Use this subtask to assign a requisition line to one or more purchase order lines. You can enter PO IDs manually, or you can enter a "Y" (Yes) in the Auto-Assign PO field so that PO IDs will be automatically provided by the system. You can use the Exchange Rates subtask to specify the currency exchange rate for the PO lines that will be generated.
If the assigned PO is a new standard or blanket PO, the transaction currency and related exchange rate information will default from the requisition, but you can change it in the Exchange Rates subtask. If the assigned PO is a new blanket release from an existing blanket PO, the transaction currency and related exchange rate information will default from the associated blanket PO header, and cannot be changed. The system will display a warning indicating that this information will not default from the requisition.
If the assigned PO already exists (either as standard or blanket), the transaction currency and related exchange rate information will load from the existing PO header, and cannot be changed. The system will display a warning indicating that this information will not default from the requisition, and that costs will have to be manually entered in order to ensure accuracy based on the transaction currency and exchange rate. If you select OK in the warning, the default values for the Negotiated Gross Unit Cost, Negotiated Net Unit Cost, and Negotiated Ext Cost will be cleared. All amounts on the row will be in terms of this transaction currency, unless specifically denoted otherwise.
These fields display the requisition ID, the line, line status, and requested date according to the line on which your cursor is focused in this subtask.
These non-editable fields display the item ID, revision, and description from the requisition line.
This non-editable field displays the miscellaneous type, if entered in the requisition line.
This field displays the requisition unit of measure from the requisition line.
This field displays the unassigned quantity, which is calculated by subtracting the order quantity of each assigned PO line from the requisitioned quantity.
Enter the release number as the default for new rows, and for rows created when you select the Auto-Load pushbutton. This is not a required field.
Use this drop-down box to select whether the PO ID is assigned to requisition lines in this screen or during the PO generation process. This drop-down box is enabled only if you selected the System or Buyer radio button in the PO Numbering Method group box in the PO Settings screen, and it is disabled if you selected the Manual radio button. The following system-defined options are available.
Assign Now - Select this option to have the system assign the PO number to the line in this screen. This is the default setting. Each new line's Auto-Assign PO field will default to "Y" (Yes), and the PO ID will default into the Purchase Order field based on the next available system-generated or buyer-generated PO ID. Tab past the Auto-Assign PO field to make sure the Purchase Order field is populated correctly.
Assign in PO Creation - Select this option to assign the PO number when the PO is created in the Create Purchase Orders screen. Each line's Auto-Assign PO field will default to "Y" (Yes); however, PO numbers will not be assigned for the line in the Purchase Order field.
Manual - Select this option to manually assign the PO number for the line in the Purchase Order field. Each line's Auto-Assign PO field will default to "N" (No).
Enter, or use Lookup to select, the default vendor ID that will load for all assigned purchase order lines when you select the Auto-Load pushbutton. The vendor may default into this field if you entered a preferred vendor in the Header/Defaults subtask, but can be changed. You can also leave this field blank, and when you select the New Line button on the toolbar, the preferred vendor from the requisition line will default for each requisition line. If you did not enter a preferred vendor for each requisition line, you can enter a vendor specifically for each requisition line. This field is not required.
The vendor must not be flagged as a payroll vendor, and its Approval Code must not be "Not Approved." If the vendor has an Approval Code of "Pending," you will receive a warning.
Enter, or use Lookup to select, the default address that will load for all assigned purchase order lines when you select the Auto-Load pushbutton. The address may default into this field if you entered a vendor address in the Header/Defaults subtask, but can be changed. This field can also be left blank, and, when you select the New Line button on the toolbar, the default address for the preferred vendor will default in from each requisition line. If you did not enter a preferred vendor for each requisition line, you can enter an address specifically for each requisition line. This field is not required.
Enter, or use Lookup to select, the default purchase order number that will load for all assigned purchase order lines when the Auto-Load pushbutton is chosen. The purchase order number may default into this field if a purchase order number was entered in the Header/Defaults subtask but you can change this address. This field is not required.
Select the New Line button on the toolbar to enter a new line in the table window, and enter the requisition line number in the Req Line field. If you select the Auto-Load pushbutton, a vendor ID must exist in the Vendor field in order for the table window to populate appropriately. You must have established the buyer ID in the main screen before you can assign any PO line information in this subtask.
Enter the requisition line number to be referenced against the purchase order data you are creating. The requisition lines will automatically load when you select the Auto-Load pushbutton. When adding a new line, enter the Req Line number and tab to the next field to populate the table window.
Enter "Y" (Yes) to indicate that this assigned line is eligible to be turned into a purchase order line. An "N" (No) indicates that this assigned line will not be generated into a purchase order line when the Create Purchase Orders screen is run. This field is required.
Enter, or use Lookup to select, the vendor ID for this assigned purchase order line. You can change the Vendor field if it displays a default. This field is required.
This field displays the name for the vendor selected.
Enter, or use Lookup to select, the order address for this vendor. The default order address of the selected vendor will default but can be changed. This field is required.
Enter "Y" (Yes) to auto-assign the purchase order ID for this assigned line. The system will assign the next purchase order number from Costpoint Purchasing. "N" (No) indicates that you must assign a PO ID manually before you can generate this purchase order line. This is a required field, and defaults according to the setting in the Assign PO Option drop-down box.
