Use this subtask to establish information that pertains to the purchase order as a whole, as well as provide default values for the purchase order line information.
Establish this subtask whenever a purchase order is added to the system and maintain it whenever changes are needed to the default parameters.
All of these non-editable fields default from the main screen.
Enter, or use Lookup to select, the Construction Industry Scheme (CIS) withdrawal code associated with the purchase order. This code is related to the withholding account/org entered in the Maintain CIS Codes screen in Costpoint System Administration. The CIS Code is assigned to vendors in the Maintain Vendors screen, and will default based on the selected vendor ID, but can be changed. If this field is populated and you add a line in the main screen table window, the CIS Withholding field will default to "Y" (Yes).
Use the fields in this group box to enter the vendor contact information.
Enter the last name of the vendor contact. You can use up to 25 alphanumeric characters.
Enter the first name of the vendor contact. You can use up to 25 alphanumeric characters.
Enter the vendor's contact phone number.
Enter the vendor's contact fax number.
Enter, or use Lookup to select, the terms for this purchase order. The terms will default from the vendor, provided they exist in the Maintain Vendors table and can be changed, if necessary. The terms will be used to calculate the invoice due date when vouchers are entered. This is a required field.
Select the status of this purchase order. The system will automatically default from the Initial PO Status group box in the PO Settings screen. This status will then default to each line of the purchase order, but can be changed, if necessary. This status will automatically be updated as the purchase order flows through the system. You may also make any appropriate changes in this field. The system-defined status types are as follows:
Closed - This status means that this purchase order has been closed by the user and no further processing will occur.
Open - This status means that this purchase order is open and ready for receipts and invoices to be entered against it.
Pending - This status means that this purchase order is pending approval and cannot be received or invoiced against until it has changed to open status.
Void - This status means that this purchase order has been voided, no processing will occur, and no receipts have been entered. This will allow the system to show that items were ordered but later canceled.
System Closed - This status means that this purchase order has been automatically closed by the system because it has been fully received or vouchered if quantities are not present.
Enter the vendor's Free on Board (FOB) information. You can enter up to 15 alphanumeric characters. FOB Point is a term indicating how delivery will be made; for example, on board (shipping point), or into a carrier by the shipper, without charge (destination). The FOB point from the vendor will default, provided one exists in the Maintain Vendors screen and can be changed, if necessary.
Enter the date that this purchase order was placed. The system date (today's date) will default for new POs but can be changed if necessary. The date in this field will display in the Order Date field for the PO line when you add a new line to a new PO. If you change this field's Order Date for an existing PO, you will have the option of changing all Order Date values for existing PO lines to this new value. This is a required field.
Use the fields in this group box to enter acknowledgment information regarding this purchase order.
Select this checkbox to indicate that this order requires a vendor acknowledgment. Leave this checkbox blank if a vendor acknowledgment will not be required.
Enter the date the vendor acknowledgment was received.
Enter the vendor sales order number. You can enter up to 10 alphanumeric characters.
Enter the cost saving amount.
Select this checkbox to retain the purchase order and prevent data relating to it from being purged, even if it meets purging criteria. If you do not select this checkbox, the purchase order can be purged.
Select this checkbox to have "CONFIRMATION" printed on the purchase order, indicating that this order was previously communicated to the vendor. If you do not select this checkbox, "CONFIRMATION" will not print on the purchase order.
This checkbox is automatically selected by the system once the purchase order has been printed. Anytime the purchase order is printed after this checkbox has been checked, "DUPLICATE" will print on the purchase order, indicating that this order has been previously printed. Leave this checkbox empty to prevent "DUPLICATE" from being printed.
Select this checkbox to have "GSA" printed on the purchase order. If the checkbox is left unchecked, "GSA" will not print.
If you're working with a blanket purchase order, Use the selections in this group box to set restrictions on purchase order items, purchase order line totals, and unit cost. The values set in the PO Settings screen will default here, and can be changed, if necessary.
Select this checkbox to restrict the items on the release to those that are on the blanket order. If you do not select this checkbox, the release items can differ from those on the blanket order.
Select this checkbox to prevent the release line total from exceeding the blanket line totals. If you do not select this checkbox, the release line total can exceed that of the blanket line.
Select this checkbox to prevent the release line gross unit cost from exceeding that of the blanket. If you do not select this checkbox, the release line gross unit cost can exceed the blanket gross unit cost.
Use the fields in this group box to set restrictions on the blanket purchase order amounts.
Select this checkbox to prevent the release amount from exceeding the total blanket amount. If you do not select this checkbox, the release amount can exceed the total blanket amount.
Enter the total blanket amount, including all line items, miscellaneous charges, and sales tax.
This non-editable field displays the total blanket amount less the amount of all releases.
Use the fields in this group box to set the starting and ending dates of the period the purchase order is active.
Enter the beginning date for the time period that this purchase order is in effect. If this is for a blanket order, releases created before this date will be provided with a warning message. The date in this field will default into the Start Date field when you enter a new PO line for a PO that has not yet been saved. If you change the Starting and/or the Order Date in this subtask for an existing PO and enter a new PO line in the main screen, the new Starting date will default as the new PO line's Start Date and can be changed, if necessary.
Enter the ending date for the time period that this purchase order is in effect. If this is for a blanket order, releases created after this date will be provided with a warning message. The date in this field will default into the End Date field when you enter a new PO line for a PO that has not yet been saved. If you change the Ending and/or the Order Date in this subtask for an existing PO and enter a new PO line in the main screen, the new Ending date will default as the new PO line's End Date and can be changed, if necessary.
Enter free-form text that pertains to this entire purchase order. These notes will be printed on the purchase order.