MANAGE PURCHASE ORDERS

Use this screen to enter purchase order (PO) information that enables the printing of purchase orders directly from Costpoint. Both purchase orders and blanket orders can be added and/or modified only on this screen.

This screen has the following tabs:

The Subcontract Information tab is available only to users who are licensed for Contract Management.

You can add or modify the actual items and descriptions of the items being purchased. Use the Create Release button to create blanket purchase order releases from this screen in addition to the Create Blanket PO Release screen.

Use this screen whenever purchase orders or blanket orders need to be added or modified. All vendors, general ledger accounts, projects, organizations, buyers, and items should be previously established in their respective tables.

Location

Identification

Use the fields in this group box to enter identification information for the purchase order.

Purchase Order ID

The purchase order ID number, containing up to 10 alphanumeric characters, is the unique identifier for this purchase order. It is used throughout the entire Costpoint system to reference this purchase order. The purchase order ID number can be assigned in three different ways, based on the PO numbering method established in the Configure Purchasing Settings screen:

Even if you have selected the System or Buyer numbering method on the Configure Purchasing Settings screen, you can enter a purchase order number manually. If the number entered is the next number in the numbering sequence, Costpoint updates the Last System PO Number field in the PO Settings screen. If it is not the next number, Costpoint allows it to be used, provided that it is unique, but does not update the Last System PO Number field.

Release

If you are querying a blanket purchase order release, the release number is displayed here. If this is a purchase order, the default value is zero. This is a display-only field.

Change Order

If you are querying a purchase order that has had a change order created in the Create Purchase Order Change Orders screen, this field displays the last change order number; otherwise, the default is zero.

Type

Select the type of purchase order from the drop-down list. The system-defined values are as follows:

Trans Currency

This field displays the International Standards Code (ISO) abbreviation of the transaction currency used for this order. The currency that is displayed by default is normally selected in the Currencies link of the Manage Vendors screen. If no default was selected for the vendor, the transaction currency is defaulted from the Configure Multicurrency Settings screen in Costpoint Administration. To override this default, use the Exchange Rates subtask to select a different transaction currency for this PO.

Create Blanket PO Release

Click this button to create new release for the master blanket order.

Implement Action Changes

Click this button to implement quantity/amount or due date changes proposed to the PO line or delivery schedule line through the supplier portal and agreed on by the supplier and buyer. If you have not created a new change order and you clicked this button, this updates all PO lines (or delivery schedule lines) that qualify, using the last proposed quantity, amount, and due date values from the PO line or PO line delivery schedule. The update is reflected in the Action field as Updated by Buyer.

If a change order is needed before implementing action changes, you need to create a change order on the Created Purchase Order Change Orders screen. You can then query the PO on the Manage Purchase Orders screen, and click the Implement Action Changes. This updates all PO lines (or delivery schedule lines) that qualify, using the last proposed quantity, amount, and due date values from the PO line or PO line delivery schedule. The update is reflected in the Action field for each PO line or delivery schedule line as Change Order – Pending Supplier Acknowledgment. In this case, the supplier needs to acknowledge the changes.

The buyer, on the other hand can still manually make the changes to the PO line (or delivery schedule line), instead of using this new option (with or without change orders) as previously allowed by the system. This change is reflected in the Action field as Updated by Buyer. The supplier can then acknowledge the change or not.

This button is visible only to users who are licensed for Supplier Portal.

In Project Manufacturing- If a purchase order (PO) line receipt has been exported to Manufacturing Execution System (MES) and an inspection order created there, subsequent change in the PO line quantity in Costpoint will not be reflected in MES. This means that PO line quantities will be out of sync between the two systems.  However, the changes in receipt quantities for the modified PO line in Costpoint will still be exported and the existing inspection order quantity will be updated to be in sync with the Costpoint received quantities.

If an inspection order had not yet been created in MES, subsequent change in PO line quantity in Costpoint will flow to MES, and the two systems will be in sync.

Table Window

PO Line

This is the system identifier of a line on the purchase order. It is a sequential number assigned by Costpoint to track the line items of the purchase order when a new line is created. Costpoint allows up to 99,999 lines on a purchase order. You can modify this field, as long as each line number is unique within the table window.

