Purchase Orders

The Purchase Order programs allow entry of purchase orders for sales and rental items, and print them out in order to issue them.

P.O. Document:

The Purchase Orders are intended to print on your firm's letterhead, or alternatively, they can be printed on the same forms used by the contract/invoice. It should have your Company Name, Address, Telephone and Fax numbers pre-printed on it.

When the Purchase Order prints out, it clearly prints PURCHASE ORDER on the form, and any Purchase Order instructions required by your firm (achieved by the P.O. Layouts). For this reason, another pre-printed form for Purchase Orders is not required. If your firm uses only manual pre-numbered Purchase Orders, use the Purchase Order programs, overriding the auto-assigned Purchase Order number with the pre-printed Purchase Order number.

Note: If the Vendor has been setup with an "Alternate Payee" in the Alternate Pay To Information window, then the name and address for the Alt Payee will print on the Jasper P.O.

P.O. Audit Log:

When any P.O. is entered or modified in Purchase Order entry or deleted in Purge Old Purchase Orders, the actions are logged in a Purchase Order audit file, and can be output using Purchase Order Modification Journal.

• Changes are tracked for the following P.O. header fields:
  Date, Vendor, Ship Via, Layout, Clerk, Division, Terms, Instruction, Shipping Name/Address Information
  

• Changes are also tracked for the following P.O. detail fields:
  Description, Qty Ordered, Cost, Delivery Date, Order Balance, O/V, Order Received, Type, Category, Exchange, Duty, Freight, Order Conversion, Order Unit Of Measure

When a Purchase Order is deleted in Purge Old Purchase Orders a record is written to the Deletion Log, to track this deletion for function INPH99.
When a single Purchase Order is deleted using the DELETE button action, a record is written to the Deletion Log, to track this deletion for function RSPO01.

Using the Sales Order to Create a Drop Ship P.O.:

A Sales Order can be used to capture the sales products to be sold to the customer, and also to generate a Purchase Order to fill the Sales Order.
This shipping or Site address on the Sales Order becomes the Ship To address on the Purchase Order and any changes made to the Site address on the Order will automatically update the Ship-To address on the associated Drop Ship P.O.

If the Sales Order is flagged to create a 'Drop Ship' P.O. to deliver the parts directly from the supplier to the customer, when the A/P invoice from the vendor is received, and Warehouse Receiving is confirmed, the order is automatically filled and a Sales Order Invoice is generated to bill the customer.

Note: Changes to back order Sales parts details on the resulting Sales Order Invoice also update the Sales Order and the 'Drop Ship' Purchase Order details.

Refer to Purchase Order from Sales Order Overview for details on this feature and the process flow.

Ordering a Product or Service from the Contract:

A Purchase Order can be linked directly to a Contract to fill the contract more efficiently.
This is useful for re-rented equipment, or the sales and services used to support rentals, such as fuel, transport, erection, and dismantling of equipment such as scaffolding or temporary fencing.
The "Suppress Rates on PO Print" flag in the Company Customer Forms setup controls whether the product rates should or should not be printed on the Purchase Order detail line for rental products ordered from a Contract.

Refer to Contract/Purchase Order Link Overview for more details.

Note: The operator must have "Document Field Access" permission to the Contract - Create Linked Purchase Order feature in Security Role Permissions to use this processing.

Ordering a Product to Fulfill a Work Order:

When the "Add Parts to Work Order in Warehouse" feature is activated in the Company Inventory Parameters, Sales parts on a Purchase Order detail that have been assigned a Type W and a W.O.# in the expanded P.O. detail line are added directly to that Work Order as "issued" when the part is received in Warehouse Receiving.

If the W.O. Division is flagged to use 'Texada Web' then the parts are added to the Work Order as "ordered" to allow the Mechanic to change them to issued as he uses them.
An alert is sent to the Mechanic saying that the part has been received, and if the FL Work Order has already been closed an alert is triggered in SRM at the time of Receiving.

If the Part already exists as back-ordered on the Work Order and no quantity has been issued, the Select Work Order Part window is triggered when the W.O.# is entered on the product detail line of the P.O. to select the part detail to be filled on the W.O.
If the Part does not exist on the Work Order but the W.O.# has been assigned to a P.O. detail, a new W.O. Part detail line will be created on the Work Order when the product is received in Warehouse Receiving.

Refer to Company Inventory Parameters for complete details on this feature.

Ordering an Item that does NOT belong in Inventory:

The ability to order an item on a Purchase Order that does not have a product number or Group is controlled by the "Allow Non-Inventory Items On PO Details" flag in the Company Security Parameters.

When this feature is enabled, the prompt to 'Create a Non-Inventory Transaction' is triggered if there is one or more GL accounts flagged to Allow PO in the Chart of Accounts, and when both the Our Product # and Vendor Product # fields are left blank on a Purchase Order detail.
The item description, quantity, cost each, division, notes, and an eligible GL posting account can then be entered.
Only Asset and Expense GL Accounts flagged as Allow PO in the Chart of Accounts can be ordered.

The expanded P.O. Detail can be used to defined a Type when relevant for the non-inventory item, including:

• Non-Rental (N) - default
• Freight (F)
• Re-Rental (E)

Non-Inventory items ordered on a P.O. are ignored in Warehouse Receiving but are still processed and posted through A/P Invoices by Purchase Order.
The P.O. is automatically "closed" when the non-inventory expense is entered in A/P invoices as the P.O. will never be received.

SmartEquip Parts Orders:

Using the SmartEquip third-party application, service parts required to repair rental equipment can automatically be ordered on a P.O.
Sales parts are identified by the Vendor Product # which needs to be unique within a Group, because the "Group" or "Stock Class" represents a single Vendor in the SmartEquip application.

