Purchase Request - POUPPR

The PO Purchase Request (POUPPR) page is used for entering or browsing general information about a purchase request (PR) or purchase order (PO). Purchasing may begin with the creation of a purchase request to store order information. The encumbrance will occur during one of two times: either during the creation of the PR (pre-encumber), or when the PO is printed (encumbered). The timing of encumbering is system-wide and will not depend on the type of request entered, whether it is a standard PO type P or a blanket PO type B.

Pre-encumbrance occurs at the PR level after all required information is entered and saved. Required information includes general ledger account numbers and all required data entry fields. If encumbering at the PR level (pre-encumbrance) is used, the purchase request is used as the primary reference in the Encumbrance and Accounts Payable Open Hold subsystems, until the purchase request is printed and a PO number assigned. To pre-encumber purchase requests, select Pre-Encumbered Purchase Requisitions on the GL General Information (GLUPGN) page, Misc tab. The order will not be pre-encumbered until navigating away from the saved record on the POUPPR page. Alternatively, the user can pre-encumber immediately by defining the NU Common Code (NUUPCD) with a code category/value of POEN/PR and placing PRDATE in the Short Desc. When using POEN/PR to pre-encumber, the PR number is relieved of the encumbrance and thereby encumbers the PO number upon printing the PR using any printing utility.

The second type of encumbering is at the PO level, and is the base installed encumbrance option. The purchase order will encumber funds after all required fields are entered, the order is approved, and the PO is actually printed using the PO Print Purchase Orders (POPO) utility. Reprint the PO using the PO number any time the information on the PO changes, for example, the account or amount changes, delete a line item, or change the vendor ID. The format and content of the PO is defined within the PO Print Format (POUPFO) page.

Encumbered orders can be viewed by PR number on the EN Direct Update (ENUPTR) page. If the PO is associated with multiple PR numbers, search using the PO number in ENUPTR Reference field. The Reference field is the reference value that is presently encumbered per the EN Type field until that encumbrance is relieved (or the order is closed or manually disencumbered).

Vendors
During the initial entry of the PR, it is not necessary to know the actual vendor. However, a vendor number known as a PEID must be defined before use. A common practice is to create a dummy vendor PEID, such as 999 or TBA, and use this vendor during initial data entry. The dummy vendor must be a valid PEID defined within the PE Information (PEUPPE) page. Consider selecting No Checks on the Vendor tab, Vendor Security Section, to block the processing of checks for the dummy vendor. Additionally, the PE record ought to indicate that the dummy ID is used solely as an intermediate value until the actual vendor is known, and the PEID needs to be replaced. For example, in the Name field on PEUPPE, the user may enter Vendor Undefined - To Be Determined for the dummy vendor record. When the actual vendor has been determined, use the Find function to find the desired PR number; key in the valid vendor PEID to be assigned to update the order, and save the record. If the order has been printed since swapping the vendor, re-print the purchase order using the PO number. Note that the order will print using the PR number only one time. All subsequent printing must use the PO number, whether using POPO or POPW utilities. To block the swapping of vendor ID, set up common code POPE/NOCHANGE to force a new PO be generated.

Page header

The main window of the page holds general information about the purchase request.

PR Number: A Purchase Request where the value is a reference number. The PR values can be manually derived or seed generated. For seed values, click the ellipsis (…) in the PR field and select the seed value (for example, Auto [PR.SEED]). This will automatically assign the next PR number. You may change the purchase request number at any time by typing over the old number and pressing Enter. The system will respond: Warning - About to change the Purchase Request number. (PO140). Pressing Enter again will accept the change; pressing Esc will abort the change. The PR seed number is controlled by the common code SYNO/PR.SEED. When seed values are not used exclusively, the common code POPR/DUPPR can be used to prevent the purchase request page from allowing duplicate PR numbers to be entered in the system. Without this common code, duplicate PR numbers will be made unique automatically as the system appends a sequence number to the end of the PR number, for example, 3678 would become 367801.

PO Number: A Purchase Order where the value is a reference number used throughout multiple subsystems. Even so, the PO number is optional upon initial creation of a PR. The PO can be manually populated at data entry, during the approval process by users other than the creator, or assigned by the system during printing of the Standard PO format (via POPO or POPW). The PO seed number is controlled by the common code SYNO/PR.SEED. If encumbering occurs at the PR level, leave the PO field blank. If pre-encumbering, the PR number will be pre-encumbered regardless of the PO number entered. Manually entering a PO number to match the PR number is discouraged when creating the PR and using the pre-encumbering functionality. This can be particularly troublesome with the encumbering process when converting legacy POs during the implementation phase of BusinessPlus. Typically, the only time a purchase order number should be entered in this field is when it is necessary to join several purchase requests into one PO. When joining multiple PRs into one PO, all the PRs must be for the same vendor. In the printing process, all items that have been given a unique join code will be combined into one item on the PO.

