Purchase Order Viewer

Create, change, and cancel Purchase and Change orders. The term "PO" will be used to refer to both purchase and change orders. Receipts (whether received to the PO or the Inventory Receipts journal) post to Job History so these costs can be billed before you receive the vendor’s invoice. Freight and adjustments will be written to Job History when the Vendor’s invoice is vouchered in the AP Journal.

Usage:

1. A PO cannot be deleted; it can only be cancelled. Once a PO line has been checked as Cancelled, the system disallows changes to all fields except the 'Cancel?' option.
2. A PO Line can only be deleted if the item it specifies has not yet been received.
3. A PO Line cannot be changed once it has a status of Cancelled.
4. The PO denies the use of credit-hold WOs; a user with Credit Manager privileges must remove the Credit Hold flag from the Work Order. PO’s will be automatically be generated for Subcontractor Technicians but may not be edited until the WO is taken off Credit Hold.
5. A user must be flagged as a Purchasing Agent (in the User record) to save a released PO. Users without this authority may only save Unreleased PO's.
6. A setting on the User’s registry tab may be used to limited the dollar amount of PO’s released by the user (see User Registry Entries ). A User (Purchase Agent) with a higher limit can edit and release the PO in this situation.
7. The dollar amount may also be limited by the PO Limit per WO in the Vendor record.

Equipment Flagged Deny TA Access?
If a SAMPro user creates a purchase order for a TechAnywhere Tech work order, they may inadvertently pick equipment that is flagged Deny TA Access. See details.

In this case, the parts from the purchase order will never come into TechAnywhere and the tech ends up manually entering the parts again and double costing the job. The system displays a warning when adding lines to a purchase order when the equipment chosen has the Deny TA Access? flag checked.

Registry Entries:

If the user enters a Work Order Id on any of the detail tabs, 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 Global Settings - Do Not Default Equipment Id).

Important Fields:

Click on one of the following links to jump to the header information on an upper tab:

Detailed (line item) information is displayed on the lower tabs - Inventory, General (general charges and non-inventory materials) or Subcontractor. Click on the following for information on the detail tabs:

Vendor Id:
Double-click on this field to select from a list of vendors or enter the Id of the vendor you are ordering from (a warning appears if you enter an inactive vendor Id).

The Vendor Id may only be changed or set by the user if the Purchase Order Status is Unreleased or Released, and no items have yet been received. Validation prevents changing the Vendor ID when un-reversed AP Journal transactions exist. The Vendor Id may be changed on un-received PO's generated from the WO Required Resource lines via the Required Resource Wizard. Changing the PO also updates the Work Order's Required Resource line(s) with the new Vendor's Id.

For Purchase Orders generated from Quotes, the Vendor can be changed if no receipts have been performed and it is NOT a Subcontractor PO.

Vendor is marked as Insurance Required = 'Y' AND
Vendor Insurance End Date < today AND
Block Purchases = 'Y'

Lien Waiver Req'd?
This field is displayed from the Vendor record. If this field is checked, AND the PO's Header Job/Work Order's Job also requires Lien Waivers, this PO will require Lien Waivers. See Lien Waiver Overview.

Location Id:
The location to be charged with this purchase; this may be a warehouse, truck location, etc. If Intercompany is NOT enabled, this field is "sticky"; its initial value will be retained from the last PO you created or edited and saved. If Intercompany is enabled you will need to select the Location.

Note: This default behavior will be impacted if the StickyBySecurityId registry is enabled for the PO record, or if this field is set to not be sticky via customization.

Period Id:
If items are received in the Purchase Order (by completing the Quantity Received field), then the Accounting Period must be completed to ensure proper inventory management transactions (for example, if the PO was being used to record the prior purchase of miscellaneous materials). If the PO Inventory Receipts Journal is used to receive items, the Accounting Period field in the Purchase Order does not need to be completed.

When Unvouchered Payables is Enabled in the Accounting Period
The Unvouchered AP option in the Accounting Period is deprecated in favor of the Create EOM Unvouchered AP GL Entries function. However, if your firm is still using the Unvouchered Payables option in the accounting period, click to see the guidelines which must be observed.