When creating the Purchase Order through SmartEquip where the 'Group/Vendor Product#' combination does not exist, then the system will create the part record in Sales Inventory before it can create the P.O.
If the part is found then it will use that SRM part on the P.O.

P.O. Approval Processing:

The “Enable PO Approval” feature in SRM can be activated from the Company Inventory Parameters.
This purchasing control feature provides the ability to restrict how much a purchasing employee can spend on a P.O. and any P.O. over the user's Security Role Permission defined limit, would be required to go through the approval process before that PO can be issued to the vendor.

Refer to Company Inventory Parameters and to Purchase Order Approvals for the process flow and setup.

Approval Plus Processing:

The Approval Plus third-party application, can be used to manage product orders, receiving and invoicing.
The "Negative and Positive Lines on P.O." flag in the "Miscellaneous" window of the Security Role Permissions needs to be unchecked with Approval Plus because the Export Purchase Orders cannot be processed when both negative and positive quantity product detail lines are included on the same Purchase Order.

EDI Export Purchase Orders to XML:

Purchase Orders generated for vendors that are flagged to use 'Electronic Data Interchange' (EDI) in the Additional Information window of Vendor Information, can be exported to XML data files in the next Daily Close 3 run.
Once exported, a P.O. cannot be modified further.

Refer to the Company Daily Close Parameters to activate and setup the export file, email, and parser features.
Refer to XML Data Exports Menu to review, modify, or regenerate the XML export transaction information.

Note: When the “Enable PO Approval” feature is activated in the Company Inventory Parameters any Purchase Orders that have not been Approved yet are excluded from the XML output.

Process flow for a Purchase Order:

The prompts for P.O. entry are:

P.O. NUMBER

To enter a new P.O. in Add mode, accept the auto-assigned Purchase Order number, or type in the number on the pre-printed Purchase Order.

When “Enable PO Approval” is activated in the Company Inventory Parameters a P.O. can only be entered by an operator if he has a Approver assigned in Operator Codes.

The flag to "Assign P.O.# After Accepting Header" as set in the Company Inventory Parameters to controls whether Purchase Order numbers are assigned immediately and risk being "burned", or are assigned after the document header is completed.

The ability to over-type the auto-assigned document number is controlled by the "Allow Custom Document#" flag for the document type defined in Last Used Transactions or by the division in Last Used Transactions by Division.
A warning is generated if the number has already been used.

To access an existing P.O. in Change mode, a Purchase Order Search window is provided to view and select from existing Purchase Order #'s.
However certain Purchase Orders can be viewed but cannot be modified including:

• Any Purchase Order created from a 'Drop Ship' Sales Order can be viewed in the drill down windows but cannot be modified.
• Purchase Orders generated and exported using Electronic Data Interchange (EDI) cannot be modified.
  Refer to XML Data Exports Menu to review, modify, or regenerate the XML export transaction information.
• Using the 'P.O. Approval Processing' activated by the “Enable PO Approval” setting in the Company Inventory Parameters, any Purchase Order that has been submitted for approval or has already been approved can only be modified by the Approver or the original purchase if the P.O. total is still below his limit.

P.O.s can be viewed in the Purchase Order Inquiry.

DIVISION

Enter the division which is purchasing these goods or select it from the drop-down list.
The division defaults to the operator's division setting defined in Operators.

All income, revenue, and expenses are tracked by the division, and posting to the correct G/L accounts for that Division is automatic.

LOCATION

Enter the location which is purchasing these goods or select it from the drop-down list.
The location must be a valid location for inventory, as identified by the flag in Divisions.
The location defaults according to the operator location setting defined in Operators.

G/L transactions to update inventory costs always post to the G/L Location for the inventory.

Note: The Location on an existing P.O. cannot be changed, as the location has already been used to update the Re-Order quantities. Use the Change Purchase Order Location utility if a change is necessary.

VENDOR NUMBER

Enter the vendor number, or enter the first few characters of the vendor name (ALPHA KEY) to list matches in the search/selection pop-up, or search for the vendor in the Vendor Search window.
The Vendor Search window can also be used to find alternate Vendors who supply the same product and to determine the best vendor and price.
New vendors must first be setup in Vendor Information.

Note: A P.O. cannot be created for an "Inactive" supplier as designated in the Vendor Information, and the Vendor Search window does not list "Inactive" vendors when the search is initiated on a P.O. however any existing Purchase Orders that had already been created before the Vendor was flagged as "Inactive" can still be received and can still be invoiced.

The vendor's name, address, telephone # and fax # prints on the Purchase Order, according to the information set-up in Vendor Information.

In Change mode, the vendor number cannot be changed if any receiving has been entered for the P.O. or if the Operator does not have Security Role Permission to "Change Vendor # on P.O. in Change Mode" in the Document Field Access settings.
When reviewing an existing P.O. header in Change mode, if the operator does not have permission to change the Vendor or if products have already been received against this P.O., the background colour of the Vendor Number field will be shaded to indicate it is disabled.

VENDOR PHONE #

The Vendor's telephone number is displayed on the screen.
This is information only.

VENDOR ACCOUNT #

The Vendor's optional account number as defined in Vendor Information is displayed on the screen.
This is information only.

VENDOR CURRENCY

The Vendor's currency as defined in Vendor Information is displayed on the screen.
This is information only.

ORDER DATE

Accept today's date or type in the date of the order.

SHIP VIA

Accept the default shipping method for this Supplier, as defined in the Additional Information window in Vendor Information, or select a method from the drop-down list.