Status: The values assigned by the system through the lifetime of a purchase request include the following:
PR Purchase Request.
PO Purchase order has been printed.
PP Partially paid through Accounts Payable.
FP Fully paid through the Accounts Payable module or the purchase maintenance disencumber utility.
CA Canceled purchase request through the purchase maintenance disencumber utility.
DE Disencumbered through the PO Close/Cancel Purchase Orders (POUTCL) utility or the Encumbrances (EN) Dis-EN based on PO Balance (ENUTD1) utility.

Security Code: Most users will have their security code default automatically through managed security settings. This will trigger approvals as required for the security code entered. When required, the security code also determines what orders the user can browse and/or update. Users can be set up with BusinessPlus security to have Read or Read/Write access to particular security codes. When creating a purchase request, the user must have Write access for the security code used. To browse a purchase request, the user must have Read or Write access to the security code. Selecting a security code that has not been properly set up in the approval process will prevent the PR from being printed. If the code is not set up as a default, it is best to leave this field blank. Security codes are defined through the PO Security Codes (POUPSC) page. To require a security code for every PR that is created (forcing security), define common code POPR/SECREQUR. Limit printing abilities of Purchase Orders within PO Print Purchase Orders (POPO) utility (or LINK within POUPPR) by defining POPO/SECURITY.

Approval Code: A system-populated field. This field is not required as approvals are now made using Workflow. A variety of common codes can be defined (specifically codes with the Code Category POPO) to require approval before being able to print a Purchase Order. This field displays content per the Workflow model, which may be unique to a client location.

Requested By: Enter information that will identify the receiving party and/or location of the requester. For example, the information could appear in this form: Smith/ Library. Using common code PORB/DEFAULT, this field can default to the name of the user creating the order. Common code PORQ/REQUIRE1 can be set up to make this field a required field.

Date Requested: Enter the date of the request. If this field is left blank, it will default to the current date. If the common code POEN/PR is defined, with a short description of PR DATE (to encumber at request time), then the pre-encumbrance will take place as of the date entered in this field. For budgeting purposes, common code POBU/OPEN, may exist and, if so, defines open periods for entering purchase requests. If the user enters a purchase request outside of the date range defined, the request will be blocked. The date entered in this field is the date for which all budget checking will occur. For example, if the date entered is 09/30/2014 and the next fiscal year begins on 10/01/2014, the system will check the budget for the fiscal year ending 09/30/2014.

PO Total: A system-generated total that will typically be zero until the order status is updated to PO, which occurs once the order is printed. The total is the sum of all line items Extended Amount column. Updates to a line item(s) may not ripple to the PR Total, PO Total, or an encumbered record until the PO is reprinted (reprint POs using the PO# within Links Print Purchase Order).

PR Total: A system-generated total of the Line Items Extended Amt column for the order. All line items within the order will be included in the PR Total - including logically deleted items. The PR Total updates immediately after each line item is successfully added. The PO Total, in contrast, requires printing or reprinting the PO after the PO content has been changed to see the updated value. Always reprint the Purchase Order upon changing PO content; once the order Status is PO, best to reprint the order using the PO number to update Encumbrances, Stores Inventory and/or other systems that rely on PO data. See the Delete field description for more information about logically deleting an item.

Vendor

Vendor ID: Enter the Vendor ID, also known as a PEID, for whom the PO is to be sent. Tab out of the field to see the PEID name and address displayed. If a PEID code is not known, click the Lookup button to search for a specific vendor. A list can be obtained by simply typing in a partial spelling of the vendor name. To select, double-click on the preferred vendor or click once to highlight the vendor and press the OK button. If the vendor cannot be found, a new ID may be added by selecting the ADD button at the top of the lookup dialog box. The system will automatically bring up the PEUPPE page to enter vendor information (provided security has been granted to create vendors).