Line Type

Costpoint updates this field based on the type of item that has been ordered. This field is display-only. The system-defined types are as follows:

Subcontract Retainage PO lines can only be S (Service) or M (Miscellaneous) line types.

Status

The line status defaults from the Status field established in the Header tab, but can be modified. Costpoint modifies the status as this purchase order line progresses through the system. The line status can be different from the status of the purchase order itself. The system-defined status types are as follows:

The status of this field depends on the update transactions entered against the PO in the Update Subcontract Purchase Order Status screen.

Item

Enter, or click to select, a valid item created in the Manage Parts, Manage Services, and Manage Goods screens. If this is an M type PO line, this field is blank.

Rev

When a valid item has been entered or selected, the latest revision, if any, is displayed in this field. If partial revisions are being used, this field may be changed to an earlier revision.

Description

The description of the item entered is displayed in this field. If you have selected any of the check boxes in the Allow Modifications to Description on PO/Requisition Lines group box in the Configure Product Definition Settings screen in Costpoint Materials, you can modify the item description. The description can contain up to 60 alphanumeric characters. If you modify the description, it does not update the item description on the Manage Parts, Manage Services or Manage Goods screens in Costpoint Product Definition. If no item has been entered, you can enter a free-form description of what is being purchased.

Part Security

This field is visible only if the Use Part Data Security Controls check box is selected on the Configure Product Definition Settings screen, which indicates that the item is subject to data security restrictions, as defined in the International Traffic in Arms Regulations (ITAR) or the Export Administration Regulations (EAR).

If enabled, this field displays one of the following values to indicate whether the item you are accessing is subject to part data security restrictions and whether you have the necessary authorization to access information for that item:

If you are unauthorized to access parts or revisions that are subject to data security restrictions, then you will not be able to create or edit PO lines for that restricted part/revision. In addition, you will not be able to view Line Documents, Substitute Parts, and Manufacturer/Vendor part information for those restricted items.

The features in this release relating to Part Data Security are intended to assist your company in achieving ITAR compliance. However, it is each company’s responsibility to confirm that it is meeting its obligations with respect to ITAR or other applicable requirements. Deltek does not warrant that use of this functionality will result in compliance.

Misc Type

Enter, or click to select, a valid miscellaneous charge type. The type must already be established in the Manage Line Charge Types screen. This field is accessible only when the Item field is blank and a miscellaneous charge is being entered when the Line Type is M.

U/M

Enter, or click to select, a valid unit of measure for the item being purchased. The unit of measure from Costpoint Product Definition for the item entered defaults in this field, but can be modified. The unit of measure must already exist in the Manage Units of Measure screen. If the item is a part or good, this field is required. If the Misc Type field contains a charge type, the default unit of measure from the Manage Line Charge Types screen displays. This field cannot be populated for subcontract retainage POs.

Quantity

Enter the quantity being ordered for this line item. This field is required when the item is either a part or a good. This field cannot be populated for subcontract retainage POs.

Inv Abbrev

If the item being ordered is an inventory item, enter, or click to select the inventory abbreviation for part. Inventory abbreviation information is established in the Manage Inventory Projects screen in Costpoint Projects. This field displays account information used by Costpoint Inventory when inventory transactions are posted to the inventory journal. If you entered a valid inventory abbreviation in the Other Defaults tab and chose to have it default for all purchase order lines, this field displays that inventory abbreviation. If that default is not available, this field uses the inventory abbreviation that was entered on the View Part Inventory screen. In either case, you can enter a different abbreviation.

Once the Inv Abbrev field is populated for the PO line, the Warehouse field defaults to the Planning Warehouse ID that appears in the Manage Inventory Projects screen for this inventory project/inventory abbreviation. The Project, Account, and Organization assigned to this inventory abbreviation default to the Accounts subtask.

Due Date

Enter, or click to select, the date by which the vendor is committed to supplying the items ordered. The due date is used as a basis for calculating the vendor performance.

Order Date

Enter, or click to select, the date when this purchase order was placed. The Order Date from the Header tab is the default, but you can modify it when you add a new line to a new PO. If you add a new line to an existing PO, the current system date is the default. The Order Date must be less than or equal to the Due Date.

Desired Date

Enter, or click to select, the date by which delivery of the items ordered is desired. The desired date defaults from the Desired Date field in the Other Defaults tab and can be modified.