Since G/L entries are posting at the time of P.O. Receipt, it is important that the P.O. is vouchered in A/P with information that consistently reflects what the P.O. was at the time of receipt. To ensure that this is the case, system validations enforce the following procedures.

1. A P.O. Line may not be changed once receipts have occurred for the item on the line. Edits may be done to lines that have not had receipt transactions recorded to them.

2. If an A/P invoice reflects pricing that is different from the P.O the edit should be performed in the A/P Journal at the time of vouchering. The postings for such edits is properly handled by the A/P Journal.

3. If it is determined that received items were ordered to an incorrect G/L account this edit should also occur in the A/P Journal. The procedure to this edit will be to:
- Import the P.O. to the A/P Journal
- ACCEPT the G/L value from the P.O.
- ADD the transactions, then edit the G/L Account and
- SAVE the edited transaction

4. In cases where the P.O. MUST be changed, the receipt transaction may be "undone" prior to editing the P.O. Line as long as no A/P transactions have been recorded for the item.

5. The PO will allow postings to the blank GL Account for unvouchered payable activity if a MISC inventory group is not defined.

Promised:
The date the vendor promised to deliver the items; this field defaults from the Date Requested, but may be changed by the user.

Confirming?
Flag this field if you have placed the PO verbally and a printed PO will only confirm the verbal order. Double-click to flag or blank this field. This field is "sticky": its setting will be retained when you create a new PO.

Acknowledgement?
Flag this field if you require an acknowledgement of receipt from the Vendor. Double-click on this field (or press Spacebar) to flag or blank this field. This field is "sticky": its setting will be retained when you create a new PO.

Drop Ship:
This informational box will be checked if this Purchase Order was generated to fulfill a Client Order drop shipment from the vendor to the client. The Shipping Address will be set to the Site’s shipping address.

Order Id:
If this Purchase Order was generated to fulfill a Client Order drop shipment, the Client Order Id will appear in this display-only field.

Insurance Required: Insurance Expired:
These display-only fields are typically used in conjunction with subcontractor control. The insurance required field defaults from the Insurance Required field in the Vendor record. If this field is checked, the system will check the INS tab in the Vendor record to determine if the insurance is still valid. If not, the Insurance Expired field will also be checked.

Payments Blocked:
If this display field is checked, the Vendor’s required Insurance is currently expired, and payments will be blocked in AP. Today’s date is compared with the Start and End Dates on the Vendor's Insurance tab to determine if the Insurance is expired.

Purchases Blocked:
If this field is flagged, and the Vendor’s required Insurance is expired, a PO may not be created in the PO Viewer. Today’s date is compared with the Start and End Dates on the Vendor Insurance tab in order to determine if the Insurance is expired. This prevents new PO’s from being backdated to when the insurance was in effect.

The Credit flag enables you to create a credit purchase order; you must change the type to Credit before entering any detail lines (unless allowed via registry).. A credit purchase order is used as a memo reminder to Accounts Payable. It will notify the user of an existing CREDIT purchase order in the system during the voucher entry in the A/P journal. Click Credit PO Details for important information on this subject. Note that Credit PO items must be received (if desired) on the PO. Do not use the inventory receipts journal on credit po’s.

FOB Id:
Defines the FOB location. This field defaults from the Vendor record but may be changed by the user. Press Alt+F7 or double-click on this field to select from a list of FOB Ids.

Ship Via Id:
Identifies the shipping method for this PO. This field defaults from the Vendor record but may be changed by the user. Press Alt+F7 or double-click left on this field to select from a list of Ship Via Ids. Double-click right to create or modify a Ship Via record.

Freight: Prepaid & Add Collect Prepaid
Indicate whether the freight charge (if any) is Prepaid & Add, Collect or Prepaid. Use the Spacebar or double-click on an option to select/deselect it.

Purchase Order Description: (40 character)
This optional field briefly describes this purchase order for internal purposes. It appears on the Purchase Order viewer listing, making an individual PO easier for personnel at your company to identify. This description will not appear on the printed PO itself.