Commonly used shipping codes can be setup in Ship Via Codes.
If a specific shipping code is not required, setup a blank code for Unassigned or Best/Cheapest Way in Ship Via Codes.

LAYOUT NUMBER

Accept the P.O. layout for this Supplier, that defaults from the Additional Information window in Vendor Information, or select a layout from the drop-down list.

P.O. layouts can be setup in Purchase Order Layouts. The layout has your company's terms and conditions for purchasing on it, to be printed on the Purchase Order.

PURCHASING AGENT

Accept the Purchasing Agent for this Supplier, that defaults from the Additional Information window in Vendor Information, or select an agent from the drop-down list as setup in Purchasing Agent Codes.
Only active Purchasing Agents can be assigned to a P.O.
This prints on the Purchase Order.

CLERK

Accept the Clerk Code associated with this P.O. which always defaults from the operator currently signed into the session in both Add mode and in Change mode, or select one from the drop-down list as setup in Operators.
This clerk code prints on the Purchase Order at the bottom of the Jasper form and prints on the Purchase Order Report on the summary report, and on both the summary and detailed spreadsheet output.

Note: An Operator flagged as 'disabled' at a Division cannot be assigned as a Clerk on a P.O. for a session signed into that Division.

PURCHASE ORDER INSTRUCTIONS

Enter any relevant instructions to be printed in the header of this P.O.

PURCHASE ORDER NOTES

Additional detailed P.O. notes can be entered in the window, as outlined in Purchase Order Notes to optionally print on the P.O. and Warehouse Receipt Slip.
The notes can also be viewed but not updated when the order is invoiced in A/P Invoices By P.O.

P.O. TERMS

The payment terms default from the supplier's information in Vendor Information. These terms print on the P.O.
The terms may be over-typed if required for this P.O., but any changes made do not update the default Terms defined in the Vendor Information.

SHIP TO ADDRESS

The Ship To Address that prints on the Purchase Order automatically defaults to the P.O. Location address as setup on the main screen of Divisions.

The Ship To Address can be changed in the window with the correct information.
A further window on the Name field of the Ship To Address, can be used to select a different receiving Division/Location code, and the address as setup in Divisions (except for the country code) will then become the Ship To Address for the Purchase Order.

ORDER#

An order number is displayed for reference, only if there is a product that has been ordered on this P.O. directly from the Sales Order as outlined in the Purchase Order from Sales Order Overview.
The Order# is also displayed in the expanded detail on the P.O. for the relevant product.

CONTRACT#

A contract number is displayed for reference, only if there is a product that has been ordered on this P.O. directly from the Contract as outlined in the Contract/Purchase Order Link Overview.
The Contract# is also displayed in the expanded detail on the P.O. for the relevant product.

REFERENCE

This ‘Reference’ field can be up to 250 characters and it prints on the Summary PDF and spreadsheet output of the Purchase Order Report.

APPROVAL STATUS

This Status field displays the current Approval Status of this P.O. and is only visible when the 'Enable P.O. Approval' feature is activated in the Company Inventory Parameters.
This Status is also displayed on the PO Approval Notes window, the Purchase Order Approvals utility, the Purchase Order Approval Report and the Purchase Order Inquiry.

Approval Statuses include:

-Draft - PO is currently being entered and not yet saved
-Pending Approval - PO is created or updated and exceeds purchaser's limit
-Approved - PO does not exceed limit or has been approved by Approver
-Rejected - PO exceeded purchaser's limit and has been rejected by Approver so follow-up is required

APPROVAL NOTES

This Notes window is only visible when the 'Enable P.O. Approval' feature is activated in the Company Inventory Parameters.
Enter any notes in the PO Approval Notes window.

These notes will display on the Purchase Order Approvals utility, the Purchase Order Approval Report and the Purchase Order Inquiry.

DETAILS OF THE PURCHASE ORDER
The header portion of the product details screen of the Purchase Order lists the PO number, Division and Location, the PO Approval Status when this feature is active, and on the right the Vendor number, name, telephone number and website are displayed.

There are several different options for selecting the products to be ordered including:

• enter each product individually on the order by Our Product # (your firm's part #) then match it to the supplier's product number
• enter each product individually on the order by the Vendor Product # (your supplier's part #) then match it to your product number
• enter the products by scanning in the associate barcodes
• add a new product number to the inventory file and order the new quantities
• generate a worksheet by Product number range and select the products and quantities to order using the resulting list
• generate a list of products for the vendor on the P.O., by Group or Class range that do not meet their Minimum re-order quantity requirement, and then select items from the resulting worksheet
• enter a product Group to order a new Non-Bulk rental item
• sales parts can also populate the P.O. from a customer's Sales Orders, where changes made to the Sales Order will be reflected on the P.O.
  Refer to Purchase Order from Sales Order Overview for details on this feature.

  Note: In Change mode, an existing product number ordered on a P.O. cannot be changed.
  If the product number in incorrect, delete the detail line and re-enter it with the correct product number.
  Only product detail lines that have not yet been received or partially received can be deleted, as outlined in Products That Can Be Deleted.

Lists the items to be ordered as follows:

SEQ#

The sequence number automatically tracks the number of items ordered.

Note: Once a P.O. is fully received additional products can only be added to the "closed" P.O. if the Operator has Security Role Permission to "Change/Add Details on Received P.O. in Change Mode" in the Document Field Access settings.

Each product carries a Vendor # and a Vendor Product # in Sales Inventory or Rental Inventory with the corresponding order cost and re-order information.
If the Vendor or Vendor Product # are different on the Purchase Order, alternate pricing can be used as setup in Alternate Vendor Purchasing.
Special vendor pricing by Division can also be used as setup in Alternate Vendor Purchasing By Division.