Vendor Addr Code: If different from the default code, select the code that specifies which address is to be taken from the PE database and used for this purchase request. Address Type code values that populate the Addr drop-down are created using common codes PEAD/XX (XX=code value). A description of the address code will describe the two-character code within the Medium Description field. PEID addresses are assigned Address Type codes on the PE Information page. This code can be defaulted using a PO address hierarchy common code (a pre-established order) that determines the appropriate address code to assign at data-entry time: POAH/ADDRESS with two-character (upper case) Address Type codes in the order of desired hierarchy in the short description.

Phone Cd: Select the code that specifies which phone code is to be taken from the PE database and used for this purchase request. Phone codes that populate the Phone Cd drop-down are created using common code PEPH/XX (XX=code value). Define the phone code hierarchy using POPH/PHONE.

Remit

Remit To ID: If different from the Vendor tab, enter the Remit To ID (a defined PEID). Activate the lookup controller to find and select the desired PEID. The options displayed validate to the PEUPPE page. The vendor name and address will echo below the PEID box. Adjust the address by updating the Addr code. If the address is incorrect or to define an alternate address, choose ADD within the lookup controller and navigate to the desired PEID and update the record. The Add button is a shortcut to the PEUPPE page. After saving the PE record, add the preferred codes in the POUPPR fields.

Remit To Addr Code The defined address for the PEID selected in the PEID command box to the left of the Addr field. Confirm or update the desired address type by activating the drop-down list and selecting the preferred code, or to update/define a new address, review the Remit To ID field content.

Phone Cd: Select the code that specifies which phone code is to be taken from the PE database and used for this purchase request. Phone codes that populate the Phone Cd drop-down are created using common code PEPH/XX (XX=code value). Define the phone code hierarchy using POPH/PHONE.

Details

Confirm: Enter the name of the confirming party. This is normally the name of the person with whom the purchase order was placed. This can also be used to reference a confirmation number assigned to the order.

Account: If an account has been established with a vendor, or an open PO exists with a vendor, enter the number in this field. This is information that flows forward into the Accounts Payable subsystem and can be printed on a check.

Bid Number: If the purchase request came from a specific bid, enter the bid number in this field. This information will carry over into the Accounts Payable subsystem.

Contract #: Enter the contract number. This field accepts alpha/numeric characters and will carry forward into Accounts Payable.

End Use: Delivery information is commonly input in this field because it will be displayed on the PO Receiving (POUPRC) page. If no delivery requirements are needed, this field can be used for other types of tracking. Enter the end use of the goods on the purchase request. This field could reflect a particular room number or a particular function.

Buyer: Enter the Person/Entity ID of the buyer. This field is optional, but if used, the value entered must exist in the Person/Entity database. This field can also be used to trigger online approvals. For instance, if all purchase requests are routed to the purchasing department, then buyer IDs can be used to assign the workload.

Discount Terms: Enter the terms of payment. This may not be known when the original entry is being made and may be changed when available. This field is used for reference and/or for printing on the PO. This field is not used in the computation of actual discounts, etc., applied to any items ordered. The specific term information is definable on a per item basis.

PO Type: There are four types of Purchase Orders: P (Standard), B (Blanket), C (Contract Amount), and T (Contract Quantities); these options are hard coded. If the field is left blank, the system will default to P. The Standard PO Type P and Contract PO Type T will manage the PO in terms of quantities. The blanket and contract PO Type C, on the other hand, are measured in terms of the dollar amount (the amount shown in the Item tab, the Extended Amt field) and within the Blanket tab. How the PO is measured will be more apparent upon extracting the PO data into the AP system, such as using PO Extract within APOHBTUB or APTRBTUB. Upon providing the PO number to be extracted and clicking the PO Extract button, the APOHBTUBEX window opens to focus on PO data. At this time a warning will display if the order has not been received within POUPRC (can configure to block per the PO Type too).

Requisition Codes

Enter up to ten purchase request codes. Where these codes display within the PO format is defined on the POUPFO page. Codes available for selection are defined in common codes PORC/XX, PORC/YY, or PORC/ZZ.

Dates

Required Dt: Enter the date the PR is required by.

Expiration Dt: Enter the date the PR expires.

Entry Dt: Display-only date the PR was entered.

Expected Dt: Enter the date the PR items are expected.

Delivery Dt: Enter the delivery date of the PR items.

Blanket

Blanket No: If the purchase request is associated with a blanket number, the number can be entered in this field. The PO referenced in this field will have its blanket amount remaining reduced by the amount of this purchase request.

Blanket Amt: Enter the not-to-exceed amount of the blanket order. The system will prevent payment over this amount.

