Expedite Purchase Orders

Enter, or use Lookup to select, up to 12 alphanumeric characters to designate the buyer ID for whom you want to view purchase order information.

To select all buyers, you must leave this field blank.

Enter, or use Lookup to select, up to 12 alphanumeric characters to designate a vendor ID for whom you want to view purchase order information.

To select all vendors, you must leave this field blank.

Enter, or use Lookup to select, up to 30 alphanumeric characters to designate the project ID for which you want to view purchase orders.

To select all projects, you must leave this field blank.

Enter, or use Calendar Lookup to select, the cutoff due date for which you want to view open purchase order information. You must enter this date in the MM/DD/YYYY format.

No open purchase orders will be selected in which the due date is later than the date in this field.

To select all available due dates, you must leave this field blank.

Use the drop-down box to make a selection. Your choices are:

• Buyer & Vendor & Due Date

• Vendor & Due Date

• Buyer & Vendor & PO

• Vendor & PO

The Buyer & Vendor & Due Date sort option is the system default.

Select this radio button to view purchase orders in which the project ID matches the data you entered in the Project field in the header of this screen.

The information retrieved will represent an exact match of the project data.

Select this radio button to view purchase orders in which the project ID "begins with" the project information you entered in the Project field in the header of this screen.

Select this checkbox to include standard purchase orders when loading data into the table window.

"P" represents the standard purchase orders type.

A standard purchase order is a document that represents a written agreement between a company and a vendor which allows the vendor to ship products to a company at a specified price.

Select this checkbox to include blanket purchase order releases when loading data into the table window.

"B" represents the purchase order type for blanket purchase order releases.

A blanket purchase order typically represents a purchase order that you issue to a vendor for products, goods, or services that are needed on a regular basis.

The blanket purchase order has a monetary value associated with it and can be used repeatedly until this amount diminishes entirely.

Each subsequent use of a blanket purchase order designates a release.

Select this checkbox to include subcontract purchase orders when loading data into the table window.

"S" represents the purchase order type for subcontract purchase orders.

A subcontract order represents an agreement between a company and a subcontractor for services rendered.

The subcontract purchase order allows project managers, generally, to identify the work completed by the subcontractor for payment. The project manager can identify either a percentage of the work completed or an actual dollar amount.

This non-editable field displays the purchase order ID.

If the purchase order is a blanket purchase order release, this non-editable field displays the release number.

This non-editable field displays the change order number.

A change order represents the number of times a purchase order has been modified using the Create PO Change Orders screen (Materials\Transactions\Purchase Orders).

This non-editable field displays the purchase order line number.

This non-editable field displays the purchase order line type. The system-defined line types include:

• P - This type represents items (parts) that exist in the Basic Part Data table. You established parts in the Parts User Flow screen (Materials\Maintain\Items).

• G - This type represents items (goods) that exist in the ITEM table. You established goods in the Goods User Flow screen (Materials\Maintain\Items).

• S - This type represents (services) that exist in the ITEM table. You established services in the Services User Flow screen (Materials\Maintain\Items).

• M - This type represents (miscellaneous) items.

Note: Subcontract purchase order lines may exist solely as "S" (Service) or "M" (Miscellaneous) line types.

This non-editable field displays the item ID, if the line type is a "P" (Part), "G" (Good) or "S" (Service).

If the line type is "M" (Miscellaneous), this field will be blank.

This non-editable field displays the item revision, if applicable.

The revision number represents engineering or design modifications specific to the part.

This non-editable field displays the miscellaneous line charge type, if the Line Type field displays "M" (Miscellaneous).

If the Line Type field displays "P" (Part), "G" (Good), or "S" (Service), this field will be blank.

This non-editable field displays the line item description or miscellaneous type.

This non-editable field displays the order date for this purchase order line.

This field displays the delivery date associated with the purchase order line item.

Enter, or use Lookup to select, a different delivery date that the item ordered is due from the vendor. You must enter the date in the MM/DD/YYYY format.

If you change this date, the system will update the purchase order line Due Date; this field displays in the table window of the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders).

This field displays the original due date associated with the purchase order line item.

Enter, or use Calendar Lookup to select, a different date. You must enter this date in the MM/DD/YYYY format.

This date represents the date the vendor originally promised to deliver the items on this purchase order line.

Changing the data in this field updates the Original Due Date field in the table window of the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders).

This field displays the line status.

You can change the purchase order line status from "Open" to either "Pending" or "Void" if no receipts exist for this line.

You can change the status to "Closed" if no additional receipts are expected for this line.

When you save any changes, lines that no longer have an "Open" status will not display in the table window.

This field displays the desired date for the purchase order line item.

Enter, or use Calendar Lookup to select, a different date. You must enter this date in the MM/DD/YYYY format.

This date represents the date the item ordered is desired by the requester.

This date must be the same as or earlier than the date in the Due Date field.

This field displays the date the vendor acknowledgment was received.

