Use this subtask to assign a requisition line to one or more purchase order lines. You can enter PO IDs manually or assign a "Y" (Yes) in the Auto-Assign PO field so that PO IDs will be automatically provided by the system. You can also 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 can be changed 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 you will have to manually enter costs to ensure accuracy. 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 noted otherwise.
You must enter the information in this subtask before you can generate a purchase order line using the Create Purchase Orders application.
These non-editable fields display the requisition ID, revision, line number, line revision number, and line status for the requisition.
These non-editable fields display the item ID, revision, miscellaneous type, and description from the requisition line.
This non-editable field displays the requested date from the requisition line.
Use this drop-down box to select whether the PO ID is assigned to the requisition line when the record is saved 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 in Costpoint Purchasing, and disabled when you select 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 next available system-generated or buyer-generated PO ID will default into the Purchase Order field. 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, the system will not insert a PO number into 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).
This non-editable field displays the requisition unit of measure from the requisition line.
This field displays the unassigned quantity, which the system calculates by subtracting the order quantity of each assigned PO line from the requisitioned quantity.
When you select the New Line button on the toolbar, the table window populates with the default information assigned to the line.
Enter "Y" (Yes) to indicate that this assigned line is eligible to be turned into a purchase order line. An "N" (No) will indicate that this assigned line will not be generated into a purchase order line. This is a required field.
Enter, or use Lookup to select, the vendor ID for this assigned purchase order line. When you add a new line, this field may default to the vendor ID established in the Header/Defaults subtask of the Enter Requisitions screen, or to the preferred vendor from the requisition line, but it can be changed. This is a required field. You can add vendors in the Vendor Info menu in Costpoint Purchasing, Procurement Planning, or Accounts Payable.
This field displays the name of the selected vendor.
Enter, or use Lookup to select, the order address for this vendor. When you add a new line, the default order address of the selected vendor will load from the Header/Defaults subtask of the Enter Requisitions screen, or from the default address for the preferred vendor from the requisition line. This field can be changed.
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. An "N" (No) indicates that this assigned line will not be generated into a purchase order line when you run the Create Purchase Orders process. This field is required, and defaults based on the setting in the Assign PO ID Option drop-down box.
If you entered "N" (No) in the Auto-Assign PO column, you must enter a purchase order ID number before you can generate a purchase order line.
If Auto-Assign PO is "Y" (Yes) and you have selected the "Assign Now" option in the Assign PO ID Option drop-down box, the system will assign the 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 in accordance with the numbering scheme for the buyer entered on the requisition line. Each buyer can have an individual 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 Buyers screen; both screens are located in Costpoint Purchasing. After generation, the purchase order for this requisition line will display 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 that you want to associate with the 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, in the requisition line unit of measure, for this line item.
Enter, or use Lookup to select, the ship ID to which the requisitioned item is to be delivered.
A "Y" (Yes) in this non-editable field indicates that the purchase order/purchase order line was created with the Create Purchase Orders screen. An "N" (No) indicates that the line has not been created. 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 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 cost 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 times the negotiated net unit cost and is display only when the requisitioned line item is a part or good. If the requisitioned line item is a service or miscellaneous type, you can enter the negotiated extended cost.
A "Y" (Yes) will display if tax is to be calculated for this requisition line item, and an "N" (No) indicates that no tax will be calculated. The taxable status for this requisitioned line item is non-editable.
The sales tax/value added tax amount for this assigned line amount will display if the Tax field is "Y." This is a non-editable field.
This field displays the PO line total amount for this assigned line amount, and includes the extended line amount, sales tax/value added tax, and requisition line charge amounts.
This field displays the requisitioner's requested date (by default); you can enter the date by which the ordered item is due to be delivered.
Enter the date that the ordered item should be delivered. This comes from the requisition line requested date.
Enter the shipping method to be used by the vendor. This comes from the Header/Defaults subtask of the Enter Requisitions screen or the Vendor table, but it can be changed.
Enter, or use Lookup to select, the manufacturer ID of the purchased item or use Lookup to select one.
Enter, or use Lookup to select, the manufacturer part for this requisitioned part. This defaults from either the awarded quote line or the requisition line but can be changed.
Enter the revision of the manufacturer part for this requisitioned part. This field defaults from either 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 defaults comes from either the awarded quote line or the requisition line, but can be changed.
Enter the revision of the vendor part for this requisitioned part. This field defaults from either the awarded quote line or the requisition line, but can be changed.
This field displays the transaction currency code 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.
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.