Rm: This display-only field indicates the remaining amount of the blanket order. When items are added to POs that have a blanket number, this amount automatically decreases.

Ship

Ship To ID: If different from the Vendor tab, enter the Ship To ID (a defined PEID). Activate the lookup controller to find and select the desired PEID. The options displayed validate to the PEUPPE page. The vendor name and address will echo below the PEID box. Adjust the address by updating the Addr code. If the address is incorrect or to define an alternate address, choose ADD within the lookup controller and navigate to the desired PEID and update the record. The Add button is a shortcut to the PEUPPE page. After saving the PE record, add the preferred codes in the POUPPR fields. Common code PORQ/REQUIRE1 can be set up to make this field a required field.

Ship To Addr Code: The defined address for the PEID selected in the PEID command box to the left of the Addr field. Confirm or update the desired address type by activating the drop-down list and selecting the preferred code, or to update/define a new address, review the Ship To ID field content.

Phone Cd: Select the code that specifies which phone code is to be taken from the PE database and used for this purchase request. Phone codes that populate the Phone Cd drop-down are created using common code PEPH/XX (XX=code value). Define the phone code hierarchy using POPH/PHONE.

Bill

Bill To ID: If different from the Vendor tab, enter the Bill To ID (a defined PEID). Activate the lookup controller to find and select the desired PEID. The options displayed validate to the PEUPPE page. The vendor name and address will echo below the PEID box. Adjust the address by updating the Addr code. If the address is incorrect or to define an alternate address, choose ADD within the lookup controller and navigate to the desired PEID and update the record. The Add button is a shortcut to the PE Information page. After saving the PE record, add the preferred codes in the POUPPR fields.

Bill To Addr Code: The defined address for the PEID selected in the PEID command box to the left of the Addr field. Confirm or update the desired address type by activating the drop-down list and selecting the preferred code, or to update/define a new address, review the Bill To ID field content.

Phone Cd: Select the code that specifies which phone code is to be taken from the PE database and used for this purchase request. Phone codes that populate the Phone Cd drop-down are created using common code PEPH/XX (XX=code value). Define the phone code hierarchy using POPH/PHONE.

Other Information

Approved By: If online approval codes are being used, the user ID of the qualified approver will automatically be placed in this field based on the Workflow model once the Approval is processed within the Workflow Task List. The exact content within the field will be unique per client. Online approval values placed into this field may be defined in the Medium Description of the common code POVF/XX (XX=code value), depending on how the Workflow Model is configured. Optionally, if not using online approvals, any value will be accepted; enter the name or ID of the individual responsible for the approval of this purchase request.

Date Approved: If online approval codes are being used, the date of the last approval given will be used; approval will be issued by the responsible party and the date will appear in this field automatically. Optionally, if not using online approvals, enter the date the PR was approved.

Printed By: This display-only field indicates the last user ID who printed the purchase order.

Date Printed: This display-only field indicates the last date the purchase order was print-generated for the purchase request.

Encumber PO?: If this field is left blank, the automatic encumbrance flag defined on the GLUPGN page, Misc tab, will be used as the auto encumbrance flag for the purchase request. Enter Y to have encumbrances automatically generated when the purchase order is printed. Enter N if encumbrances are not to be automatically generated. If a common code exists to encumber at the purchase request level and POs are defined to encumber when printed, all PRs will be encumbered upon entry, all PRs will be disencumbered upon the printing of the PO and the PO will be encumbered. This prevents a double encumbrance for the same items.

EN Division: Enter the encumbrance (EN) division code where the resulting purchase order should be encumbered. If N is entered in the Auto EN field, no division code is required. If Y is entered in the Auto EN field, a division code is required, but if one is not entered, the default value as given on the PO General Information (POUPGN) page will be entered as the division. Encumbrance divisions entered in this field must have been previously defined in the EN Division Update (ENUPDV) page. Because many reporting items can now be selected based on the GL account number and parts entered on an order, most clients use a default division of GEN for General Encumbrance.

Print Format: Select the PO print format code. Format codes are defined on the POUPFO page, defining the print layout. When common code POPO/FORMAT is defined, the format listed on the PO (in the PO Purchase Request page) will override the POPO run-time format. If you do not have this common code defined, the format in the PO Purchase Requests page is just informational and the PO format that POPO printing will use will be the format defined as the default (by a question) in the NU Job Dialogue/Running Mgmt. (NUUPJB) page. Note that the format code dictates how the PO looks, line by line. Be mindful of where fields print when adding comments to the order or defining a new format code.

