Purchase Order General Tab

This tab should be used to record non-inventory materials, freight and other charges.

Lines Imported to Work Order
The system displays a warning if user attempts to change lines imported to a work order including the following:  

1. deleting the line
2. cancelling the line
3. changing either the quantity ordered or received to something less than the quantity imported.

The Quantity Imported into the WO is displayed on the detail view.

Important Fields:

The quantity of the item being ordered. This field cannot be changed if the status is Pending Cancel or Cancelled. The quantity cannot be changed to less than the quantity of this item already received on this purchase order.

In most cases, the Inventory Receipts Journal should be used to received items. However, if this Purchase Order is being issued to record a transaction that has already taken place (e.g., a technician has purchased a part from the local hardware store), then enter the quantity that was already received. If you are receiving items directly on this PO, verify that the Accounting Period Id field is completed in the upper section of this viewer.

Note: "Unreceiving" items
The user is warned if a line is 'unreceived' after it has been imported into a work order. If the user changes the quantity received, the system will display the message:

Warning: this line was imported in Work Order ######

Are you sure you want to change the received quantity?

It the user answers ‘Yes’, the box will clear. If he answers ‘No’, an information box will appear asking him to press Shift-Home to restore the original value.

Note: Unvouchered Payables
if Unvouchered Payables are implemented on your system, the Unvouchered Payable GL accounts must be entered in all applicable Inventory Group records.

This field is required to ensure the integrity of the data when making AP and PO Receipts Journal entries. Note that Description fields must be unique within each Purchase Order (i.e., you cannot have two lines on the General tab with a Description of Misc, or a line on the General tab and a line on the Subcontractor tab with a Description of Misc).

Unit Cost: (numeric format 0000000.000)
Enter the Unit Cost of the item at the time of order (alternately, enter the Extended Cost and press Enter to have the system calculate the Unit Cost for you). If the Currency Id field is completed on the Main Tab, all costs MUST be entered in the Vendor’s currency.

Extended Cost:
The Unit Cost X Qty. This field is calculated by the system when you enter the Quantity and the Unit Cost.

Other Rate Id:
Other rates enable you to assign a billing attribute (unit price or markup) to items that are not inventory material (which use material markup) and are not labor (uses labor table). This optional field should be completed if this item will ultimately be billed to one of your clients.

Workorder Id:
This field defaults from the WO Id on the Main PO tab. If a WO Id is filled in, the Job, Cost Code, and Billing Item fields will also default. Note that a Purchase Order may be imported into a Work Order by clicking the Import Costs button on the Work Order. If this field is completed, it will be referenced on the printed PO instead of the Job Id.

Equipment Id:
If the user enters a Work Order Id, the system will default in the first piece of equipment on the Work Order’s Equipment tab UNLESS this behavior is disabled via registry (see Registry Option - Do Not Default Equipment Id). If the user double clicks on this field, the system will display a list of all equipment associated with the Client Site referenced in the Work Order.

If the sys-ffv-global setting 'DefaultEquipmentFromWorkorder' is set to false, the user is allowed to set the Equipment Id back to blank. If this registry option is not present or set to true, the Equipment Id must be completed if a Work Order Id is referenced.

Job Id:
The Job (if any) this item is being ordered for; this field defaults from the Job Id (or the WO's Job) on the Main tab.

Job Cost Code Id:  Job Bill Itm Id:  Job Cost Category:
If a Job Id is specified, these fields must be filled in with the appropriate Job Cost Category, Job Cost Code, and Billing Item Id's. The Job Cost Category will be cleared if a Job is NOT specified when the record is saved or loaded.

The Cost Category supports enhanced filtering provided by the Cost Code's Job Cost Category Usage Filter. Cost Categories are validated (relative to Cost Codes) during data entry upon leaving the Cost Category Id field.  The full relationship is validated again when leaving a child line or saving a record.

Cost Categories with Selection Types of Material, Other, Subcontract and Equipment are allowed. The user is warned if a Labor Cost Category is selected.

GL Account
If this item is being purchased to a job or miscellaneous, enter the appropriate GL expense account to debit. If this item is being purchased for inventory, enter the appropriate inventory asset account to debit. The display-only GL Account Name field defaults from the GL Account record.

GL Entity:
The Id of the GL Entity to be affected by this transaction; this field should default from the Job Cost Code (for items bought to a Job or Work Order) or from the Location's GL Entity.

WARNING:  If the GL Entity is entered on the 'misc' Inventory Group it will override the Entity in the Job Cost Code (which is typically the one you want) when a line is entered.

Vendor's Part #:
The Vendor's Part number for this item.

The Unit of Measure (e.g., each, ft, lb).

Date Requested:
The date you are requesting the item; defaults from the corresponding field in the header section of the PO when the Quantity field is completed.

Date Promised:
The date the Vendor promised the item; defaults from the corresponding field in the header section of the PO when the Quantity field is completed.

Flag this field if this item only is to be cancelled. A line cannot be cancelled if items have been received, if the line status is New, or the PO has a status of Cancelled or Closed.

Click the Magnify button to see the following fields.

Billable Quantity:
This field supports the scenario where a TechAnywhere technician changes the Billable Quantity of an item so that it will be correctly imported into the Work Order. By default this field is set from the Job Quantity Ordered.  

Extended Description
This o
ptional, 1200 character field will be printed on the Purchase Order if completed.

If the Job Billing Item on this line is Fixed Fee / Allow Extras, this box must be checked to enable the calculation of the Amount Revenue field.

Billing Type Id:  Revenue Rate:
These fields will be completed if this line pertains to a Work Order or Job, and are jointly determined by the Other Rate Id and the Job's Rate Schedule.

Unit Price:
The Unit Price (to be charged to the customer) for this line, based on the Unit Cost, Bill Type Id, and Revenue rate.

Amount Revenue:
The price that will appear ultimately appear on the customer's invoice (Unit Price x Quantity), less any applicable discounts. This field will be set when the Job Quantity Received is completed (not equal to zero).

Tax Group Id:  Tax Cost: Tax Type Id:
The Tax Group Id  field will default from the Tax Group Id on the Purchase Order’s Main tab (if it is completed). If the Tax Group Id is not set on the Main tab, this field will default from the Job record (if specified). The Tax Group specified in this field is used to calculate the use tax cost for items entered on this tab.

Line Status:
Quantity Needed: Quantity Received: Quantity Vouchered:
Date of Last Receipt: Received Cost:
These display-only fields are maintained by the system.

TechAnywhere Source Rn: Technician Id
If these fields are completed, this record/line was created/revised from TechAnywhere.


Also See
Purchase Order Viewer Main Tab