Use these screens to change the status of existing purchase orders from "Pending" to "Open."
If you selected the Pending radio button in the PO Status block of the Purchasing Settings screen (Administration\Configure\Materials), purchase orders that you create in applications such as the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders) will systematically be assigned a "Pending" status.
In order to perform specific functions and make certain updates, an "Open" purchase order status is required. The Open Pending POs screens, therefore, allow you to query pending purchase orders, review them, and change their status to "Open," making them eligible, for instance, to have receipts and/or invoices entered against them. Typically, buyers use these screens to change the purchase order status from "Pending" to "Open" in order to make similar updates and modifications.
Although purchase orders initially display the "Pending" status based on control parameters you defined in the Purchasing Settings screen (Administration\Configure\Materials), it is the business practice of most companies to select the "Open" radio button in this settings configuration screen. Therefore, the purchase orders you create will (initially) display an "Open" status. In this circumstance, accessing the Open Pending POs application is unnecessary.
Although you can change the purchase order status from "Pending" to "Open" in these screens, you must make all other purchase order status changes in the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders).
The Open Pending POs screens display several group boxes, numerous fields, and three subtasks. You can use these fields as follows:
Use the Exchange Rates subtask to view exchange rate information.
Use the Purchase Order Line Detail Inquiry subtask to view the purchase order line detail.
Use the Subcontract PO Line Detail subtask, as applicable, to view subcontract purchase order line information.
You must select the Query icon to enter your selection criteria and retrieve "Pending" purchase order records.
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If the purchase order's vendor has an Approval Code of "Not Approved" or "Pending," or if it is flagged as a payroll vendor, you cannot open the purchase order. |
You can use these screens to change the purchase order status from "Pending" to "Open."
You should use these screens after you have entered "Pending" purchase orders in the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders).
Use the fields in this group box to view the purchase order number and applicable release information.
This non-editable field displays the purchase order number.
This non-editable field displays the release number, if applicable.
This non-editable field displays the last change order number, if applicable.
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).
Select this checkbox to change the status of this purchase order from "Pending" to "Open."
When you save this change, the system will automatically perform the following functions:
Change the data in the Status field in the header record of the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders) to "Open."
Change the data in the Status field for each line in the table window of the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders) to "Open."
If you do not select this checkbox, this purchase order will retain a "Pending" status.
This non-editable field displays the purchase order type.
Purchase order types include:
Blanket Order - 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.
Purchase Order - 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.
Release Order - 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.
Subcontract PO - 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 procurement type code.
The procurement type code represents the reason your company has selected 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.
You established procurement codes in the Procurement Types screen (Materials\Configure\Purchasing).
This non-editable field displays the order date.
This date represents the date the purchase order was entered using the Enter Purchase Orders screen (Materials\Transactions\Purchase Orders).
This non-editable field displays the vendor ID and vendor name.
You established vendors in the Vendor User Flow screen (Materials\Maintain\Vendors).
This non-editable field displays the buyer ID.
You established buyers in the Buyers screen (Materials\Configure\Purchasing).
This non-editable field displays the transaction currency.
Costpoint displays the ISO (International Standards Code) abbreviation of the transaction currency used for this purchase order.
The displayed currency defaults from one of two sources:
The transaction currency may default from the Default Currencies block in the Currencies screen of the Vendor User Flow application (Materials\Maintain\Vendors).
If you did not select a default transaction currency, this data defaults from the Multicurrency Settings screen.
Use the fields in this group box to view details specific to buyers and their authorized purchase order spending limits.
This non-editable field displays the buyer's purchase order maximum authorization, as established in the Buyers screen (Materials\Configure\Purchasing).
This non-editable field displays the buyer's purchase order line maximum authorization, as established in the Buyers screen (Materials\Configure\Purchasing).
This non-editable field displays the purchase order total.
This value is retrieved from the PO Total field in the PO Totals subtask of the Enter Purchase 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 status.
The system-defined statuses include:
Closed - This status indicates that you have closed this line and no further processing will occur.
Open - This status is the system default and is associated with standard purchase orders.
Pending - This status indicates that there are lines pending approval that cannot be received or invoiced against until their line status has been changed to "Open."
Void - This status indicates that there are lines that have been voided and no processing will occur. This status also indicates that there have not been any receipts entered for these lines. This will allow the system to show that a quantity was ordered but was later cancelled.
System Closed - This status indicates that the system closed this purchase order because it has been fully received (or vouchered, contingent upon 2-way or 3-way matching selections).
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.
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 item description.
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.
If this is an inventory line item, this non-editable field displays the assigned purchase order inventory abbreviation.
This non-editable field displays the ordered amount from the purchase order line. This value displays in the transaction currency.
The invoice for these materials will display in this transaction currency.
This non-editable field displays the ordered amount from the purchase order line. This value displays in your company's functional currency.
Functional currency represents your company's primary or base currency.
This non-editable field displays "Y" or "N," indicating the requirement of the (QC) Quality Control inspection upon receipt of items ordered.
If this field displays "Y," items from purchase order lines must be inspected in the Enter QC Inspections screen (Materials\Transactions\Receipts).
This non-editable field displays the "Y" or "N," indicating the requirement for a source inspection.
A source inspection normally requires the vendor to obtain approval from a government inspector before shipping any material.
This non-editable field displays the "Y" or "N," indicating the requirement for a Certificate of Conformance inspection.
This certificate is a legal document issued by the vendor, which certifies that the material conforms to certain specifications and requirements.
This non-editable field displays "Y" or "N," indicating the overshipment requirement.
This selection designates whether overshipments will be allowed for this line item.
This non-editable field displays the procurement type code for 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 a procurement type codes.
You defined these codes in the Procurement Types screen (Materials\Configure\Purchasing).
This non-editable field displays the requisition ID.
This field will be blank if the purchase order was not created from a requisition.
This non-editable field displays the desired date.
This date represents the date the item ordered is desired by the requester.
This non-editable field displays the original due date.
This date represents the date the vendor originally promised to deliver the items on this purchase order line.
This non-editable field displays the due date.
This date represents the delivery date that the item ordered is due from the vendor; it is the date by which the vendor is committed to supplying the items ordered.
The due date will be used as a basis for calculating the vendor performance.
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Since the Multicurrency Settings screen is not available in this web version, you must make settings changes in the client/server version. After you complete your settings modifications, you must return to the web version and access the Reload Global Settings screen (Administration\Utilities\System Administration\Reload Global Settings). This utility establishes continuity between the web and client/server environments. Select the appropriate checkbox and the Action icon to execute synchronization. |
Select this link to open the Exchange Rates subtask to view exchange rate information.
Select this link to open the Purchase Order Line Detail Inquiry subtask to view purchase order line detail.
Select this link to open the Subcontract PO Line Detail subtask to view subcontract purchase order line information.
Changes to this screen update the PO_HDR (Purchase Order Header), PO_LN (Purchase Order Line), and PO_LN_ACCT (Purchase Order Line Account) tables.