Category Code: Select the category for this purchase request. Codes available for selection are defined in common codes POCT/XX (XX=code value) with the name of the PERM file to print before or after items in Associated Codes 1 or 2. The PERM file is an optional file that lives on the server, which can contain additional information that prints on the purchase order.

Currency: Enter the currency code if other than the base currency. Codes available for selection are defined in common codes SYCC/XXXX (XXXX=code value) with the conversion rate on Associated Numeric Value 1. This conversion rate will be used to adjust the dollar value of the purchase request/purchase order for budget checking and encumbering.

Text File: Supporting pages of additional text can be printed with a purchase order. It is assumed that the text file is an ASCII 80 byte file stored in the PERM group. This file can be created through MS Word or a text editor. The purchase order format must be defined to accommodate the import text file.

Items

The lower part of the page can be used to enter the item information on a grid. There are five bottom tabs that contain item information: Items, Taxes, Miscellaneous, Account Distribution, and Item Shipping. Note that these tabs have their own navigation bar. The user may enter data on any of these tabs. Another great feature of these grid tabs is that if the user wants to rearrange the layout of the columns, they may simply drag the column title to the location desired, allowing the user to customize the tab to suit their data entry needs.

Item Number: A system-generated reference number describing the item location on the purchase request. If this is a newly entered purchase request, the item number 0001 should default in this field. As one adds additional items, the system will generate the next consecutive item number. The Item Number can be user defined by typing an alternate four-digit number.

Vendor Item No: A system-display of the vendor referenced product code, if loaded into the PE Product Information page, Vendor/Product Info tab, abbreviated as Vend. Prod. Cd.

Product Code: Enter the Inventory Item number, or Product Code being purchased. The Product Code must have been previously created through the PE Product Information (PEUPPR) page. The last purchase price translated in terms of the units entered, in addition to text entered for the Product, will be displayed on the page. If ordering a product in units other than its stocked unit (as defined on the first page of the PE Product Information page), a units conversion must be defined on the PE Product Information page, Vendor/Product tab, or through common code PEUN. If a stocked product code and a warehouse are input on the Purchase Request Item page, then the Receiving (POUPRC) page can be used to increase the quantity on hand for that product.

Quantity: Enter the quantity that was requested for the item.

Units: Enter the units of measurement for the goods (for example, Crates, Boxes, Cases). If product codes or Stores/Inventory is being used, units must be a stock unit as previously defined on the PE Product Information page, Vendor/Product Information page or a valid unit as defined in common codes PEUN/XX (XX=code value). Common code PORQ/REQUIRE1 can be set up to make this field a required field.

Unit Price: Field displays the Unit Price for the Product ID. If not referencing a Product ID, enter the unit cost of the item. The unit cost must be expressed in dollars and cents. Up to five (5) decimal points may be used. If product codes or Stores/Inventory is being used and this field is left blank, the system will display the last cost (as shown on the Product Information page). If no cost has been entered, then $0.00 is displayed and can then be updated. Alternatively, use common code PORV/CONTROL to default the Retail Price that is defined within the Product ID record of the PE Product Information (PEUPPR) page. Place RETAILPRICE in the Associated Codes (4) field to activate. Also note that a Product ID historical Unit Price paid to date is logged within the PE Product Information (PEUPPR) page, History tab.

Extended Amount: This display-only field indicates the extended amount of the encumbered item.

Description: Description of the item. The first 30 characters will remain with the item during future processing and integration into other modules. The Item Description field allows the user to enter a character per line based on Print Format selection where the line width for a character per line is set up on the POUPFO page.

Catalog Number: Enter the catalog number. If entered, this can be printed as the first line of the description on the Purchase Order or in a separate column depending on system setup.

Account

A General Ledger (GL) account must be keyed into this field. If the Job Ledger (JL) module is used and this transaction relates to an account in the JL, follow the GL account with the JL account. Optionally, a Work Order number may also be entered. Thus, this field may contain up to three values: A required GL account; an optional JL account; and, an optional Work Order number. Enable the fields that are displayed for entry by clicking on the ellipsis and clicking on the Show … before the field descriptions. If there is a PO where all items will be expensed to the same account or account distribution breakdown, then the account/breakdown need only be entered for the first item. The system will use this as the default for all other items on the purchase request, as long as no other account breakdowns are entered. In other words, if the GL Account is left blank it will use the account distribution from the first line item. If business practices deem it necessary to require the GL Account on all line items no matter the account distribution to be used on the PO, common code PORQ/REQUIRE1 may be defined with the attribute ACCT in any of the Associated Code fields.