OUR PRODUCT#

Enter the product number that your firm uses for the product, or leave this field blank to move to the Vendor Product# field to identify the product by the supplier's product number, or to order a non-inventory item.

A barcode scanner can also be used to read and enter the product by barcode number.

Note: Rental or Sales products that have been flag to "Stop P.O.s" in the Make/Model and Re-Order Information (Rental Assets) or the Inventory Re-Order Information (Sales Products) window, cannot be added to the P.O. and a warning is generated.
This can be useful for products such as discontinued items that should no longer be ordered.

Alternatively window on the Our Product# field to access and select from the following options for entering products for the P.O.:

• Select Equipment Search to use the Inventory Search utility to find the product, or to find the Group to be ordered.
• Select Quick Equipment Search to use the simple Product Search utility to find the rental or sales product to be ordered.
• Select Search By Vendor Part# to use the Product Search by Vendor Product# by supplier number.
• Select Add Product Range to select a group of products by worksheet using Add Product Range.
• Select Add Products By Class/Group/Min/Max to select from a group of this vendor's products by worksheet using Order By Class/Group/Min/Max.
• Select Add A New Rental Product to add a new Rental Product on-the-fly if it is NOT already included in the product file, as outlined in Add Rental Products.
• Select Add A New Sales Product to add a new Sales Product on-the-fly if it is NOT already included in the product file, as outlined in Add Sales Parts.

Note: The ability to add new inventory records "on-the-fly" is controlled by the operator role permission assigned in Operators, and the "Add Sales/Rental Inventory" flags in the Miscellaneous window of Security Role Permissions.
For more information on available security features refer to System Security Overview.

UPDATE VENDOR# ON PRODUCT

A flag in the Company Inventory Parameters controls whether the operator is prompted to update the Vendor # and the Vendor Product # in Sales Inventory and Rental Inventory when this information differs on the P.O. from the product file.

When this processing is activated and the Vendor for the P.O. does not match the Vendor in the product file, a window opens displaying the product number and description on the P.O., with the vendor# currently assigned to the product, and the vendor product number.

The Vendor Product# can be changed to be updated in the Sales Inventory or Rental Inventory.

Click UPDATED VENDOR to update the Vendor# in the product file to the P.O. vendor#, and to update the Vendor Product # to the number in this pop-up dialogue box, or click CANCEL to prevent any change to the product file.

Order by Group:
A Group can be entered on the P.O. representing a new non-bulk rental product, that has not yet been entered in the product file.

• To indicate the Group, enter a + followed by the Group number.
  When the new inventory is received in Warehouse Receiving, a screen prompts to add the new non-bulk inventory into the product file.

  Once the Group quantity has been fully received, the Group will no longer print on re-prints of the P.O. as it will be replaced by the specific products.

RE-ORDER BY LOCATION

The prompt to 'Set re-order quantities by location?' is triggered if a Group is added to a P.O. and the flag to activate "Central Purchasing and Distribution" is set in the Company Inventory Parameters.

Click YES if the new products from this Group are to be ordered by location.
Click NO if these products are not to be ordered by location.

VENDOR PRODUCT #

The Vendor Product number determines the re-order price for the item.

• If Our Product# has NOT been entered on the P.O. a window is provided to search for the product by the supplier number or code as outlined in Vendor Product Search.

  When a Vendor product number is entered and there are multiple matching product records, the Our Product# Selection window opens listing all of the corresponding products regardless of vendor.
  Select the appropriate Our Product# from the window.

• If Our Product# has already been entered on the P.O. the corresponding vendor product number defaults from the Sales Inventory, or Rental Inventory, or from the Alternate Vendor Purchasing according to the vendor assigned to the P.O.

  If there are multiple Vendor Product numbers setup in Alternate Vendor Purchasing for this supplier, then the Alternate Vendor Product Selection window is triggered to select the appropriate Vendor Product #.

  The vendor product # can always be over-typed with the correct number.

• Non-Inventory Transaction:
  If Our Product# has NOT been entered on the P.O. and the Vendor Product # field is also left blank, and the feature to "Allow Non-Inventory Items On PO Details" has been enabled in the Company Security Parameters, and there are one or more GL accounts flagged to Allow PO in the Chart of Accounts, then the prompt to 'Create a Non-Inventory Transaction' is triggered.

  Click NO to return to the "Vendor Product#" field.

  Click YES to order an item that does NOT belong in inventory, and enter the non-inventory item description, quantity, cost each, division, notes, and GL posting account.
  Only GL Accounts flagged in the Chart of Accounts to Allow PO, can be entered as a non-inventory item order.
  Negative quantities are allowed for a 'Non-Inventory Transaction' to reverse a posting.

  Non-Inventory items ordered on a P.O. are ignored in Warehouse Receiving but are still processed through A/P Invoices by Purchase Order.

  Note: Operators can be restricted from posting to a control account by role permission as defined in the "Document Field Access" window of the Security Role Permissions.

• Warnings:
• For any Sales parts having a "Non-Returnable After" date in the Re-Order Information window of Sales Inventory, a warning message is displayed on the screen.
• For any Sales or Rental products with a "Re-Order Multiple" setup in the 'Re-Order Information' window of Sales Inventory or Rental Inventory, a warning message is displayed on the screen.

ORDER CODES

If this product has been assigned any order codes in Sales Inventory or Rental Inventory, the Product/Group Purchase Order Codes window is displayed.
Notes can be selected to print in the product details.

DESCRIPTION

The Vendor's description of the product displays from the Alternate Vendor Purchasing or from the Inventory File, according to the Vendor Product number used on this order.
Accept this description, or type over this description with the product description that should be printed on the Purchase Order.