If you entered "N" (No) in the Auto-Assign PO column, you must enter a purchase order ID number before generating a purchase order line.
If you entered "Y" (Yes) in the Auto-Assign PO column and selected the "Assign Now" option in the Assign PO Option drop-down box, the system assigns purchase order IDs in accordance with the PO Numbering Method established in the PO Settings screen in Costpoint Purchasing.
System - The system automatically assigns the next available purchase order number when you save the purchase order.
Buyer - The system automatically assigns the purchase order number depending on the buyer entered for the requisition line. Buyers can have their own purchase order numbering scheme established in the Buyers table.
The system will increment by one the Last System PO Number in the PO Settings screen or the Last PO Number in the Buyers screen; both screens are located in Costpoint Purchasing. After generation, the purchase order for this requisition line displays in this field.
Enter a release number if this requisition line is for a blanket order that will have issues released against it, or leave it blank (zero) to have the system create a new release. This field is not required for non-blanket order lines.
Enter, or use Lookup to select, a blanket PO line number to associate with this requisition line.
Enter, or use Lookup to select, a PO line number to associate with this requisition line.
Enter, or use Lookup to select, the purchase order unit of measure, if different from the requisition unit of measure, in which the vendor will deliver the items.
Enter the purchase order quantity, in the purchase order unit of measure, to be delivered by this vendor for this requisitioned line item.
This field displays the quantity to be requisitioned for this line item in the requisition line unit of measure.
Enter, or use Lookup to select, the ship ID where the requisitioned item will be delivered.
A "Y" (Yes) or "N" (No) displays in this non-editable field to indicate whether or not the purchase order/purchase order line has been created using the Create Purchase Orders screen. If this field is "Y" (Yes), all fields in the Exchange Rates subtask will be disabled.
Enter, or use Lookup to select, the quote ID that was used as a source for this requisitioned line item.
Enter, or use Lookup to select, the quote line number that was used as a source for this requisitioned line item.
Enter the negotiated gross unit cost for this requisitioned line item. This cost comes from the awarded quote line selected but can be changed.
Enter the negotiated discount for this requisitioned line item. This value comes from the awarded quote line selected but can be changed.
Enter the negotiated net unit cost for this requisitioned line item. This cost comes from the awarded quote line selected but can be changed.
This field displays the negotiated extended cost calculated as the sum of the PO Quantity (Req U/M) times the Negotiated Net Unit Cost, and is non-editable when the requisitioned line item is a part or good. You can enter the negotiated extended cost if the requisitioned line item is a service or miscellaneous type.
This field displays the taxable status for this requisitioned line item. A "Y" (Yes) or an "N" (No) indicates whether or not tax is to be calculated for this requisition line item.
This field displays the sales tax/VAT amount for this assigned line amount if the Tax field is "Y."
This field displays the PO line total amount for this assigned line amount. It includes the extended line amount, sales tax/value added tax, and requisition line charge amounts.
This field displays the transaction currency code that is specified for the requisition in the Exchange Rates subtask.
This field displays the negotiated gross unit cost in functional currency. The system calculates this field by multiplying the Negotiated Gross Unit Cost by the Trans to Func rate in the Exchange Rates subtask.
This field displays the negotiated net unit cost in functional currency. The system calculates this field by multiplying the Negotiated Net Unit Cost by the Trans to Func rate in the Exchange Rates subtask.
This field displays the negotiated extended cost in functional currency. The system calculates this field by multiplying the Negotiated Ext Cost by the Trans to Func rate in the Exchange Rates subtask.
This field displays the sales tax/VAT amount in functional currency. The system calculates this field by multiplying the Sales Tax/VAT Amt by the Trans to Func rate in the Exchange Rates subtask.
This field displays the PO line total amount in functional currency. The system calculates this field by multiplying the PO Line Total Amt by the Trans to Func rate in the Exchange Rates subtask.
Enter the date by which the ordered item is due to be delivered. The requisitioner's requested date defaults to this field.
Enter the date that the ordered item is desired for delivery. This defaults from the requisition line requested date.
Enter the shipping method to be used by the vendor. This defaults from the Header/Defaults subtask, the requisition line itself, or the Vendor table, and can be changed.
Enter, or use Lookup to select, the manufacturer ID of the purchased. Lookup displays the manufacturers entered in the Product Definition Controls menu of Costpoint Product Definition.
Enter, or use Lookup to select, the manufacturer part for this requisitioned part. This defaults from the awarded quote line or the requisition line but can be changed.
Enter, or use Lookup to select, the revision of the manufacturer part for this requisitioned part. This field defaults from the awarded quote line or the requisition line but can be changed.
Enter, or use Lookup to select, the vendor part for this requisitioned part. This field defaults from the awarded quote line or the requisition line but can be changed.
Enter, or use Lookup to select, the revision of the vendor part for this requisitioned part. This field defaults from the awarded quote line or the requisition line but can be changed.
Select this pushbutton to view and maintain the transaction currency, rate groups, and exchange rates for the PO transaction on the selected line. This pushbutton will be disabled if you do not have access to Costpoint Multicurrency.
Select the Auto-Load pushbutton to load all default purchase order information from a requisition line if you have entered the Vendor in this subtask.