XX Org Key-Object or Fully Qualified (where XX=ledger code): Select this option or press Ctrl+K to display the ledger organization key and object code input format. Use Ctrl+U to display the fully qualified account string format.
XX Quick (where XX=ledger code): The Ctrl+Q option allows changes to the display and the lookup to accommodate quick key entry for account numbers that have been defined in the GL Quick Account Numbers page.
Show Ledger: Selecting this option shows the ledger code field in the account field. The display of the ledger allows the user to verify the correct ledger is being used or to update the ledger by activating the drop-down list and selecting a valid ledger code.
Show Work Order: Selecting this option displays the Work Order field. The Work Order number must exist in the Work Order module when the Validate Work Order is checked on the GL General Information page, Presentation tab. To constantly display the Work Order reference number within the account area, define the common code POPR/KEEPWO.
Show Account Splits: You can enter multiple account numbers for a single line item (referred to as account splits). To enter an account split, click the pie-chart icon to display the Distribution Worksheet (POUPPEDS).

Add an account, an amount or percent, then press <ENTER> to save. The system will create a line for a second (or additional) line for another account to use for the split. The sum of all of the lines added together is reported in the right margin, within the Total and Remaining fields, the goal being to have 100% of the Item Number value split between the accounts displayed within the worksheet. Alternatively, within the account controller (ellipsis (…) button), select Show Account Splits. Then select the arrow-down button to the right of the Amount field. Split by percentage rather than amount, press the arrow and choose the option Split by Percentages. The amount will be displayed in a percentage as in the example below. Common code POPR/SPLIT can be used to set a default format for splits, which may be adjusted at data-entry time. To enter a second or any additional account numbers, press the Ctrl+S key combination or click the arrow button again. Choose New Account Split. An additional account number field will appear. When you have entered an account split for an item, you will not see all of the account numbers entered, just the first one. The account number will be followed by … to indicate that there are more account numbers associated with this item. Click the drop arrow and the split distribution is displayed.

A zero percentage or zero dollar amount on split line items cannot be created and updated, irrespective of whether the common code POPR/SPLIT is set to percentage or amount and using the Switch to: Percent/Amount button on the page. The system prompts an error: Account line item should not have 0 percentage or amount. For example, a PO line item has 2 split lines with 50% each or $30 each and a total value of $60, and the user sets one of the split to 0% or $0.00 and makes the second line have the full percentage or amount. When the user tries to save the record, the error appears. The system does not allow zero percent or dollar amounts in split lines.

On PunchOut orders, the system always allows the split funding or modification of accounts irrespective of the POXP/OPTIONS common code set.

The Switch to: Percent/Amount button only displays the split funds by percentage and amount, respectively, while working with a record. It does not retain the changes made in the selection after a save or reload. The system always defaults to the format set based for the POPR/SPLIT common code. For example, if the POPR/SPLIT common code is set to P (percent) and a user clicks Switch to: and changes it to Amount on the record, it displays the split funds in amounts. The user clicks Save to save the record. The system does not retain that format when the record is reloaded or refreshed.

Enter Adjustment

Adjustments may be made to purchase requests before or after the purchase order is printed. Using Find, search for the record that requires an adjustment and make the required changes. If the adjustment takes place before the purchase order is printed the first time, no audit trail of the change will be recorded. However, if the adjustment takes place after the purchase order is printed for the first time, all changes will be recorded in the change log portion of the purchasing database. To obtain a report of these types of changes, a log report may be requested through the reporting function of Purchasing, or changes may be viewed in the PO status inquiry report (PO3001).

When adjustments are made after the purchase order has been printed, the adjustments will not automatically be entered into the Encumbrance subsystem. To have the adjustments affect the encumbered value of the purchase order, the purchase order must be reprinted.

You can edit an account or amount by selecting it and making any changes. You can delete an account number from the account split by selecting it and choosing Delete Account Split.
Warning messages will appear if the sum of the split amounts entered does not total 100% of the item amount.

Pct Discount: If a percentage discount is given for the item, enter the percentage as the terms of the discount. If the discount is 15.5%, enter 15.5 as the terms for the discount. If both a term and a discount are entered, the discount entered will override any term specified. If a Term code is input here, the total encumbrance value will be decreased.

