional notes for each line item.
Account No	Double click and select the AP posting codes for items you purchase.
Status	The status remains “New” for the product being ordered until the product is approved in the PO Approve form. The status will then change to “Approved”.
Tax Amount	This is calculated based on the Tax Code selected.
Home Amount	This is you Company's Home Reporting currency amount.
Comments Tab
Comments	Enter additional information for the Purchase Order
Approve Tab
Approve	This tab shows details of the user who has approved the Purchase Order.