Double-click the Magnify button to display the following fields for this line.Lines Imported to Work Order
A warning will appear if you attempt to delete, cancel or change the quantities of a line that has already been imported into a work order.
If the No Inventory? box is checked in the Vendor's record, users are prevented from selecting Inventory Items in this Purchase Order.
Qty Ordered:
The quantity of the item being ordered. This field cannot be changed if the status is Pending Cancel or Cancelled. It cannot be changed to less than the quantity already received.
QtyRcvd:
It is recommended that items are received via the Inventory Receipts Journal. However, if this Purchase Order is being issued to record a transaction that has already taken place, you may enter the quantity that was already received. Serial and Lot-Controlled items may not be received in a PO line, only in the Inventory Receipts Journal.
Note: if Unvouchered Payables are implemented on your system, the Unvouchered Payable GL accounts must be entered in all applicable Inventory Group records.
Note: this field may default in if specified in the Registry Entry for Purchase Orders . This option may be disabled on a vendor-specific basis by checking the Disable PO AutoFill box in the Vendor record’s Contacts Tab.
Inventory Item Id:
Enter the part number or double-click on this field to select from a list of items. The entry of an inactive item (where the Inactive box is flagged) is disallowed. If a part has been superceded (the Superceded By field on the Inventory Other Tab is filled in). When a superseded part number is entered into this field, the system will alert the user that
Item A has been superceded by Item B. Use New Item?
It the user clicks Yes, the new part (B) will be returned to the field. If the user clicks No, part A (which has been superceded) will remain in the field.
This field cannot be modified if the Purchase Order Status is Printed, Changed, Pending Cancelled, or Cancelled.
Unit Cost:
For Items NOT flagged as Miscellaneous, this field defaults from the Inventory Vendor tab for the selected Vendor, if available, and the Last Cost if this item has not been purchased from this Vendor before. It specifies the Unit Cost of the item at the time of order. If the Item is flagged as Miscellaneous, the Unit Cost will not default and must be entered at the time the Item is ordered. If the Currency Id field is completed on the Main Tab, all costs MUST be entered in the Vendor’s currency.
Vendor Price: Creating a Purchase Order will set the Price on the Inventory Item's Vendor tab. For this reason, it is vital to verify pricing when creating purchase orders.
Extended Cost:
The Unit Cost X Qty. This field is calculated by the system when you enter the Quantity and the Unit Cost. You may enter the Extended Cost and press Enter to have the system calculate the Unit Cost for you.
WO 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 field will default. A Purchase Order may be imported into a Work Order by clicking the Import Cost button on the Work Order. If this field is completed, it will be referenced on the printed PO.
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 on the Main PO tab (if completed). This field will also default if the WO Id is completed.
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 Category Selection Types of Material, Other or Equipment are allow. The user will be warned if Material or Labor is selected.
Job Qty: Job Qty Rcvd:
If you have entered a Job Id or Work Order Id on the Purchase Order header or on this line, these fields will default from the Qty and Qty Rcvd fields. However, if this is a TechAnywhere-generated Purchase Orders, these fields do not default when the Quantity Ordered/Received is changed to prevent double-costing; they should remain at zero.
The Job Qty and Job Qty Rcvd fields may be decreased if you want only some of this item to be bought to the Job; the remainder will be assigned to inventory. The Job Qty cannot be set to zero if the line contains either a WO Id or a Job Id.
Job Accnt:
If a Job is selected, this display-only field defaults from the Cost Category’s GL Expense field. If the Job Qty exceeds zero, the Job Accnt must be completed.
Job Entity:
This GL Entity defaults from the Job Cost Code record, if the Entity is specified.
Invntry Accnt:
This display-only field defaults from the item’s Inventory Group record (the GL Inventory Asset Account field). This field pertains to items that are being purchased to inventory.
Invntry Entity:
This display-only field pertains to items that are being purchased to inventory. It defaults from the GL Entity in the item’s Inventory Group record (if completed). If the Entity is not completed in the Inventory Group, the Inventory Entity will default from the Location record (if it is completed there).
Description:
This field defaults from the Name field in the Inventory Item record. If you change this field the system will automatically update the Description field in the Inventory Item record's Vendor tab.
If the Item is flagged as Miscellaneous, the Description will not default and must be entered at the time the Item is ordered.
Vendor's Part #:
If completed, this number will be included on your printed Purchase Order. If you have previously ordered this part number from this vendor, or directly changed it on the Inventory Item Vendor tab, this cross reference information will be filled in when you enter your Inventory Item Id. If you change or add the Vendor's Part #, the system will automatically update the cross reference information in the Inventory Item record's Vendor tab.
U-M:
Defaults from the Inventory Item record but may be modified by the user if required.
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.
Cancel?
Flag this field if this item is to be cancelled. This 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.
If the PO has a status of printed, and you need to change the quantity or Inventory Id on a line, you must do the following:
Un-receive the line if it has been received
Flag the line you want to change as Canceled
Add the line that will replace it
Say yes to make it a change order when you save it.
Double-click the Magnify button to display the following fields for this line.
Click the Lines View button to display the multiple line view again.
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 field defaults from the Extended PO Description field in the Inventory Item record but may be modified by the user for this PO. By default, when the PO is saved, the contents of this field is copied to the corresponding Inventory Item's Purchase Order Description field on the PO Description tab. For some customers this is an undesirable behavior; a registry is available to override this default behavior:
Extra:
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 Inventory Item and the Job's Rate Schedule, but may be changed if needed. These fields determine how the Unit Price will be calculated to be charged to the customer:
For Use Unit Price Inventory Items, the Billing Type Id defaults to Unit Price. The system will use the Unit Price in the Inventory record that corresponds to the Job's Material Price Level to set the Revenue Rate.
If the Inventory Item is not flagged as Use Unit Price, the Billing Type Id Markup will default, and the Revenue Rate from the Material Markup table specified in the Rate Schedule for this Job. A 120% markup applied to an item costing $100 would generate a unit price of $220. A 30% markup applied to an item costing $100 would generate a unit price of $130.
Unit Price:
The Unit Price for this inventory item, 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.
Job Tax Status:
This display only field defaults from the Job reference on this line.
Line Status:
This field is set by the system; the status of this line within the PO (e.g., New, Printed, Changed, etc.).
Quantity Needed:
The quantity not received that is needed to complete this line. This display-only field is maintained by the system.
Quantity Vouchered: Date of Last Receipt: AP Cost:
The quantity and cost of this item that have already been vouchered in the AP Journal. These fields are maintained by the system.
TechAnywhere Source Rn: Technician Id
If these fields are completed, this record/line was created/revised from TechAnywhere.
Promised: Qty Promised:
This informational table enables you to record the promised dates of delivery for an item that will not be delivered at one time.
Freight C
The freight charge per item (if any) charged by the Vendor. If the Estimated Unit Freight Cost field in the Inventory Item record is completed, this field will default from the Inventory Item record.
Duty %
Enter the Duty for this item as a percent, if applicable. The system now validates the tariff code duty percent when appropriate.
Import Entry Number
Enter the Import Entry Number for this item if applicable.
Cont
The container size (defaults from the Inventory Item record).
Lead
The lead time to obtain this item (defaults from the Inventory Item record).
Also See
Purchase Order Viewer Main Tab