Ordered By:
May be used for the name or initials of the individual requesting this order. This field defaults from the user id of the person creating the record id if it is blank when Purchase Order is created.

Currency Id: Currency Factor:
If applicable, these display-only fields will default when the user sets the Vendor Id. The Currency Conversion Factor will be determined from the referenced Currency Master record and the effective date of the transaction. A Currency Conversion Factor of zero will automatically be converted to one.

If the Currency Id field is completed, all costs MUST be entered in the Vendor’s currency. The system will handle the conversion of amounts entered in this foreign currency based on the applicable conversion factor in the Currency Master record.

Job Id:
Complete this field if the items on this PO are being ordered to a specific Job. The system will use this Job Id as the default for all items ordered on this PO. This field should not be filled in if the WO Id is completed. Note: the user is warned if a closed Job is selected, and will not be allowed to add the PO if the PO’s Release Date exceeds the Job’s Date Closed.

Lien Waiver Req'd?
When BOTH the Job Record's Lien Waiver Required and the Vendor's Lien Waiver Required fields are checked, Purchase Orders for this Job and Vendor will also be flagged as Lien Waiver Required when they are created. If a Work Order referenced in the PO header, the Lien Waiver flag will also be checked if BOTH the Work Order's header Job and the Vendor require Lien Waivers. The PO's Lien Waiver flag will carry through to individual Vendor Invoices and AP Checks.

WO Id:
If this PO is for a specific Work Order, enter its Id; if this field is filled in, the Job field should not be completed. When a Work Order is referenced on a PO line, both the GL Entity and Cost Code will default from the Work Order. If this field is completed, it will be referenced on the printed PO instead of the Job Id.

Changes to WO Id: The software denies changes to this field whenever the PO has any lines - received or not. If a PO is entered with the wrong info, the user must take the necessary steps to cancel it and enter the correct info as a new PO.

Tax Group Id:
This field defaults from the Vendor record but may be altered if needed. It was designed to support Canadian GST/PST sales tax processing. It should only be completed if the applicable tax rules should come from the Vendor where you purchased the items in the case of buying / selling in different tax entities. It completed, this field provides the default value used to calculate the use tax cost for items entered on the General and Inventory Tabs. In version 8.1 and above, Inventory and Job quantities to be different when the PO parent has a Tax Group as long as the Inventory line has the same Tax Group.

Sales Tax Exempt:
This display-only field defaults from the Vendor record; it will be checked if the Vendor has a Tax Exempt Certificate for your firm on file. If flagged, Tax Group in the Job record (or the Job referenced in the Work Order) will be used to compute Use Tax for taxable items.

Job Tax Status:
This display-only field is derived from the Job / Work Order entered in the PO header.

PO Id:
If you are creating a new purchase order, this Id will be generated when you save the record. To change an existing PO, enter its Id.

Total Amount:
This display-only field is maintained by the system, and also displayed on the top of all tabs.

Branch Id:
This field will initially default from the Branch (if any) of the user creating the PO unless overridden via registry.

Notes - Branch Override from Job: by the global BranchOverrideFrom=job registry option. If this registry is in effect and a Work Order or Job is selected in the PO header, the Branch will default from that Work Order or Job. The Branch Id is

$image\SKIN1_Printer.gif$ After adding or saving your PO, click the print button to print this Purchase or Change Order. If you choose to e-mail a PO (from the Print Report screen), the To: field will default from the Vendor E-mail Fax field. To print multiple PO's, use the Report Purchase Order Function.

This button supports special processing to automatically attach the scanned document to records related to the PO: Vendor, Job (all jobs referenced on any child row) and Work Order (all work orders referenced on any child row) as applicable.

When the Receive button is clicked in a saved PO, the system will open the Inventory Receipts Journal. A new transaction will automatically be started with the PO Id entered. If the PO has unsaved changes, the user will be alerted that the changes must be saved before clicking the Receive button.

Purchase Order Mailing Address: Vendor Mailing Address:
By default, the printed PO will be sent to the Vendor Mailing Address (which defaults from the Vendor record). To specify a different mailing address, complete the Purchase Order Mailing address.