Original Due Date

The original due date defaults from the due date and can be modified. This displays the original due date that was agreed upon if the due date changes.

Delivery Schedule Exists

If selected, this check box indicates that there are multiple delivery schedules that exist for the PO line. This check box is cleared and disabled for new lines.

Gross Unit Cost

Enter the gross unit cost of the item being ordered. This is the cost of one unit of the item, before applying any volume discounts. Costpoint calculates the gross unit cost from the net unit cost and applicable volume discount percentage, if they have been entered. This field cannot be populated for subcontract retainage POs.

Volume Discount

Enter the volume discount percentage to be applied to the gross unit cost of the item being ordered. If you entered a value in the Volume Discount field in the Other Defaults tab, that value loads to this field. The default is 0.00%. Enter a 5.25% discount as 5.25. This field cannot be populated for subcontract retainage POs.

Net Unit Cost

Enter the net unit cost of the item being ordered. This is the cost of one unit of the item after any volume discounts have been applied. Costpoint calculates the net unit cost from the gross unit cost and applicable volume discount percentage, if they have been entered. This field is required when a quantity has been entered. This field cannot be populated for subcontract retainage POs.

Extended Cost

The extended cost amount is calculated by Costpoint when a quantity has been entered. The calculation is Net Unit Cost multiplied by Quantity. If no quantity has been entered, enter the Extended Cost manually. Use this field to enter the amount of the subcontract retainage PO.

Taxable

Select a value from the drop-down list:

The taxable status defaults based on the Taxable Status field in the Other Defaults tab.

Sales Tax/VAT Rate

Enter the sales tax or VAT rate that applies to this line. If you enter a Ship ID either for the PO line or in the Other Defaults tab, the Sales Tax/VAT Rate that is assigned to the Sales/VAT Tax code for that Ship ID loads into this field. Ship ID and Sales/Use Tax Code are assigned to vendors on the Manage Vendors screen. The Tax Rate is originally assigned to the Tax Code on the Manage Sales or Value Added Taxes screen in Costpoint Administration, but can be modified for the PO line in this field.

Line Charge Sales Tax/VAT Amt

This column displays the total Sales Tax/VAT Amount from the Line Charges subtask.

Sales Tax/VAT Amount

This column displays the sales tax/VAT amount for the line if the Tax field is Y (Yes). The calculation for the Sales Tax/VAT Amount is Extended Cost multiplied by Sales Tax/VAT Rate.

Total Line Amount

The total line amount is calculated by Costpoint. The calculation is Extended Cost plus Sales Tax/VAT Amount plus the sum of any additional charges from the Line Charges subtask.

Recovery Rate

Enter the recovery percentage rate for the VAT amount on this PO line.

Recovery Amount

This the amount of VAT recovery displays in this column. This amount is calculated from the Sales Tax/VAT Amount multiplied by the Recovery Rate.

Ship ID

Enter, or click to select, a shipping ID that shows where the item is to be delivered. The Ship ID entered in the Other Defaults tab can be modified. This is a required field unless the PO line is an amount-only (no quantity), two-way match.

Ship IDs are assigned to vendors on the Manage Vendors screen and can be viewed in the View Ship IDs screen. You can enter a Ship ID in this field only if it exists in the View Ship IDs screen.

Warehouse

If the item being ordered is an inventory item, enter, or click to select, a warehouse containing up to eight alphanumeric characters. If an inventory abbreviation is entered in the Inventory Abbrev field or Accounting Defaults tab, this field defaults with the Planned Warehouse ID that appears in the Manage Inventory Projects screen for this inventory project/inventory abbreviation.

Ship Via

Enter the vendor's means of shipping the material ordered, up to 15 alphanumeric characters. This field defaults from the Ship Via field in the Other Defaults tab. It can be modified.

Deliver To

Enter the name, up to 25 alphanumeric characters, of the department or individual to whom the material is delivered. This field defaults from the Deliver To field in the Other Defaults tab and can be modified.

Overshipments Allowed

Select this check box to indicate that overshipments are allowed for line item.

An overshipment is a quantity or amount greater than what was ordered. Control parameters exist in Costpoint Receiving to determine whether or not overshipments are allowed. This flag defaults from the setting on the Manage Parts, Manage Services, Manage Goods, or Manage Line Charge Types screens in Costpoint Materials, depending on the type of item being ordered. This check box is clear for subcontract retainage POs. This default can be modified.