Because the vendor description can be up to 40 characters, and there is only room to display part of the description, the full description is can be viewed in the Expanded Detail Record.

Security:
If the operator has been given Security Role Permissions in the "Document Access Fields" to change product descriptions in document entry, this product description can be over-typed if required.
Over-typing the description does not make any changes to the product description stored in the Product file.

ORDER QTY

Enter the quantity ordered for this product.

Negative Order Quantities:

A negative quantity for a product (not a Group) is permitted for a product on the P.O. if an order or partial order needs to be returned to the supplier using Warehouse Receiving to reduce the quantity in stock.
Negative quantities can be processed through A/P Invoices by Purchase Order to generate a credit invoice against the supplier, or if the original order was never invoiced in Accounts Payable and does not require a reversing invoice, the negative receiving record can be closed in Outstanding Warehouse Receipts using the Update option.

If the 'Prevent Negative Purchase Order Quantity' is set in the Company Inventory Parameters then the negative quantity can only be entered if there is sufficient positive quantity 'On Hand' to be returned regardless of the Group availability checking, Class re-rent flag, any Company or Division availability parameters or product requirements.
(On Hand - On Contract - On Reservation)

Negative quantities are always allowed for a 'Non-Inventory Transaction' to reverse a purchase posting.

Note: The 'Order Conversion' defined for a product in Inventory Re-Order Information (Sales Products) does not apply when stock is being returned using a negative quantity on the P.O. so the actual quantity to be returned to the supplier needs to be entered.
e.g. 3 boxes out of the case are being returned and should be returned on the P.O. as -3 quantity

PRODUCT INFORMATION

A window is provided on the Order Qty field to view following product information:

• Sales Inventory or Rental Inventory
• Inventory Location Quantities
• Re-Order Information
  

These windows are not available for a Group ordered on the P.O. or for "non-inventory" order transactions.

Note: The ability to modify the re-order information for Sales and Rental products from Purchase Order entry, is controlled by the operator's Security Role Permissions as defined in the 'Miscellaneous' window.

ORDER BY LOCATION

This window is automatically triggered if the product is setup to be ordered by location, and the flag to activate "Central Purchasing and Distribution" is set in the Company Inventory Parameters.

Enter the quantities being ordered for each location.
Click EXP/CON to view the quantity count already received and the outstanding balance on the P.O.

A window is provided on the Ordered field to view following product information:

• Sales Inventory or Rental Inventory
• Inventory Location Quantities
• Re-Order Information

Note: Once a product has been received or partial received into inventory, the product quantity on the P.O. detail cannot be changed to less than the quantity that has already been received, and an error pop-up is triggered.

LCF Window

This Landed Cost Factor (LCF) is used to include the exchange, brokerage, duty, and freight, in the cost of an imported product. The factor will be used to convert the costs, to the final purchase cost.

This window appears only when costs are being updated in the Warehouse, as activated in the Company Inventory Parameters, and the vendor has a currency exchange.
If the vendor does NOT have a currency exchange rate the LCF freight percent can still be entered, if the prompt to "Always Prompt For Freight% to Calculate L.C.F." is set in the Company Inventory Parameters.

EXCHANGE

If this Vendor has been assigned a currency in Vendor Information, other than the company currency in Company Information, the currency exchange rate as setup in Currency Codes displays. This may be over-typed if required.
This value is used in the LCF calculation.

DUTY/BROKERAGE %

The Duty/Brokerage percent from the Vendor Information, displays. This may be over-typed if required.
This value is used in the LCF calculation.

FREIGHT %

The Freight cost percent from the Vendor Information, displays. This may be over-typed if required.
This value is used in the LCF calculation.

LCF

The new LCF displays using the formula :
LCF = Round((Exchange * Duty/Brokerage * Freight),4)

e.g. Exchange 57.53%, Duty/Brokerage 2%, Freight 3%
LCF = (1.5753 * 1.02 * 1.03) Rounded to 4 decimal places
LCF = 1.6550

UNIT COST

This Re-Order Price displays based on the Vendor Product number information setup in Sales Inventory or Rental Inventory and Alternate Vendor Purchasing.

Accept this cost for the item on this Purchase Order or over-type it with the correct order price per unit.
A window is provided to view the Last Cost with the current Re-Order Price, and the L.C.F. information.

Note: If this is a re-rent product that is being ordered using the 'P.O./Contract link' process, then this unit cost is ignored on the A/P invoice.
Instead the supplier rental rate that was calculated for the P.O. using the percent of the rental rate charged to the customer, is charged as the cost for the billing period.
Refer to Contract/Purchase Order Link Overview for details on this feature.

Update Cost on Receiving Trx:

In Change mode if the Unit Cost is over-typed for a sales or rental detail line that has been received or partially received in Warehouse Receiving but has not yet been invoiced in A/P Invoices, and the "Prompt Update Receipts With PO Cost" is activated in the Company Inventory Parameters, the operator has the option to also "Update non-AP invoiced receipts with the PO cost".

Note: The REFRESH button on the Export Purchase Orders can be used to update all receiving transaction that have not been invoiced, where the cost has been changed on the source P.O.

Re-Order Price Update:

If the Unit Cost is over-typed for the order, when the detail line is completed the operator has the option to update the source Re-Order Price.
The Re-order Price that will be updated depends on whether the pricing was determined by Sales Inventory or Rental Inventory or by Alternate Vendor Purchasing records.

Any changes made to the Re-order Pricing that are saved, are tracked.
An audit report on history of Re-order Price changes can be generated using Type 3 or 4 from Product Value Override Report.
Re-order Price changes are also included in the more general Override Report.

