Use this subtask to establish accounting information, shipping information, taxable status, and delivery information as defaults to purchase order lines.
Establish this subtask whenever a purchase order is added to the system and maintain whenever changes are needed to the default parameters.
These non-editable fields default from the main screen.
Use the fields in this group box to enter default Project/Account/Organization ("PAO") information to be used for the purchase order. PAO information is assigned to Inventory Abbreviations in the Inventory Projects screen in Costpoint Inventory, and can be replaced for PO line accounts when you change the defaults in this subtask. The project/account/org combination must exist in the Maintain Valid Project/Account/Orgs screen under the Project Master menu in Project Setup, and the account/org information must be assigned to the buyer in the Buyers screen.
If you change any of the fields in this group box (i.e., project, project abbrev, account, proj acct abbrev, org, or org abbrev), you will receive a message asking if you would like to change all charge information for the PO lines. For example, if you change the project or project abbreviation, account or project account abbreviation, or organization or org abbreviation, the message will read accordingly: "Do you wish to load this (field) for all non-inventory PO lines with only one charge line?" Select "OK" to make the change for all PO lines except for those with an inventory abbreviation or account row (under the Account Distribution subtask). The system will also check for lines that may contain an invalid PAO combination as a result of the change. In this case, the following message will appear: "Warning: one or more PO lines could not be updated with the default Project/Account/Org values because an invalid PAO combination would result."
Enter, or use Lookup to select, a valid project.
Enter, or use Lookup to select, a valid account.
Enter, or use Lookup to select, a valid organization.
Enter, or use Lookup to select, a valid inventory abbreviation. The inventory abbreviation must be active. This will serve as the default inventory abbreviation for all line items that should be placed in inventory. Upon populating this field and selecting OK, you may choose to have this inventory abbreviation default for all PO lines. Inventory abbreviation information is established in the Inventory Projects screen in Costpoint Inventory.
Enter, or use Lookup to select, a valid project abbreviation.
Enter, or use Lookup to select, a valid project account abbreviation code.
Enter, or use Lookup to select, a valid organization abbreviation.
Enter, or use Lookup to select, a Reference number 1 in this field. If you select Lookup, the Lookup table will display all reference numbers whose Use in Data Entry checkbox is selected in the Maintain Ref Elements screen (in Costpoint General Ledger). If a reference number 1 was entered in the Maintain Vendors screen for this vendor, it will default, but can be changed if necessary. The header title for this field defaults from the Reference 1 field in the Data Entry Headings group box in the G/L Settings screen in Costpoint General Ledger.
Enter, or use Lookup to select, a Reference number 2 in this field. If you select Lookup, the Lookup table will display all reference numbers whose Use in Data Entry checkbox is selected in the Maintain Ref Elements screen (in Costpoint General Ledger). If a reference number 2 was entered in the Maintain Vendors screen for this vendor, it will default, but can be changed if necessary. The header title for this field defaults from the Reference 2 field in the Data Entry Headings group box in the G/L Settings screen in Costpoint General Ledger.
Use the fields in this group box to enter default shipping information for the purchase order.
Enter, or use Lookup to select, a Ship ID that will show where the item ordered is to be delivered. The Ship ID from the PO Settings screen defaults here and can be changed, if necessary. Ship IDs are assigned to vendors in the Maintain Vendors screen in Costpoint Purchasing, Procurement Planning, and Accounts Payable, and can be viewed in the Display Ship IDs screen. Ship ID information can also be assigned to branch locations (in the Branch Locations screen under the Purchasing Controls menu), customers (in Costpoint Sales Order Entry), and warehouses (in Costpoint Inventory). You can only enter a Ship ID in this field if it exists in the Display Ship IDs screen.
Enter the vendor's means of shipping the material ordered, containing up to 15 alphanumeric characters. This information will default from the Maintain Vendors screen provided one exists and can be changed, if necessary.
Select this checkbox if this purchase order is for a drop shipment. If you do not select this checkbox, this order will not be considered a drop shipment.
Select the taxable status that will default to the purchase order line. This status will defaults from PO Settings and can be changed if necessary. It will serve as a default to the purchase order line level. The system-defined selections are as follows.
This selection means that the taxable status will be determined by the item's taxable status in the Product Definition Settings screen in Costpoint Product Definition, or the PO line charge type code for miscellaneous PO lines.
This selection means that all purchase order line items will default to taxable.
This selection means that all purchase order line items will default to non-taxable.
Select this checkbox to allow the system to automatically create a PO voucher when the PO meets two- or three-way matching requirements. This value will default from the vendor. It will also serve as a default to each PO line. If you do not select this checkbox, the default will be to disallow PO vouchers from being automatically created.
Enter the volume discount percentage to be applied to the gross unit cost of the item being ordered. Enter a 5.25% discount as "5.25." The discount percentage is intended as a volume discount, not as a purchase or cash discount.
Enter the requisition number containing up to 10 alphanumeric characters, from which the items being ordered originated. The requisition number will default to the purchase order line level and can be changed, if necessary.
Enter the order reference number containing up to 10 alphanumeric characters. The order reference number is a manufacturing order or internal sales order number. The order reference number will default to the purchase order line level and can be changed, if necessary.
Use the fields in this group box to enter default delivery information regarding the purchase order.
Enter the department or individual's name that is to receive the shipment of the material ordered, containing up to 25 alphanumeric characters.
Enter the date by which delivery of the items ordered is desired. The desired date will default to the purchase order line level and can be changed, if necessary. The system/current date will default in this field upon entering a new (unsaved) PO record. If you change this field's Desired Date for an existing PO, you will have the option of changing all Desired Date values for existing PO lines to this new value.
Enter the date by which the vendor is committed to supplying the items ordered. The due date will default to the purchase order line level and can be changed, if necessary. The due date will be used as a basis for calculating the number of days late for this vendor. The system/current date will default in this field upon entering a new (unsaved) PO record. If you change this field's Due Date for an existing PO, you will have the option of changing all Due Date values for existing PO lines to this new value.