Mail-To Id:
To select an alternate Mail-To address for this Vendor, enter an Id or double-click to select from a list. The Purchase Order Mailing Address will be completed from this record.

Purchase Order Remit-To Address: Vendor Mailing Address:
By default, the AP Check to pay the Vendor will be sent to the Vendor Mailing Address (which defaults from the Vendor record). To specify a different mailing address, complete the Purchase Order Remit To address.

Mail-To Id:
If you select a Vendor Mail To address, the Remit To address will be set from it. Notice that the Mail To field is present for data entry and is not stored in the database for this tab: the Mail To Id will not be retained when you return to the Purchase Order.

Purchase Order Shipping Address: Location Shipping Address:
By default, the items on the PO will be sent to the Location Shipping Address (which defaults from the Location record). To specify a different shipping address (such as a job site), complete the Purchase Order Shipping address.

Ship To: Stock Location WorkSite ServiceProvider Other
This field enables you to select the shipping address for this Purchase Order. By default, Stock Location is selected when manually generated a PO; this may be adjusted via the Custom Fields functionality if needed. The Purchase Order Registry Entry may be used to customize how the Ship-To address is generated for the Stock Location, WorkSite and/or ServiceProvider options.

Stock Location
This corresponds to the address in the Location Id specified on the Main Tab.

WorkSite
If the Work Order Id field is completed on the Main Tab, clicking the WorkSite button will enter the Client Site Shipping address in the Purchase Order Shipping Address field.

The Worksite option has been enhanced to also work if a Job Id has been entered in the PO Header. Now, if Worksite is selected, the system will default in the address from the Client Site referenced in the job.

ServiceProvider
This option should be selected if the items on this PO should be shipped directly to the Service Provider/Subcontractor. In order for the address to default correctly, the first Technician line of the associated Work Order must:

Other
Select Other and enter the Purchase Order Shipping Address manually if none of the other choices are appropriate for this situation.

Misc Comments: (30 character x 3)
Optional. Additional text to appear on this PO.

PO Comment Id:
This field defaults from the Vendor record but may be changed by the user if needed. It controls the comments that will be printed on this Purchase Order. Press Alt+F7 or double-click left on this field to select from a list of PO Comments. Double-click right to create or modify a PO Comments record.

AP Terms Id:
This field defaults from the Vendor record but may be changed by the user if needed. When the PO is vouchered in the AP Journal, the Discount %, Discount, Discount Due Date, Payment Due Date and Date to Pay fields will default based on the AP Terms record and the Invoice Date.

Purchase Order User 1: Purchase Order User 2:
These fields may be completed for informational purposes.

Purchase Order Extended Description:
This field may be used to enter extended notes or descriptions applying to the PO as a whole.

Status: Unreleased Released Printed Changed PendingCancel Cancelled Closed
By default, PO's are initially created with a status of released unless a user is NOT flagged as a Purchasing Agent in their User record. In Version 8.2, PO's will also be created as Unreleased if the Vendor has purchases blocked due to expired insurance. In Version 9.0 and above, if the

Vendor is marked as Insurance Required = 'Y' AND
Vendor Insurance End Date < today AND
Block Purchases = 'Y'

PO's that are Unreleased are present as records in the system, but DO NOT write to IMH or other history until they are RELEASED. This functionality enables review of PO created by users not flagged as Purchasing Agents (in the User record) prior to their release. It also allows for the timing of PO releases. Print PO Form excludes PO’s with a status of Unreleased.

1. Have a user who is flagged as a Purchasing Agent in their User record access the unreleased PO.
2. In the PO's Main tab, change the Accounting Period to an Active one (if needed).
3. On the Status tab, verify that the Released Date falls within the Accounting Period date range.
4. On the Status tab, select Release and then save the record. All necessary information will be written to history, and the PO will be available for vouchering in AP.

Tip: The PO Filter screen includes a Status range. By entering unreleased in this range, and clearing the other range fields, you may easily review your unreleased po's.