Notes regarding Update Average Cost In Warehouse:

• If the flag to "Update Average Cost In Warehouse" is activated in the Company Inventory Parameters, then it is important that the Unit Costs entered on the P.O. are accurate, as they will be used for posting to the Inventory sub-ledger rather than the costs entered with the A/P invoice.
• Even if this update cost feature has been activated, costs are NOT updated for re-rent and sales parts ordered using the 'P.O./Contract link' process, as these items must post through A/P Invoices by P.O. to calculate appropriate costs.
  Refer to Contract/Purchase Order Link Overview for details on this processing.

DELIVER BY

The software automatically calculates the estimated delivery date according to the Lead time from the order date, as setup in Additional Information window of Vendor Information.
Accept this date, or type in the correct expected date of delivery.

Expanded Product Detail:
Click EXP/CON button to access the following additional product detail fields on the P.O.:

NOTES

Window to enter product detail notes that can be flagged to print on the P.O. as outlined in Detailed Product Notes.

TYPE

The values in the Type and Category fields default from the previous product detail line on this P.O.
This information can be changed for this product as follows:

• Leave this "Type" field blank if the product is to be received into stock.

  CATEGORY

  A reference number or word can be entered. This is information only.
  On receiving, the product quantity will be added into stock.

• Select Type C - Contract if this product is being ordered to fill a Contract for a re-rent, a sales item or a service.

  CATEGORY

  Enter the corresponding Contract number, or look it up in the Contract Search window.
  Select the product type and product record from the resulting Product Selection window.

  If the P.O. was created from a Contract, this will automatically display C for Type and the Category will reference the contract number that cannot be changed.
  Refer to Contract/Purchase Order Link Overview for details on this feature.

  Note: A P.O. can only ever be linked to one contract, but a contract can be linked to multiple Purchase Orders for various vendors.

  P.O./Contract - Product Quantity Receiving:
  If the contract is manually entered on the P.O., when received in Warehouse Receiving the sales product quantity will be added into stock, but stock qualities are not updated for re-rental items and services.

  If the contract number was linked to the P.O. in contract entry, the operator had the option to flag the quantity as already received, or as not yet received in the warehouse.
  This allows sales product quantity to be shipped directly to the customer or to be added into stock on receiving.
  Stock qualities are not updated for re-rental items and services.

  Note: If a product in a re-rent class is received into inventory and the P.O. was not linked to a contract, then the quantity is received into stock updating the product quantity on file.

• Select Type O - Other if this product is slated for a special use.
  

  CATEGORY

  A reference number or word can be entered. This is information only for the receiving staff.
  On receiving, the product quantity will be added into stock.

• Select Type S - Sales Order if this product is being purchased to fill a Sales Order.

  CATEGORY

  Enter the corresponding Sales Order number, or look it up in the window provided.

  If the P.O. was created from a Sales Orders, this will automatically display S for Type and the Category will reference the order number.
  This process can be used to "drop-ship" the products at the customer's site on receiving.
  Refer to Purchase Order from Sales Order Overview for details on this feature and the process flow.

  Note: If the product was manually tagged on the Purchase Order as Type S with an associated Sales Order number, or the P.O. was generated from an Order but not as a 'Drop-ship' order, then this is information only and when received the product will be added into stock.

• Select Type W - Work Order if this product is being purchased specifically for use on a Work Order.

  CATEGORY

  Enter the optional corresponding Work Order number, or look it up in the window provided.
  When the product quantity is received, it can be added into stock or added directly on the W.O. depending on the setup of this feature, as outlined below.

  Warehouse Receiving to Add directly to Work Order Processing:

  In the Company Inventory Parameters the "Add Parts to Work Order in Warehouse" flag can be set to cause any sales parts that have a Type W and have been assigned a W.O.# on the P.O. detail, to be added directly to that W.O. as an "Issued" quantity when they are received in Warehouse Receiving.
  If the option to "Prevent Invoicing of W.O. with Parts on Back Order" is also activated in Company Estimate and W.O. Parameters, the W.O. cannot be closed and billed until the parts are received or the reference to the W.O. is removed on the P.O.

  • If the Part already exists on the Work Order with a Back Ordered quantity and no quantity has been issued the Select Work Order Part window is triggered when the P.O.parts detail is completed, to select the W.O. detail line to be filled.
    Once a W.O. Parts detail has been assigned to be filled by a specific P.O. detail, the Parts detail cannot be changed on the target Work Order. Instead changes to the quantity must be made through the source Purchase Order.
    Once a W.O. Parts detail has been assigned to be filled by a specific P.O. detail, the Parts detail cannot be deleted from the target Work Order unless the Operator has Security Role permission to the "Work Order Line Linked to Purchase Order Line" action in the 'Deletions' flag window. If the W.O. detail is deleted, then the link to the P.O. is removed and the receiving of the P.O. item does not update the W.O.

    When the received quantity on the P.O. detail differs from the quantity on the associated W.O. Parts detail, the ordered and issued quantity on the W.O. Parts detail will be updated to match the quantity received in the Warehouse Receiving.
    

  • If the Part does not exist on the Work Order but the W.O.# has been assigned to a P.O. detail, a new W.O. Part detail line will be created on the Work Order with the quantity "Issued" when the product is received in Warehouse Receiving.

  The "linked P.O. to W.O." product information is displayed in Warehouse Receiving prior to accepting the quantities being received.
  A P.O. detail cannot be deleted from the Purchase Order once it has been received and the Work Order quantity has been updated.

  If the W.O. Division is flagged to use 'Texada Web' then the parts are added to the Work Order as "ordered" to allow the Mechanic to change them to issued as he uses them.
  An alert is sent to the Mechanic saying that the part has been received, and if the FL Work Order has already been closed an alert is triggered in SRM at the time of Receiving.