Enter, or use Calendar Lookup to select, a different date. You must enter this date in the MM/DD/YYYY format.

This date represents the date of the vendor acknowledgement.

If you change this date, the system will update the Date field in the Acknowledgment Info group box in the Other Information tab of the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders).

This non-editable field displays the buyer ID associated with the purchase order.

This non-editable field displays the requisition number from which the item ordered originated for the purchase order line.

This non-editable field displays the procurement type code assigned to the purchase order line.

The procurement type code represents the reason your company selects a specific vendor from which to purchase the product, good, or service. "CB" (Competitive Bid) and "SS" (Sole Source), for example, might represent procurement type codes.

This non-editable field displays the ship ID. The ship ID represents the address where the requisitioned item is to be delivered, as indicated on the purchase order line.

This non-editable field displays the name or department which the item ordered is to be delivered, as indicated on the purchase order line.

This non-editable field displays the manufacturer part, as indicated on the purchase order line.

The non-editable field displays the manufacturer part revision number, as indicated on the purchase order line.

This non-editable field displays the vendor part, as indicated on the purchase order line.

This non-editable field displays the vendor part revision number, as indicated on the purchase order line.

If this is an inventory line item, this non-editable field displays the assigned inventory abbreviation.

This non-editable field displays the inventory project to which the inventory item will be charged.

This non-editable field displays the order reference type code, as indicated on this purchase order line.

This non-editable field displays the order reference number from the manufacturing order or internal sales order number, as indicated on this purchase order line.

This non-editable field displays the match type for the item on the purchase order line.

You established these values in the PO Line Charge Types screen.

The match type indicates whether there will be a 2-way match between the purchase order quantity and the invoice quantity, or a 3-way match among the purchase order quantity, the accepted quantity plus the rejected-pay quantity, and the invoice quantity.

In the PO Line Charge Types screen, a 3-way match displays the match option in which there will be individual (INDIV) matching of invoice quantities against individual receipt accepted quantities, or total (TOTAL) matching of invoice quantities against the cumulative purchase order accepted quantities.

Individual (INDIV) matching can occur only if 3-way matching has been selected. If 2-way matching is selected, the match option will always be total (TOTAL).

This non-editable field displays the order unit of measure.

This non-editable field displays the quantity ordered, as indicated on this purchase order line.

This non-editable field displays the open quantity, as indicated on this purchase order line.

This non-editable field displays the quantity accepted, as indicated on this purchase order line.

This non-editable field displays the quantity rejected with replace/repair disposition on this purchase order line.

This non-editable field displays the quantity rejected with credit disposition on this purchase order line.

This non-editable field displays the quantity rejected with pay disposition on this purchase order line.

This non-editable field displays the total amount on this purchase order line.

This non-editable field displays the actual work completed (cumulatively from inception to date) for subcontract lines.

This non-editable field displays the actual value of the completed work retention amount (cumulative from inception to date) that has been withheld from payment for this subcontract line.

This amount cannot be greater than the Subcontract Completed Work Amt for the purchase order line.

Calculation: Subcontract Completed Work Retention Amt = Completed Work Retention Pct * Subcontract Completed Work Amt.

This field displays the value of the materials (cumulative from inception to date) that have been supplied to a site for use on a subcontract purchase order line item job. This amount is also included during payment voucher calculations.   

This non-editable field displays the value of stored materials retention amount (cumulative from inception to date) that has been withheld from payment for the subcontract line, if applicable.

Calculation: Subcontract Stored Materials Retention Amt = Stored Materials Retention Pct * Subcontract Stored Materials Amt.

This non-editable field displays the percentage of completed work retention (cumulative from inception to date) that has been withheld from payment.

This non-editable field displays the percentage of materials (cumulative from inception to date) that have been supplied to a site for use on a purchase order line item.

This non-editable field displays the purchase order vendor ID.

This non-editable field displays the purchase order vendor name.

This non-editable field displays the purchase order vendor location.

This non-editable field displays the purchase order vendor address code.

This field displays the vendor sales order number, if applicable.

If you change the value in this field, the system will update the data in the Vendor Sales Order field in the Other Information tab from the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders).

This non-editable field displays the first name of the purchase order vendor contact.

This non-editable field displays the last name of the purchase order vendor contact.

This non-editable field displays the phone number of the purchase order vendor contact.

This non-editable field displays the fax number of the purchase order vendor contact.

Enter expediting notes for this purchase order line.

Buyers, for instance, can enter notes associated with their communications with vendors; this information may be viewed and shared in the PO Status Inquiry screen (Materials\Review\Purchase Orders).

The "expediting" concept is relative because buyers may select purchase orders that are past due (or almost due) and contact the vendor for updates. Information specific to this issue can be included in expediting notes and made available to requesters and project managers.

This field displays internal notes from the purchase order line. These notes can be changed, as needed.

These notes are for internal use only and will not print on purchase orders.

This non-editable field displays the quantity received on this purchase order line.