Receipt Tolerance

If the Overshipments Allowed check box is selected, enter a percentage to determine the excess quantity/amount that can be received if overshipments are accepted.

Drop Shipment

Select this check box if this line is for a drop shipment. The drop ship status is based on the Drop Shipment check box in the Other Defaults tab and can be modified.

QC Insp Reqd

Select a value from the drop-down list. The values are:

If this field is Yes, POs and PO lines must be inspected on the Manage Quality Control Inspections screen in Costpoint Receiving. This flag is updated based on the default specified on the Parts User Flow or Part Project Data screens but can be modified . Miscellaneous items or charge types that are entered in the Misc Type field can also be established with their own QC Inspection Reqd default in the PO Line Charge Types screen. If you enter a Misc Type code, the code's QC Inspection Reqd check box value displays in this field, but can be modified.

Source Insp Reqd

Select a value from the drop-down list. The values are:

A source inspection normally requires the vendor to obtain approval from a government inspector before any material can be shipped. This flag is updated based on the default specified on the Manage Parts screen but can be modified.

Cert Conf Reqd

Select a value from the drop-down list. The values are:

A certificate of conformance is a legal document issued by the vendor, which certifies that the material confirms to certain specifications and requirements. This flag is updated based on the default specified on the Manage Parts screen but can be modified.

Requisition

Enter, or click to select, the ID of the requisition, up to 10 alphanumeric characters, where the item being ordered was originally requested. The requisition number defaults from the Requisition field in the Other Defaults tab and can be modified.

Proc Type

Enter, or click to select, the procurement type code for this line item.

Awarded Quote

Enter, or click to select, the awarded quote ID for this line item.

CLIN

Enter the Contract Line Item Number (CLIN) for this purchase order line, if applicable.

Commodity

Enter, or click to select, the commodity code for this line item.

Mil-Spec

Enter the military specification that applies to this item.

NSN

Enter the national stock number for this item, if applicable.

Industry Class

Enter, or click to select, the industry classification associated with the item on the PO line. Each line can have a different industry classification code with the same vendor. You can assign industry classifications on the Manage Vendors screen. For miscellaneous line types, this field defaults with the Misc Type code's assigned industry classification code from the Manage Line Charge Types screen, and can be modified.

NAICS Code

Enter, or click to select, the valid (primary and active) NAICS code associated with the item or miscellaneous type on the PO line. The right-click action (Load NAICS Code) on the header allows you to automatically load the PO header NAICS code to all the PO lines.

Ord Ref Type

The order reference type field designates whether the line item is related to a sales order or a manufacturing order in Costpoint. Enter S if the item is associated with a valid sales order, or M if the item is linked to a manufacturing order. This field defaults to N (None) for a new line. Modify this field only when an order reference number will be added to the purchase order line.

Order Ref Cost Type

Select an order reference cost type from the drop-down list. The values are:

Order Reference

Enter, or click to select, the order reference number, if applicable, containing up to 10 alphanumeric characters. The order reference number is a manufacturing order or internal sales order number. The order reference number defaults from the Order Reference field in the Other Defaults tab and can be modified. If the purchase order was created from a requisition that originated on a sales order, Costpoint displays the sales order number.

Ord Ref Release

This field displays the release number, if applicable, for the order reference. You can modify this if you enter, or click to select, an order reference release number.

Ord Ref Line

Enter, or click to select, the order reference line number associated with the sales order number or manufacturing order entered on the line.

Unreleased Blanket Qty

If this is a blanket purchase order, this field displays the unreleased quantity.

The discount percentage is intended as a volume discount, not as a purchase or cash discount. If you do not know the discount percentage is not known, you can leave it blank. Costpoint calculates the value based on the gross unit cost and the net unit cost entered.

Unreleased Blanket Amt

If this is a blanket purchase order, this field displays the unreleased amount. This field cannot be populated for subcontract retainage POs.

Purchase Agreement

Select the purchase agreement code from the drop-down list. The values are:

Leadtime ARO

Enter the minimum vendor Leadtime After Receipt Order (ARO) required to be eligible for release creation.

Minimum Qty

Enter the minimum purchase quantity for a requisition to be eligible for release creation.