  If the "Add Parts to Work Order in Warehouse" processing is not activated in the Company Inventory Parameters, the category 'W' and a W.O.# on any P.O. details becomes information only.

• For Non-Inventory order transactions on the P.O. select one of the following 'Types' from the drop-down list:

  • E - Re-Rental
  • F - Freight
  • N - Non-Rental (default)
  • R - Repair
  • V - Contract Service such as 3rd party delivery service

    CATEGORY

    This field only applies for Type V - 'Contract Service' where the associated Contract# becomes mandatory.
    A Contract Search window is provided to select the corresponding Contract number.

  Mandatory GL Account window:
  

  When an order detail is for a Non-Inventory purchase, an eligible GL Account must be entered or selected from the G/L Account Search window to post the expense.
  Only G/L accounts flagged to "Allow PO" in the Chart of Accounts table are returned in the G/L Account Search.

  When the 'Job Cost Code ' processing is enabled in the Company Posting Parameters and a non-inventory item with the GL Account defined on the P.O. is being billed on an AP Invoice by P.O. the operator is prompted whether to use the original PO GL Account or to override it with the GL Account associated with the selected Job Cost Code on the AP detail line.

VIEW

This window provides the ability to drill down to view the details of the document defined in the Category field.

P.O. Quantities:

The following fields reflect any inventory quantities that have been received or partially received:

BALANCE

The Balance On Order indicates the quantity still outstanding on this Purchase Order for this item.

LAST DATE

The date from the last warehouse receiving for this item will display.

LAST QTY

If the Warehouse Receiving has been completed and the items received have been entered, the quantity received will display on the screen. This is the quantity from the Last Warehouse Receipt (if there are backorders, only the quantity received last displays).

LAST COST

If the invoice has been entered for this Purchase Order, then the costs from the invoice will display. If several invoices were received (due to backorders), it is the LAST cost from the last invoice which displays. This lets you know what you actually paid for the item.

OVER Flag

This flag only appears if the product has been received in the warehouse for a greater quantity than was originally ordered on the P.O. The new quantity is now displayed as the Order Qty.
View the P.O. Notes for more details on the changed order quantities.

Note: "Over" receiving is only allowed in Warehouse Receiving, if the flag has been set in the Company Inventory Parameters.

GL ACCT

This field is only visible if the "Allow Override Of GL Account On PO Details" setting in the Company Security Parameters is activated.
The General Ledger Account defined for 'Inventory' in the Rental Product Class or Sales Product Class is displayed.
If this feature is activated the GL Acct can be over-typed or a different asset or expense account can be selected from the GL Account Search.

This is the GL Account that will be used for posting the inventory value on the Accounts Payable Invoice.

Note: Operators can be restricted from posting to a control account by role permission as defined in the "Document Field Access" window of the Security Role Permissions.

Inventory Flag window:

If this Sale or Rental product has been flagged as NOT being Inventory an the operator has Security Role Permission to "Change Inventory Flag During P.O. Entry" as set in the "Document Field Access", a window opens warning the operator and providing the option to change the flag if required.

Refer to Inventory Flag Defaults for information on how this flag is used with Sales, Rentals and Re-Rent products that should not be considered part of fleet or stock inventory.

Update Re-Order Price window:

The primary Re-Order Price and vendor number are assigned to each product in Sales Inventory or Rental Inventory.
Different pricing for the same supplier using various Order Conversions and pricing for other suppliers can be setup in Alternate Vendor Purchasing and more specifically by division in Alternate Vendor Purchasing By Division.
If the Unit Cost has been over-typed for the Purchase Order, this window provides the option to update the Re-Order Cost.
The re-order price that is updated, will be in either the inventory file or one of the alternate vendor product pricing records, depending on where the unit cost originally defaulted from for this P.O.

Any changes made to the saved Re-order Prices are tracked.
An audit report on history of Re-order Price changes can be generated from Product Value Override Report.

The ability to update the Re-Order Price can be password protected by Security Roles and passwords in Module Passwords. The module name is RSPOORD.
If flag in the Company Security Parameters is set to prompt for override reason codes, any change to the re-order price that is to be saved, requires a Reason Code and is reflected in Print Override Report.
For more information on this security feature refer to Override Security Overview.

Update List Price window:

If the product cost was changed and the parameter to "Update the List Price on Purchase Order and A/P Invoice" is set in the Company Inventory Parameters, a window now displays the following information fields for the product:

CURRENT LIST

Information field only, as stored in the Product File.

RE-ORDER L.C.F.

Information field only, as stored in the Product File, for Sales parts in the Re-order window, and for Rental equipment in the Make/Model Information window.

P.O. L.C.F.

The Land Cost Factor calculated on the item from the P.O. when Freight has been included in the L.C.F. calculation is displayed.
This Purchase Order L.C.F. is applied to the Unit Cost along with the Markup % to recommend the Suggested List.

MARKUP %

The markup percentage will default from the product file.
Accept this default, or type in the correct markup percentage. e.g. Enter a markup of thirty percent as 30.00
Alternatively, to calculate the markup % from a margin, a window to enter the desired margin is provided as outlined in Markup Based On Margin Calculator.

SUGGESTED LIST

Accept the Suggested List Price as calculated from the L.C.F. and the markup % on the cost, or type in the correct List Price.
If there is no Markup %, the Suggested List defaults from the Current List.

Finished?

Click UPDATE LIST to update the List Price in Sales Inventory or Rental Inventory.
Click CANCEL to leave the List Price unchanged in the product file.