Discount: If a discount is given for an item as a dollar figure, enter the discount value. If a discount percentage was entered in the Terms field, the Discount will be calculated and shown in this field. If both a term and a discount are entered, the discount entered will override any term specified. If a discount amount is input here, the total encumbrance value will be decreased.

Charge Code: Enter the charge code to be applied. Codes available for selection are defined in common codes SYCH/XXXX (XX=code value). Enter a description of the Charge Code in the Medium Description field; enter the charge rate in the first Numeric Value field.

Charge Amt: If there are any additional charges related to the item, such as shipping charges, enter the dollar amount in this field.

Tax Code: If the item is taxable, and tax is to be applied to the encumbrance, enter the tax code of the percentage to be applied. Up to two different tax codes may be entered for each purchase request item.
Codes available for selection are defined in common codes SYTX/XXXX (XX=code value). Be sure to enter a description of the Tax Code in the Medium Description field; enter the tax rate in the first Numeric Value field. In addition, a tax code default can be defined. Default codes are defined in common code POTX/DEFAULT. Enter a description of the Tax default in the Medium Description field; enter the tax rate in the first Numeric Value field.

Tax Amt: This field is either calculated or entered. If a Tax Code is given, this field is calculated by the percentage associated with the Tax Code. If no Tax Code is given, but a tax is to be applied to the item, the tax amount is entered in this field.

Tax Code 2: If the item is taxable, and tax is to be applied to the encumbrance, enter the tax code of the percentage to be applied. Up to two different tax codes may be entered for each purchase request item.

Tax Amt 2: This field is either calculated or entered. If a Tax Code is given, this field is calculated by the percentage associated with the Tax Code. If no Tax Code is given, but a tax is to be applied to the item, the tax amount is entered in this field.

Duty Code: If duty is to be applied to the Item, enter the Duty Code that contains the appropriate rate. Codes available for selection are defined in common codes SYDU/XXXX (XX=code value). Be sure to enter a description of the Duty Code in the Medium Description field; enter the duty rate in the first Associated Numeric Value field.

Duty Amt: This field is either calculated or entered. If the Duty Code is given, the field will be calculated. If no Duty Code is given, the specific Duty amount may be entered here.

Join Code: Join Codes allow the user to join an item with another item on the same purchase request or on any other purchase requests. If this field is left blank, the item will not be joined with any other items. The Join Code field can be used also to allow several items on a purchase request, to be grouped together as one line item on a purchase order when the PO is printed.

Warehouse: If the items are going into a warehouse in the Stores/Inventory (SI) system, enter the previously defined code of the warehouse in this field. Warehouses are defined in the SI Warehouse Information (SIUPWH) page. If a stocked product code and a warehouse are input on the Purchase Request Item page, then the Receiving page can be used to increase the quantity on hand for that product.

Fixed Asset?: Enter Y if the item is to become a fixed asset. Leave blank, or enter N if the item will not become a fixed asset. The purchasing system can also set the Fixed Asset flag automatically based on the account and amount entered, using the common codes POFA/XXXX (XX=code value). The specification can be made based on the object code or object part that will trigger the Fixed Asset flag. When an item is entered into the system with a specific amount and account code, the FA field will be automatically set to Y or N depending on the object code or part used and the entries made in the common codes file. For defaulting values placed into this field, define common code POFA/CONTROL. Enter the minimum amount in Numeric Value (1) and enter either the four-character description of the object code or object part in Code (1); enter the criteria to select the FA object codes in the Description field. Default asset receiving locations can be defined in common code POFA/LOCDEFS. If an item on a purchase order is flagged as a fixed asset (the Fixed Asset? field contains a Y), the receiving process will place that item into the Fixed Assets system with the tag number assigned as the fixed asset ID. When a check is written from the Accounts Payable Open Hold subsystem for this item, the system will place information about the item into the Components (AP/PO Info) tab on the Fixed Assets Update (FAUPAS) page.

Brand Code: If the previously entered product code has brands associated with it, you may select one of them from the drop-down list. If a brand code is selected, its description will print on the PO immediately after the item description. The echo field shows the description of the brand code selected in the previous field.

Requested By: Enter information that will identify the receiving party and/or location of the requester. For example, the information could appear in this form: Smith/ Library. Using common code PORB/DEFAULT, this field can default to the name of the user creating the order. Common code PORQ/REQUIRE1 can be set up to make this field a required field.

Required Dt: If this item is required on a date other than specified on the PO header, then enter it here.

Encumber Dt: Read-only field. One method that populates this field is the POUTZZ process if the field is included in the input file. Another method that could populate the field is when sending Contract POs from the Contract Management subsystem.

Close: This field indicates whether this individual item is closed or open. This field was added for a specific client-site and is not used by most sites.

Delete: This field indicates if an item on a printed PO is logically deleted. This flag is set to Y if an item is deleted after the item was printed on a PO. The software does not remove the item from the purchase request, it just sets the flag to Y. When the PO is reprinted, the item will not print on the PO.

Print Item?: If this item should appear on the printed PO, then the Print Item should be checked.

Changed Item?: The column defaults to a blank field. The field is flagged with a Y when changes are made to an item. The Y confirms that yes, the product has changed. The change flag is set regardless of the printed status when a modification to the item occurs.

Ship to ID: Enter the Ship To (PE) ID warehouse location, if applicable. Multiple warehouses should not be referenced on the same PO. It is recommended that when multiple warehouses are used, separate POs be generated for each warehouse.

Addr: If different from the default code, select the code that specifies which address is to be taken from the PE database and used for this warehouse location.

PO Item Number: A system-generated line number for an item on the PR that echoes the Item Number.

Association Codes

The Association Codes tab is used to enter contract retention information for C type (Contract) Purchase Orders. Other codes can also be created to be associated with the Purchase Order for tracking and reporting.

Notes

Add internal notes or text to print on purchase order

The Notes tab serves two functions. The first function enables the user to add internal comments on the purchase requests during any part of the life of the request. The PR Notes range from comments about the necessity of an order, to a comment about the rejection of a purchase request. It should be noted that PR Notes entered here are not printed on the purchase order. PR Notes are considered internal comments but may be printed on the hard copy of a purchase order when using POPWNO utility. Common code POPW/PRNTIT will enable printing internal comments via POPWNO. POPW/PRNTIT Long Desc field will hold the title presenting or marking the comments as internal, confidential or other indicator. Note that Req. Codes may be defined that will also print comments based on common codes and the PO format defined on the POUPFO page. The second function of the Notes tab allows the user to create additional text that is to print on the PO. The text may be designated to print before all the item detail, by entering the text on the Print Before tab, or after all the item detail, by entering the text on the Print After tab. Consider adding NT to the Req. Codes of a purchase Request Code (Req. Codes) to help other users know that Notes are available to browse.

Links

Print Purchase Order

The sidebar of this page includes a link to Print Purchase Order (POPO). Click the link and to launch the printing process. The POPO screen will open, prompting for the information necessary to submit the job. A user can be granted print-only security, which allows a user to print a PO created by another user, without updating the PO. This is done by defining common code POPO/SECURITY and applies to any user having any type of PO access defined in the common security settings of the Purchasing module. When a user is attempting to print a PO and sees the message: ** ERROR *** [PR Number] Incomplete approval for requisition, go to the Workflow Task List and approve the Requisition. Another available security feature is the common code POPR/SECREQUR that will require a Security Code during creation of the requisition. Note that printing a pre-encumbered Purchase Request during the current fiscal year, yet created last year, will be blocked with a message about the years not agreeing. This message may be reduced to a warning by defining the common code POPO/FYDT.

Tools

Copy PR

The Copy PR tool is used to create a duplicate PR record.

Copy validations:

If a record has a PO or PP status and has been modified since it was last printed, the Copy PR tool displays the message: PO Modified since last print. Copy Blocked.
If a PR is copied with:
- An invalid Vendor Addr code: The system detects an invalid vendor address code and displays an error: Vendor addr code is not valid.
- An invalid Remit To Addr code: The system detects an invalid remit to address code and displays an error: Remit addr code is not valid.

From PR: PR number from which PR information should be copied. By default, PR number of current record is displayed.

PR Seed: This field contains the list of PR Number Seeds available to the user which can be used to auto-generate a new PR Number.

To PR: New PR number. User can provide his own unique number. If this field contains NEW then automatically a new PR number will be generated. If the PR Seed drop-down is utilized this field will not be editable.

New Request Date: This is the new request date. By default, it will be current date, but the user can modify this request date. Upon copying the record, all normal record-entry validations are executed, including common code POBU/OPEN, which controls restrictions on dates.

Page header

Vendor

Remit

Details

Requisition Codes

Dates

Blanket

Ship

Bill

Other Information

Items

Account

Enter Adjustment

Association Codes

Notes

Add internal notes or text to print on purchase order

Links

Print Purchase Order

Other Links

Tools

Copy PR