Start Date

Enter, or click to select, the beginning date for the time period that this purchase order is in effect. If this PO is a blanket order, releases created before this date are provided with a warning message.

End Date

Enter, or click to select, the ending date for the time period that this purchase order is in effect. If this PO is a blanket order, releases created after this date are provided with a warning message.

Auto-Voucher

Select a value from the drop-down list. The values are:

To enable auto-vouchering for subcontract retainage POs, the Match Type must be 3-way and the Match Option must be TOTAL.

The Auto-Voucher column is disabled after the value defaults from the vendor on the Manage Vendors screen. To generate subcontract retainage PO vouchers, you must select the Allow Auto-Vouchering for POs check box for the vendor on the Manage Vendors screen, and the Auto-Voucher flag on the PO line must be Yes.

Allow Voucher Receipts

This field displays Y (Yes) or N (No) to indicate whether receiving of the PO line is allowed in the Manage Purchase Order Vouchers. The default value depends on whether the corresponding flag in the Configure Purchase Order Voucher Settings screen allows receipts for Goods, Services Miscellaneous, and Parts line.

CIS Withholding

Select this check box if the PO line is subject to Construction Industry Scheme (CIS) withholding.

If you assign a CIS Code to the vendor on the Manage Vendors screen and that code has a withholding rate greater than zero, this column is selected; otherwise, it is clear and disabled.

If the CIS code exists and you modify the vendor, a warning message appears if the new vendor is not set up for CIS, or if the default CIS code does not have a withholding rate.

Commit Type

Select the value from the drop-down list. The values are:

Match Type

Select the match type from the drop-down list. The values are:

Match Option

Select the match option from the drop-down list. The values are:

Manufacturer

If the PO line item is a part, enter, or click to select, a manufacturer ID.

Manufacturer Part

If the PO line item is a part, enter, or click to select, a manufacturer part number containing up to 30 alphanumeric characters.

Mfg Rev

Enter, or click to select, the revision number, if any, of the manufacturer part entered containing up to three alphanumeric characters.

Vendor Part

If the PO line item is a part, enter, or click to select, a vendor part number containing up to 30 alphanumeric characters.

Vend Rev

Enter, or click to select, the vendor revision number, if any, of the vendor part entered containing up to three alphanumeric characters.

Planner

Enter, or click to select, a planner ID.

Operation

Enter, or click to select, an operation code.

Configuration

Enter, or click to select, the BOM configuration of the PO line item if you need to determine requirements for a specific configuration.

Notes

Enter any notes (up to 32,000 alphanumeric characters) for this purchase order line.

Internal Notes

Enter additional information relevant to this purchase order. These notes will not print on the purchase order.

Resource Exists

This check box indicates that there is a resource for the corresponding PO line. This check box is selected if one or more resources exist in the Resources subtask, otherwise this check box is cleared.

US Citizenship Reqd

Select this check box to indicate whether or not the resource requires US citizenship.

ITAR Authorization Reqd

Select this check box to indicate whether or not the resource must be authorized for International Traffic in Arms Regulations (ITAR).

Security Clearance System ID

Enter, or click to select, the security clearance required for the resources associated with this purchase order.

Security Clearance Description

This field displays the security clearance that the resource associated with the purchase order line needs to have.

Security Clearance Level

This field displays the level of the security clearance that the resource associated with the purchase order line needs to have.

Issuing Agency

Enter the name of the agency that issued the security clearance.

SCI

Select this check box if the security clearance that the resource associated with the PO line has to be cleared for Sensitive Compartmented Information (SCI). This is disabled if the security clearance selected has no SCI selected.

SAP

Select this check box if the security clearance that the resource associated with the PO line has to be cleared for Special Access Program (SAP). This is disabled if the security clearance selected has no SAP selected.

Business Size

Select the business size from the drop-down list. Valid options are:

This field defaults from the Default Size group box option assigned for this vendor in the vendor classification on the Manage Vendors screen. This field is modifiable.

Woman-Owned

This check box indicates that the vendor met this classification when the PO line was created.

HUBZone

This check box indicates that the vendor met this classification when the PO line was created. HUBZone is a United States Small Business Administration (SBA) program for small companies that operate and employ people in Historically Underutilized Business Zones (HUBZones).

Veteran-Owned

This check box indicates that the vendor met this classification when the PO line was created.