Totals:

FREE SHIPPING LIMIT

The minimum dollar amount that must be ordered on a P.O. from this supplier in order to be eligible for free shipping is displayed as defined in the Additional Information window in the Vendor Information.
This is information only to compare against the Order Total that is also displayed.

TOTAL WEIGHT

The total weight of rental and sales products being ordered is displayed at the bottom of the screen, only if the flag in the Company Inventory Parameters is set to display the weight.
The weight of any negative quantities is not included in the weight total.

ORDER TOTAL

The dollar total of the order before taxes and delivery is displayed at the bottom of the screen.

Finished?

Click ACCEPT Key twice, once to accept the last detail and once to accept the Purchase Order.

PO APPROVSAL STATUS:
When the “Enable PO Approval” feature is activated in the Company Inventory Parameters the Purchase Order is given a Status of Draft when it is being created.
If the total P.O. amount is zero (ie: header only with no details) it remains in Draft status after being saved.
If P.O. lines were entered and total is not zero but the operator clicks CANCEL on the way out of the PO, then the P.O. remains in Draft status.
If the operator clicks ACCEPT when the P.O.has been entered, the Approval processing determines whether that PO is Approved (within purchaser's limit) or Pending Approval (above purchaser's limit), and the Status is updated accordingly.

If the Approver re-accesses a P.O. with a "Pending Approval" or "Rejected" status the Approver is prompted to "Approve this P.O. now?", where YES changes the status to "Approved" and emails the Requester, and where NO does not change the status.

Confirmation Screen

Select one of the following options:

• Select Print This Purchase Order to accept the P.O. details and to print the Purchase Order.
  Purchase Orders can always be reprinted, emailed, or faxed later using Print Purchase Orders.

  Note: When the “Enable PO Approval” feature is activated in the Company Inventory Parameters any Purchase Order that is not yet approved can not be printed or emailed as it is not ready for the Vendor.

• Select Email This Purchase Order to accept the P.O. details and to email the Purchase Order as outlined in the Compose Email.
  This field is only enabled when the "Use Contact Document Emailing" feature is activated in the Company Email Configuration.

  Note: When the “Enable PO Approval” feature is activated in the Company Inventory Parameters any Purchase Order that is not yet approved can not be printed or emailed as it is not ready for the Vendor.

• Select Fax This Purchase Order to accept the P.O. details and fax the P.O. to the supplier.
  

  FAX INFORMATION

  The options are provided to send the fax with a cover page as outlined in Fax Cover Page Comments, or just to add two lines of comments to the top of the P.O. itself.
  The Fax number for the P.O. can be confirmed, modified and saved before faxing as outlined in Fax Purchase Orders.

  Note: When the “Enable PO Approval” feature is activated in the Company Inventory Parameters any Purchase Order that is not yet approved can not be printed or emailed as it is not ready for the Vendor.

• Select Receive This Purchase Order to accept the P.O. details and open the receiving utility as outlined in Warehouse Receiving.

  Note: When the “Enable PO Approval” feature is activated in the Company Inventory Parameters any Purchase Order that is not yet approved can not be received as it is not ready for the Vendor.

• Select Return to Purchase Order Details to return to the product details to make further changes to the P.O.

• Select Save and Exit This Purchase Order to accept the P.O. details and exit.

• Select Create XML and Exit This P.O. to accept the P.O. details, generate and open an XML file as well as emailing it to the operator's email address, and exit.

• Select Export P.O. to Excel to generate a spreadsheet with the PO data.
  This is only available when the “Enable PO Approval” feature is activated in the Company Inventory Parameters and can be used to output the PO values for a PO that has not been Approved yet, as unapproved Purchase Orders can not be printed or emailed.

ACTIONS:
Additional actions provided by buttons on the Purchase Order screen include:

• Delete Purchase Orders:
  The DELETE button is only active when the Security Roles assigned to the operator in Operators has permission to delete Purchase Orders.
  A Purchase Order that has not yet been received can then be deleted by clicking the DELETE button and then entering or selecting the P.O. number.
  Confirmation is required.

  A record is written to Deletion Log, to track this deletion for function RSPO01, with the P.O.#, the operator and the date of the deletion.

• Create a Copy of a Purchase Order:
  Before entering a P.O. number, click the CLONE button to create a new Purchase Order by copying the customer and product details from an existing P.O. as outlined in Clone a Purchase Order.

  This button is only enabled if the operator has a Security Role with permission to 'Clone a P.O.' as defined in the "Miscellaneous" controls window of Security Role Permissions.

• Change the P.O. Location:
  Before entering a P.O. number, click the CHANGE LOC button to change the location and associated re-order quantities for an existing P.O. as outlined in Change Purchase Order Location.

  This button is only enabled if the operator has a Security Role with permission to "Change Purchase Order Location" as defined in the "Miscellaneous" controls window of Security Role Permissions.

• Void a P.O. without Deleting it:
  After the P.O. number has been selected, click the CANCEL button to cancel the order preventing it from being received in Warehouse Receiving, and to prevent the PO and associated product quantities from appearing on the Open Purchase Order Report.
  A cancelled P.O. is not included in the Rebuild Quantity on Purchase Order calculation.

  This button is only enabled if no items have been received on the P.O. and if the operator has a Security Role with permission to "Cancel Purchase Order' as defined in the 'Document Field Access' controls window of the Security Role Permissions.

• Reinstate a Cancelled P.O.:
  After a cancelled P.O. number has been selected, click the UN-CANCEL PO button to re-instate the P.O. as active so it can be received.
  This button is only enabled if the operator has a Security Role with permission to 'Cancel Purchase Order' as defined in the "Document Field Access" controls window of the Security Role Permissions.