Most status changes are implemented by the system; for example, the status is changed to Printed when a Released or Changed PO is successfully printed. Printing a PO with a status of Pending Cancelled will reset its status to Cancelled.

Other status changes can be made directly by the user by double-clicking on a new status (the system will not allow you to make an illegal status change). Any necessary postings or reversals will also be handled by the system even if the status is not changed. Click Purchase Order Status Changes to view a table describing status changes and resulting system changes.

The PO's Date Closed to the system date whenever the user sets PO's Status is set to Closed.

Ordered By: Date Entered: Time Entered: AP Terms: Date of Last Receipt:
These display-only fields are set by the system when the purchase order is created, released, revised, printed or items received (as applicable to the field).

Released:
This date field is set by the system when the PO is created with a status of Released, or the status of an Unreleased PO is set to Released.

Revised:
This display field will be completed if this PO is saved with a status of Changed. This would occur if the Status was set to Printed, and then the user made a change to a line or added a line, and then saved the PO as a controlled document. If this field is completed, it will appear in the Revision Date box of the printed PO.

Closed:
The Closed date for this PO; this field may be completed by the user. It may also be set when the PO is vouchered if the Close PO box in the AP Journal is flagged. The PO's Date Closed is set to the system date whenever the PO's Status is set to Closed by the user. The user is prevented from setting the PO Date Closed prior to the PO's creation date.

GL Entity:
This field defaults from the Location Id on the Main tab. It is required when Intercompany Processing is enabled.

Button: Reopen Closed PO’s
This button enables a user to reopen closes PO’s.

1. The button is only available for use on PO's with status of Closed.
2. The 're-opened' status will be either Released or Printed. The determination is made by evaluating the status of the PO's lines. If any one of them is marked Printed, then the re-open status is Printed. Otherwise, the re-open status is Released.
3. The Date Closed is reset to 1900-01-01.
4. The viewer will be refreshed after the button is pushed and the PO has been re-opened.
5. An entry is added to the Record Change Log will show that the re-open button was pushed.

User PO Limit:
This display field defaults from the maxpoamount key value on the User’s Registry tab. If this field is completed and the user is flagged as a Purchase Agent, it represents the maximum dollar amount of a PO that the user can save as released. If this limit is exceeded, the PO may be saved as Unreleased. A User with a higher PO limit can then edit and release the Purchase Order.

Vendor PO Limit per WO:
This display field defaults from the PO Limit per WO field in the Vendor record. If the field is blank, a PO Limit per WO is not in effect.

Vendor WO Total (Other PO’s):
This display field is calculated by the system, and shows the total of all other PO’s for this Vendor which reference the same header WO Id as in this PO. If the dollar amount of this field plus the total dollar amount of this PO exceeds the Vendor PO Limit per WO, the PO can only be saved as Unreleased.

Received-in-Full
Vouchered-in-Full
These fields may be set by the Start Close Completed Purchase Orders function. This Starter function allows users to close PO's whose Date Closed field was not set by flagging the Close PO field in the AP Journal.

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

EDI PO?
If this PO is for an EDI-enabled Vendor, check this box to have the system handle this purchase as an EDI Purchase Order.

To submit a PO to EDI, click on the EDI Submit. This will drop XML for the PO into the Outbound folder where it will be picked up by RKL’s software for transmittal to the Vendor.

Inventory Management History pertaining to this Purchase Order is displayed on this tab.

This tab is sorted by Part/Description, Effective Date, and then Source Journal (ordered by Purchase, then Receipts, and finally AP Journal vouchering). The Inventory Item Id is included in the Description field (ItemId~Description) to avoid confusion if a General and Inventory Item have the same Description.

If the Currency Id field is completed on the Main Tab, all costs will appear in your local currency; note that the system calculates them from Vendor’s currency based on the values specified in the Currency Master table.

General Ledger History pertaining to this Purchase Order is displayed on this tab:

Account – Entity – Effective Date – Source – Trx Id – Invoice No – Debits – Credit – Account Name

Purchase Order Viewer

Purpose:

Usage:

Registry Entries:

Important Fields: