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Purchase Orders

This screen allows you to create and maintain Purchase Orders.  

 

List Tab

 

Display fields

 

The displayed fields are taken from Purchase Order information entered into the ‘Detail’ tab.  The selection of which fields to display is at the user’s discretion.  To select the fields to display simply ‘right mouse’ in the main panel and select ‘Customize List Fields’.  On the displayed panel you can:

 

Note: If you select the CURRENTDUECOLOUR field then the field will show colours relating to the Due Date of the Order compared to today's date.  The displayed colours are:

 

Data Display Options

 

Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

 

Include Closed Status - If this is checked then the displayed list will include those Purchase Orders whose status is ‘Closed’

 

Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed.  To revert back to displaying all records click on the ‘Eraser’ Icon

 

Buttons

 

Close: This will close the Purchase Order screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up a panel for entry of the following information that is required when creating a new Purchase Order

Supplier:  From the drop-down list select the Supplier against who this Purchase Order is being created. If the Supplier does not currently exist in the database you have the option to type in a Supplier Name and - upon exiting this field - a panel will appear asking if you wish to create the Supplier record.  If you confirm this a Supplier Maintenance screen will appear.  After you have completed the creation details you will be returned to this screen.

Order Date: The Date that the Order was issued.  This is prefilled with system date but can be amended by selecting the date from the drop-down calendar

Required Date: The Date when the Order is required.  This is prefilled with system date but can be amended by selecting the date from the drop-down calendar

Create New Purchase Order: If this radio button is ‘checked’ then the next field should be completed

Purchase Type: From the drop-down list select the Purchase Type.   Purchase Types are user-defined and maintained under Purchasing>Settings>Purchase Types

Order Number: If the Purchase Ordering numbering is manual (as defined against the Purchase Type) then this field will become active.  You are required to enter a Purchase Order Number before you are allowed to proceed

Copy from another Purchase Order: If this radio button is ‘checked’ then the next field should be completed

Select Existing Order: From the drop-down list select the Purchase Order that is to be used as the basis for creating this Purchase Order

Pricing Method: From the drop-down list select the method by which the copied lines will be priced.   The options are:

Re-Calculate Prices: which uses the Buy Prices in force at the current date, or

Existing Prices: which copies the prices from the order being copied

Reverse Quantities: If this is 'checked' then the original Order Quantities will be copied but with a reversed sign.  This is useful when raising a new Purchase Order to facilitate return to a Supplier

 

Buttons

Create: Click the ‘create’ button to take you to the ‘Details’ tab for entering further information.

Cancel: Click the ‘cancel’ button to exit this panel

 

Save: Not applicable to the List panel

 

Cancel: Not applicable to the List panel

 

Delete: This removes the current Purchase Order from this table

 

Related: This will bring up a list of functions that are related to the Purchase Order.  You may open and maintain information in those screens whilst still remaining in the Purchase Order screen.

 

Reports: This will bring up a list of Reports that are related to the Purchase Order.  You can immediately run the report whilst still remaining in the Purchase Order screen.

 

Print: This will generate and print the current Purchase Order

 

 

Detail Tab

 

Entry and Display fields

 

Order Number: Display only field showing the Order Number.  During an ‘Add’ transaction an Automatically generated number is not allocated until the ‘Save’ button is pressed.

 

Order Date: This is prefilled with the system date.  You can amend the date by either overtyping the date or selecting the date from the drop-down calendar.

 

Status: During Purchase Order creation this is prefilled with the status defined against the Purchase Type.  You can amend this status by selecting the required status from the drop-down list.  The options are:

 

Description: Enter a brief description of the Purchase Order.  A longer description can be entered into the ‘Notes’ field at the bottom of the screen.  No checks are made on the entry

 

Purchase Type: Display only field showing the Purchase Type selected during order creation or the Purchase Type of the Order copied during Order creation.

 

Creation Style: System maintained field indicating from where the order was created.  The display options are:

Generated - created from ‘Replenishment’ routine or ‘Order on Demand’

Manual - Manually entered here

 

Print Status: Defines the current print status of the order.  If the Purchase Order is printed this will be set to ‘Printed’ by the print run and will not appear on the list of Purchase Orders yet to be printed. You can reset it to ‘Not Printed’ from the drop-down list if required.

 

Tracking Code: From the drop-down list select the Tracking Code.  Tracking Codes are user maintained (Purchasing>Settings>Purchase Tracking) and enable you to track your Purchase Orders and filter views or reports by this Code.

 

Site name: From the drop-down list select the company site.

 

Order Settings Tab

 

Tax Group: This defaults to the Tax Group held against the Supplier but you may amend this from the drop-down list and select the Tax Group that applies to this Purchase Order.  This Tax Group combined with the Tax Group of the Item or Descriptor being purchased defines the rate of Tax that applies.  You may maintain Tax Group by selecting File>Financial Configuration>Tax Groups

 

Buyer: This defaults to the Buyer held against the Supplier but you may amend this from the drop-down list of Buyers.

 

Shipping Method: This defaults to the Shipping Method held against the Supplier.   You can change this method by clicking on the drop-down icon and selecting the Shipping Method that you wish to apply to this Order.

 

Credit Terms: This defaults to the Credit Terms held against the Supplier.  You can amend the Credit Terms by clicking on the drop-down icon and selecting the Terms that apply to this Order.

 

Required Date: This is prefilled with the system date.  You can amend the Order Required date by either overtyping the date or selecting the date from the drop-down calendar.

 

Order Properties: If you click on this button then a panel will appear for you to attach properties that are specific to this Purchase Order.  For more information on Purchase Order Properties see separate entry in this Guide

 

No Expediting of this Order: The Inventory Replenishment routine has  an option to 'Expedite Purchase Orders' which means that it will assume that a  Purchase Order's required date can potentially be moved to satisfy replenishment demands.  If that is not the case for this specific Order then 'check' this checkbox

 

Currency Code: This is only visible if the Supplier uses a Foreign Currency.  When displayed it shows the Currency Code taken from the Supplier record.  It is for information only and cannot be changed

 

Exchange Rate: This is only visible if the Supplier uses a Foreign Currency.  When displayed it is prefilled with the Exchange Rate held against the above Currency.  It can be amended here, if required, and made specific to this Purchase Order.

 

Additional Fields Tab

 

If you have defined Additional Fields against the Purchase Order (created via System Configuration>Additional Fields) then an addition tab will be presented which, when selected, will display the available fields.  Enter information in line with the available field formats:

 

Overrides Tab

 

Override Locations: If this is 'checked' then you may override the Warehouse/Location that will apply to this Order

 

Warehouse: This is prefilled with the default Receipt Warehouse for this Order.  You can amend this by clicking on the drop-down list to select the Warehouse into which the Items are to be received. 

 

Location: This is prefilled with the default Receipt Location - within the above Warehouse for this Order.  You can amend this by clicking on the drop-down list to select the specific Location into which the Items are to be received. 

 

 

Financial Tab

 

Financial Category: From the drop-down list select the Financial Category for this order. This is relevant only if Ostendo is linked to an external General Ledger system

 

 

Default Allocation Type:Select one of the options: Default / Job Order / Assembly Order / Cost Centre.        

 

Allocation Reference: Select the appropriate Order Number or Cost Centre if Allocation Type is Job Order or Assembly Order or Cost Centre.

 

Supplier: This is filled with the Supplier selected in the Order Creation panel.   It may be changed by selecting the Supplier from the drop-down list.    The facility to amend the Supplier is only available if the Purchase Order does not have any Purchase Order Lines.

 

Address: These fields are prefilled with the Postal Address of the Supplier.  They can be amended at any time.

 

Additional Supplier Details: These fields are prefilled with details from the Supplier record.  They can be amended at any time as follows.

 

Deliver To: The Delivery Address can be an address within your Company, or another Supplier or Customer if the Order is to be Drop-shipped.  Select the Radio Button relating to the Delivery Address.  I.e.

 

The Company/Customer/Supplier address where the Purchases are to be delivered.    The address will prefill the following fields.  They can be amended at any time.

 

 

Approval Process: If the Purchasing Rule - Purchase Order Approvals is ticked, then these fields will appear:

 

       Approval Status : the default is "Waiting Approval". Other options are "Approved" or "Approval OnHold"

 

       Date Approved : Display only field. The value will appears when the order is approved.

 

Order Values: This is for information only and shows:

Original Order:        

Nett Amount

               Tax Amount

               Total Amount

 

Remaining Order Amount (amount not yet Invoiced):

Nett Amount

               Tax Amount

                       Total Amount

 

Notes: You can enter unlimited amount of Notes that are related to this Purchase Order.  These notes will be available wherever the Order is reported.  Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.  Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

Buttons

 

Close: This will close the Purchase Order screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: Not applicable to the Detail panel

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: Not applicable to the Detail panel

 

Related: This will bring up a list of functions that are related to the Purchase Order.  You may open and maintain information in those screens whilst still remaining in the Purchase Order screen.

 

Reports: This will bring up a list of Reports that are related to the Purchase Order.  You can immediately run the report whilst still remaining in the Purchase Order screen.