Service-Disabled Veteran-Owned

This check box indicates that the vendor met this classification when the PO line was created.

Disadvantaged (Include Minority-Owned)

This check box indicates that the vendor met this classification when the PO line was created.

Historical Black Colleges and Universities/Minority-Owned

This check box indicates that the vendor met this classification when the PO line was created.

Alaskan Native Corporations (ANC) and Indian Tribes

This check box indicates that the vendor met this classification when the PO line was created.

8(a) Certified

This check box indicates that the vendor met this classification when the PO line was created.

AbilityOne Non-Profit Agency

This check box indicates that the vendor met this classification when the PO line was created.

Last Action

This field displays the most recent action taken on the PO line by the buyer or the supplier.

Last Proposed Order Quantity

This field displays the most recent quantity change proposed by the buyer or the supplier.

Last Proposed Order Amt

This field displays the most recent amount change proposed by the buyer or the supplier.

Last Proposed Due Date

This field displays the most recent due date change proposed by the buyer or the supplier.

New Action

Select an option from the drop-down list for the new action that you want to take for the PO line. Valid values are:

Proposed Order Qty

Enter the new proposed quantity for the PO line or delivery schedule line.

Proposed Order Amt

Enter the new proposed amount for the PO line or delivery schedule line.

Proposed Due Date

Enter, or click to select, the new proposed due date for the PO line or delivery schedule line. If delivery schedule exists, this field is disabled on the PO line and enabled on the Delivery Schedule subtask.

Notes

Enter any action notes related to the PO line/delivery schedule line and any actions taken. If delivery schedule exists, this field is disabled on the PO line and enabled on the Delivery Schedule subtask.

Implement Action Changes

Click this button to implement changes proposed through the Supplier Portal. Clicking this button, without creating a new change order, updates all qualified PO and delivery schedule lines with the latest proposed quantity, amount, and due date. The updates are reflected in the Action field as Updated by Buyer, and the supplier can then acknowledge the updates, if necessary.

This button is visible only to users who are licensed for Supplier Portal.

Create Blanket PO Release

Click this button to create a new release for the master blanket order.

Subtasks

Subtask

Description

Header SOW

 

Click this link to open the Header SOW subtask to specify the relevant statement of work (SOW) for the purchase order (PO).

Header Notes

Click this link to open the Header Notes subtask to view notes specific to the purchase order.

Header Text

Click this link to open the Header Text subtask to specify standard text codes for the purchase order

Header Documents

Click this link to open the Header Documents subtask to assign documents to the purchase order header.

PO Totals

Click this link to open the PO Totals subtask to view currency and payment information of the purchase order.

Exchange Rates

Click this link to open the Exchange Rates subtask to view and maintain transaction currency, rate groups and exchange rates.

Link SCI/SAP Security Codes

Click this link to open the Link SCI/SAP Security Codes subtask to specify the security clearance code at the header level.

Action History

Click this link to open the Action History subtask linked to the PO line/delivery schedule to access action history information for the PO/rlse/PO line/delivery schedule line.

Line SOW

 

Click this link to open the Line SOW subtask to specify the relevant statement of work (SOW) for the purchase order (PO).

Resources

 

Click this link to open the Resources subtask to enter details regarding the resources of the subcontractor.

Serial/Lot

Click this link to open the Serial/Lot subtask to pre-assign serial numbers and serial number information to the PO line.  

Accounts

Click this link to open the Accounts subtask to view or maintain project/account/organization information for the selected PO line in both the transaction and functional currencies.

Line Charges

Click this link to open the Line Charges subtask to include additional charges in the PO total line amount for this line item in both the transaction and functional currencies.

Line Text

Click this link to open the Line Text subtask to establish standard text codes to the PO line.

Line Documents

Click this link to open the Line Documents subtask to assign documents to the purchase order.

Currency Line

 

Click this link to open the Currency Line subtask to view information related to the transaction and functional currency of the selected PO line.

Proj Sub Parts

 

Click this link to open the Subst Parts subtask to view the current inventory information for any substitute parts for the selected part and project

Link SCI/SAP Security Codes

Click this link to open the Link SCI/SAP Security Codes subtask to specify the security clearance code at the line level.

Delivery Schedule

Click this link to open the Delivery Schedule subtask to split the PO quantities to multiple due dates.