PO0100 P/O and Receiving Purchase Order Processing 3

Line Item Entry

 The field descriptions presented here are valid for the add, change and list modes. Restrictions that pertain to a particular mode of operation are specified for the entry field to which they apply.

 

Name

Type and Description

1.   Line No

3 numeric digits (999).

The entry defaults to the next available line number in the add mode.

The line number is the means by which one line item is distin­guished from another.  Line items will appear in numeric order on the purchase order form and on other reports where the order data is printed.  You may specify any line number for an item that you like, as long as the number has not already been used on the order.

In change mode you can access a particular line item by specifying its line number.  You may also add a line item to the order by specifying a line number that has not yet been used, then answering Y to the question that asks whether you wish to add the line item.  You may bring up previously entered line items for change by pressing the F1 key in change mode.

1.   Line No  (continued)

In add and change modes, you can press the F6 key to display all line items currently on the order.  You can then highlight a line item using the up/down arrow keys, and then display it by pressing the RETURN key.

In add mode, you can press the F3 key to obtain sales history for the vendor based on certain criteria.  You will be prompted in a new window for Product Categories, User Defined Codes, Buyer Codes, For Qty Available Less Than, Show Item Qty On Order > 0, Only Show Qty Available < Re-Order Level, (Qty Avail/Last Year Usage) Less Than, and (Qty Avail/YTD Qty Usage) Less Than.

2.   Item No

15 alphanumeric characters.

Enter the line item's item number.  The item's description will dis­play below the entry, if the number entered is a valid item number.

The item number does not need to be an item on file in the Item file if you are not using the Lifo or Fifo costing methods.  (If you are using the Lifo or Fifo costing methods, the Item number entered here must be defined in the Item file.)  For instance, the item may be some customer order that will never be stocked, it may be an expense item or it may be a service.  If you enter an invalid item number, the program will display a warning message and ask if you are sure the number is okay.

You may also enter the item number of an item that is normally manu­factured in‑house rather than ordered from a vendor.  The program will display a warning and ask if the entry is okay.

The only requirement for an item number is that something be entered.  A blank item number on a purchase order is not allowed.

Pressing the F7 key will allow you to search for an item by number or pressing the F8 key will allow you to search for an item by description.

3.   Item Desc

2 fields of 30 alphanumeric characters each.

The item description will display automatically if a valid item number is entered.  It is possible to change the description of an item that is on file but the change will be effective only on the purchase order.  Changing the description here has no effect upon the item description in the item file.

If the item number entered above is not that of a valid item, you will be required to enter a de­scription here.  Any non‑blank entry is allowed.

4.   Vnd Itm No

15 alphanumeric characters.

The vendor's item number will automatically display here if there is a Item Vendor record on file for the order's vendor number and the line item's item number.

4.   Vnd Itm No  (continued)

You will not be allowed to change it (unless you first change the Item Vendor record through the Item Vendor Maintenance applica­tion).  If no such record exists, you will be prompted to enter the number and what you enter will generate an Item Vendor record.

If you do not know the vendor's item number, leave this field blank.  A blank vendor item number will not generate an Item Vendor record, nor will an Item Vendor record be created in the case where the item number entered above is that of an invalid item.

5.   Account No

 

An account number in the standard format.

Enter the number of the inventory asset or expense account that will be affected by the payment for goods or services received against this line item.  An entry is not required but accounts payable processing will be more productive if an account number is available on the purchase order. 

Pressing the F7 key will allow you to search for the account by number or pressing the F8 key will allow you to search for the account by description.

The field defaults to the account number in the Material Cost Type/Loc File or the Inventory Setup if nothing is found in the first file.

6.   Line Stat

1 alphabetic character.

This field is automatically assigned.  Its value may not be changed through this program.

During the initial entry of the line item in the add mode, the line status is automatically assigned a value of N for New.

Once the line item has appeared on a printed purchase order, its status is assigned a value of P for Printed.

If the line item is ever canceled, it will be assigned a status of X once the line item has appeared as canceled on a printed purchase order.

7.   Cancel ?

Y or N.

During the initial entry of the line item, this field is automati­cally assigned a value of N for No.  A change is not needed to this field during the add mode since if you wish to eliminate the line item from the order at this stage, you need merely press the ESC key to stop the entry.

7.   Cancel ?  (continued)

In the change mode, you may change the value to Y for Yes.  If the line item has not yet appeared on a printed purchase order, changing this field to Y means that you wish to delete the line from the order.  The program will verify that this is your intention, then remove the line from the order.  If it has ap­peared on a printed purchase order, it means that you wish the line item to be printed on a change order as a canceled line.  Once it has been printed as a canceled line its line status (see above) will automatically be changed to X.

There are two basic reasons why you would want to cancel a line item.  You decide you no longer want the item or you are forced to procure the item elsewhere because the vendor has failed to deliver it on time.  Whenever you cancel a line item, a question will display on the screen asking if the cancellation is required because of vendor negligence.  If it is, the program will keep track of this information so that the vendor performance statistics can be updated accordingly.

Once an item has been canceled, and has appeared as such on a change order, it may not be uncanceled.  To reinstate a canceled item you will be required to add it newly to the order.

8.   U Of M

2 alphanumeric characters.

Defaults to the item's purchase unit of measure in the item record.

You may enter either the purchase or stock unit of measure that is specified in the item record.

9.   Unit Cost

10 numeric digits with 4 decimal positions (999,999.9999).

Defaults to the last cost at which the item was ordered (specified in the Item file).

Enter the item's unit cost that you expect to pay when the vendor bills you for the order.  The difference between this expected unit cost and the actual unit cost at which you get billed is the basis for the price variance statistic by which the vendor's performance is evaluated.

 

10.  Commod Cd

4 alphanumeric characters.

If the line item is for a valid item, this field will automati­cally display the item's commodity code from the item file and you will not be allowed to change it. If the item is not on file in the item file you may enter any value.

11.  Notify

3 alphanumeric characters.

Defaults to the default notification initials specified in P/O Setup.

Enter the initials of the individual within the company who should be notified of problems and major developments with the order.  These should be the initials of someone such as the buyer or the department head whose department will receive the merchandise, someone who is aware of the terms and price agreements on the order and who is in a position of authority.

12.  Move To

3 alphanumeric characters.

Defaults to the default move‑to location specified in P/O Setup.

Enter the identifying abbreviation, initials or department number of the area to which the merchandise should be relocated once it has been received.

13.  Job No

6 alphanumeric characters.

Enter the number of the job for which this merchandise or service is destined. This must be a valid code in the Job Code File in the Maintenance section of A/P.

In add or change mode, press the F7 key to search for Job number.

14.  Blank Type

1 alphabetic character.

Defaults to E on blanket orders.

This field is only required if the order type is B (blanket).

 

Blank Type (continued)

The entry here indicates to the vendor the degree of commitment you are making on a blanket order. The allowable entries are:

F   =  Firm

E   =  Estimate

N   =  Minimum

X   =  Maximum

Firm means that the amount on the blanket order is the amount that you actually expect to order.  Estimate means that the amount you end up ordering may be more or it may be less but that this is the best guess you have.  Minimum means you will order at least the amount specified.  Maximum means you will order no more than the amount specified.

For blanket orders one of these values must be entered.

15.  Req Date

A date in the standard date format.

Enter the date on which you wish to receive the shipment.

16.  Prom Date

A date in the standard date format.

This field is not entered in the add mode.  In the change mode you may enter a promise date.  The promise date is a negotiated request date.  If the vendor is unable to meet the request date for the line item, he will propose a different date that can be met.  You should enter that date as the promise date, leaving the request date as it was originally entered.  Doing so  will enable you to see how late the shipment was compared to the original request date.

17.  Qty Ord

A standard quantity format.

Enter the quantity ordered for this line item.

In the change mode you may delete a new line item by changing its quantity ordered to zero.  The screen will ask if you wish to delete the line item and will physically remove the line from the order if you answer Y.  If the line item does not have a status of new, a message will display to inform you that the line cannot be deleted; it can only be canceled.

 

18.  Comment‑1               

2 alphanumeric characters.

Line item comments print on the purchase order immediately below the line item's order data.  Enter here the comment codes for the comments that you wish to have associated with a particular line item.  You may press RETURN to skip entry of either field.

If you are unsure of what comment code to enter, you may press the F1 key while the cursor is positioned for entry of either code to display, in order, the cost that are on file.  Once the correct code displays, answer Y to Right Comment ? to accept it 

In the add or change mode, press the F7 key to search for Comment code.

19.  Comment‑2

2 alphanumeric characters.

Line item comments print on the purchase order immediately below the line item's order data.  Enter here the comment codes for the two comments that you wish to have associated with a particular line item.  You may press RETURN to skip entry of either field.

If you are unsure of what comment code to enter, you may press the F1 key while the cursor is positioned for entry of either code to display, in order, the cost that are on file.  Once the correct code displays, answer Y to Right Comment ? to accept it.

20.  Additional Comments

2 lines of 30 alphanumeric characters.

This field allows free‑form entry of two lines of comments that will print on the purchase order immediately below the line item's order data.

The F2 key allows for expanded comments to be entered on the purchase order immediately below the line items order data.

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