 

Print: This will generate and print the current Purchase Order

 

 

Lines Tab

 

This screen allows you to add Lines to the Purchase Order.  The Purchase Order Number and its Status is displayed at the top of the panel.

 

Purchase Order Lines can be created from the following sources:

 

Each Method is described here

 

Lists: Lists are pre-defined Lists of Item Codes, Descriptor Codes, Catalogue Codes, and Labour Codes from which selections are made.  Maintenance of Lists is covered in it’s own section within this guide.   To use ‘Lists’ click on the ‘Lists’ icon on the upper toolbar.  On the displayed panel use the drop-down list to select the specific List.   This will display the contents of the List. Now ‘check’ the checkbox against each line that you want to be copied to the Purchase Order.  You have the option to click on the ‘Select All Contents’ Button at the bottom of this panel to select all the records.  You may also click on the ‘De-select All Contents’ Button at the bottom of this panel to ‘un-select’ all the records.   For each selected record you can amend the ‘Per Qty’ to denote the quantity you require per ‘List’.  You can enter a multiplying quantity in ‘Multiplied Contents By’ field, which will extend the above ‘Per Qty’ by this factor.

If you now click on the ‘Create Lines from Selected Contents’ Button then all the selected Lines will be copied to the Purchase Order.   At this time any prices and quantity discounts will be applied to determine the Purchase Price for each Line.

 

Items: To select single or multiple Items click on the ‘Items’ icon on the upper toolbar.  This will display all Items that are currently ‘Active’.   Simply highlight the Item in the top panel then click the ‘Add to Selected Items’ Button to copy it to the lower part of the screen.  Repeat this for all required Items.  In the Lower panel amend the required quantity per line as required, or remove the line by clicking on the ‘Remove from Selected Items’ Button.

If you click on the ‘Create Lines from the Selected Contents’ Button then all the selected Lines will be copied to the Purchase Order.   At this time any prices and quantity discounts will be applied to determine the Purchase Price for each Line.

 

Descriptors: To select single or multiple Descriptors click on the ‘Descriptors’ icon on the upper toolbar.  This will display all Descriptors that are currently ‘Active’.   Simply highlight the Descriptor in the top panel then click the ‘Add to Selected Descriptors’ Button to copy it to the lower part of the screen.  Repeat this for all required Descriptors.  In the Lower panel amend the required quantity per line as required, or remove the line by clicking on the ‘Remove from Selected Descriptors’ Button.

If you click on the ‘Create Lines from the Selected Contents’ Button then all the selected Lines will be copied to the Purchase Order.   At this time any prices and quantity discounts will be applied to determine the Purchase Price for each Line.

 

Catalogue Items: To select single or multiple Codes from a Supplier’s Catalogue click on the ‘Catalogue Items’ icon on the upper toolbar.  This will display all Codes that are included in the Catalogue against whom this order is being placed.   Simply highlight the Code in the top panel then click the ‘Add to Selected Items’ Button to copy it to the lower part of the screen.  Repeat this for all required Codes.  In the Lower panel amend the required quantity per line as required, or remove the line by clicking on the ‘Remove from Selected Items’ Button.

If you click on the ‘Create Lines from the Selected Contents’ Button then all the selected Lines will be copied to the Purchase Order.  At this time any prices and quantity discounts will be applied to determine the Purchase Price for each Line.

 

Matrices: Clicking on this button will bring up the 'Matrices Batch Entry' screen.  On that screen click the 'Add' button to add a new Matrix line and add the following:

Styles Tab

Upper Panel

Matrix Style: From the drop-down list select the Matrix Style against which you are going to enter the required quantities. 

Description: Display only showing the Description of the selected Matrix Style

Total Qty: Display only showing the sum of the entries made in the lower part of this screen.

Required Date: Date when the Order Line is required.  This is prefilled with the system date.  You can amend this any other date by clicking on the drop-down calendar and selecting the date.

Lower Panel

Matrix Tab:  This panel displays the X, Y, and Z variables for the Matrix Style selected above.  You can now enter the order quantities against the matrix combinations.   Click on any XYZ cell and enter the required quantity.   If the Cell contains the characters --- then that Matrix combination has not been defined for the Matrix Style and a quantity cannot be save in this cell.

Notes Tab:  Enter any information Notes that will be specific to this Order/Matrix

 

Properties Tab

Initially, this will display the Properties copied from the entry made against the Matrix Style in screen (Inventory>Matrices>Properties).  You can amend the values here and make it specific to this Order Line

 

Buttons

Close: This will close the Batch Entry - Matrices screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.  Upon closing this screen Ostendo will generate an Order Line for each Item or Descriptor Code associated with the Matrix Style/X/Y/Z combination

Add: This will send the cursor to a new line for entry of a new Matrix Style for this Order

Save: This will save the current data without exiting the screen

Cancel: Any changes made to the Required Date and Notes field since this screen was opened or the last time the ‘Save’ Button was pressed will be lost.

Delete: This will remove the current Matrix Style from this Batch entry screen along with any Order Lines currently generated by this Matrix Style

 

Required Orders screen: Automatically added to the Order from screen Requirements>Create Required Orders

 

Manual: Individually entered in the lower part of this screen

 

(Script): This button will only be displayed if an ‘Order Script’ has been created (via File>System Configuration>Order Scripts).   When visible the button name will be prefilled with the script name and, when pressed, will perform the functions of that script.

 

The Purchase Line Grid (upper half of the screen) displays the following fields for each Purchase Line entered:

 

- Line No.

- Type

- Code

- Order Qty

- Unit

- Unit Price

- Description

- Tax Code

- Unit Tax

- Required Date

- Analysis Code

- Line Tax

- Line Total

- Total Received Qty

- Remaining Qty

- Status

- Line Nett Total

- Line Allocations (Allocations summary - This display-only field provides a quick view of the specific allocation (order, inventory etc...) without having to drill down on the allocation tab for each line. )

- Additional Fields (dynamically added if available)

 

Info Line

A line is presented between the Upper and Lower panels which contain buttons relating to the current line Item and is presented for further information and maintenance.   The displayed buttons are:

Alternate Item:  The current Alternate Item linked to this Item is displayed for your reference along with the current on-hand quantity of this alternative.

Stock/Avail:  This shows the current On-Hand quantity (in stock) and Available Quantities (On-Hand + Supply - Demand) for this Item along with the Item’s basic Unit of Measure.  Clicking on this button will show further details.

 

Lower Panel

The Line Maintenance applies to any line generated by any of the above methods.  Four ‘Tabs’ are associated with this section:

 

Purchase Line Tab

 

This is the main entry and maintenance area for Purchase Order Lines.

 

Entry and Display fields

 

Line Number: This is auto-generated by the program in increments of 10 from the previous Line Number.  You can amend this number if required.  This number can be used as a sort sequence for printing the lines on a Purchase Order.  No checks are made on the entry

 

Line Type: From the drop-down list select the Line Type.  The options are:

Item Code

Descriptor Code

Labour Code

Kitset Code

 

A further Code (Catalogue Code) is system generated when the Code is copied from a Catalogue

 

Code: From the drop-down list select the Code.  The drop-down list will vary dependent upon the Line Type selection.  When entering a Inventoried Item you may wish to look at further Item Code information:

 

Order Quantity: This is prefilled with the quantity entered into the preliminary selection panels defined above or 1 if manually entering the line.  This can be amended here if required

 

Unit: This is prefilled with the Unit for the Code.  If this is an Inventoried Item with multiple Units then you can amend the Unit of Measure by clicking on the drop-down icon and selecting the Unit.

 

Unit Price: This is prefilled with the program calculated Unit Price of the Code taking into account any quantity Discounts, etc.  This can be amended here if required.

 

Description: This is prefilled with the description as held against the Item, Descriptor, Labour Code, or Catalogue Item.  It can be amended here if required.

 

Tax Code: The Tax Code as evaluated from the relationship between the Supplier Tax Group and the line’s Tax Group (See File>Financial Configurations>Tax Matrix).  The Tax Code can be amended from the drop-down list if required

 

Line Tax Amount: The system-calculated tax amount based on the Order Quantity, Unit Price and Tax Code.

 

Line Total Amount: The system-calculated total amount for the Line based on the Order Quantity, Unit Price and Tax Code.

 

Line Total Amount: The system-calculated total amount for the Line based on the Order Quantity, Unit Price and Tax Code.

 

Price Override:  If the Unit Price has been amended then this checkbox will automatically be 'checked'.   If this is amended to 'unchecked' then the Unit price will revert back to it's original price

 

Required Date: If the Purchase Order Line is manually entered then this will prefill the Line with the Purchase Order Date.  If it is generated from any other source (Example: batch Item entry, Catalogue Items, etc) then the Code’s lead-time will be added to the Purchase Order date.   It can be amended by overtyping the date or selecting a date from the drop-down calendar.

 

Analysis Group: This is prefilled with the Analysis Group held against the Code.  This can be amended by selecting another Analysis Group from the drop-down list.

 

Total Receipted Qty: This is a system maintained quantity that shows the quantity already received against this line.

 

Remaining Qty: This is a system maintained quantity that shows the quantity yet to be received against this line.

 

Line Status: This shows the current status of this line.  The options are ‘Open’ or ‘Closed’.   The program will close the status if the full quantity has been received.   You can amend this by selecting ‘Open’ from the drop-down list.     Similarly, if you have not received the full order quantity and know that the remainder will not be delivered then you can amend the status to ‘Closed’.  If the Line is an Inventoried Item then a status of ‘Closed’ will inform the Replenishment Routine to ignore this line.

 

Supplier Contract No. : When a PO Line is entered, Ostendo will check if there are any contracts in force for this Supplier Item or Descriptor combination and advise the user by way of an indicator message next to this field. The user can then select the contract and link it to this line. This will effectively use the contract pricing to override the default price. the Extended Nett value of this line will also update the Contract Value to Date on the Supplier Contract.

 

Line Instructions: This is prefilled with any ‘Notes’ that are held against the Code that are flagged as being copied to the Purchase Order Line.   It may be amended here and made specific to this Line.  Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.  Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

Line Allocations Tab

 

You can define allocations defining where the Purchase Order Line is to be used.  This is not a hard definition but merely serves as an intention. In the first instance it is prefilled with the source allocation if it originated from ‘Replenishment’ or ‘Source on Demand’ requirements.  If no allocation is made then it is assumed that the balance will go into Inventory (applicable to Inventoried Items only) or a Cost Centre (Descriptors only).

 

Allocation Type: From the drop-down list select the allocation type.  The options are:

 

Allocation Reference: The specific Reference relating to the Allocation Type.  For all Allocation Types except Inventory the drop-down list will reflect the Allocation Type choice made above.

 

Allocation Quantity: This is the quantity that is allocated to the reference.

 

Item Variants: If the Allocation is for an Inventory Item and the Item has variants (Colour, Batch, Size, etc) then these fields will appear here and you can allocate specific variants.

 

Task or Step: This is a display-only field showing the allocated JobTask name or Assembly Step name.

 

Note: If you 'right mouse' on the allocation then you have the option to go directly to the specified Order

 

Line Properties Tab

 

Any specific property values can be viewed here.  For example: A ‘property’ against an Item could be ‘Voltage’ and the specific value entered against the Item Master is ‘240 Volts’.  All designated Properties are displayed here showing:

 

Property: The Property Name allocated to this Code

 

Value: The specific Property Value given to this Code.

 

 

Line Receipts Tab

 

This shows the Receipt History against this Line.

 

Receipt Number: Display only field showing a system generated number identifying the Receipt Batch against which this Item was created

 

Receipt Date: Display only field showing the date when this receipt was made

 

Receipt Quantity: Display only field showing the quantity received against this Receipt Number.

 

 

Order History Tab

 

This shows the Supplier's Order History of the Item or Descriptor

 

Order Date: This is a display only field showing the date held against the Order Line

 

Supplier: This is a display only field showing the Supplier of this Item / Descriptor

 

Status: This is a display only field showing the current status of the Order

 

Order Number: This is a display only field showing the Order Number that contained this Item/Descriptor Code

 

Qty: This is a display only field showing the quantity ordered in this Order Number

 

Unit: This is a display only field showing the Unit of Measure held against this Order Number

 

Unit Price: This is a display only field showing the Unit Buy Price in this order

 

 

Supplier Code Tab

 

This is prefilled with the Supplier's equivalent Code for the line Item/Descriptor (as entered into screen Pricing>Item Costing (or Descriptor Costing).  You can amend it here is required. 

Code: From the drop-down list select the Supplier Code.  You have the option to key in a code if required.

 

Description: If a Code was selected in the previous field then this will be filled with the Description from that record.  It can be amended here if required

 

Unit: If a Code was selected in the Code field then this will be filled with the Unit from that record.  It can be amended here if required.

 

 

Additional Fields Tab

 

If you have defined Additional Fields against the Purchase Line (created via System Configuration>Additional Fields) then an addition tab will be presented which, when selected, will display the available fields.  Enter information in line with the available field formats:

 

 

Buttons

 

Close: This will close the Purchase Order Line screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: Not applicable to the Purchase Order Line panel

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: Not applicable to the Purchase Order Line panel

 

Related: This will bring up a list of functions that are related to the Purchase Line.  You may open and maintain information in those screens whilst still remaining in the Purchase Order screen.

 

Reports: This will bring up a list of Reports that are related to the Purchase Order.  You can immediately run the report whilst still remaining in the Purchase Order screen.

 

Print: This will generate and print the current Purchase Order