Other Information Tab

Use the Other Information tab to establish information that pertains to the purchase order as a whole. Fill out this tab whenever a purchase order is added to Costpoint and maintain it whenever modifications are needed.

Contents

Field	Description
Vendor Terms	Enter, or click to select, the vendor terms for this purchase order. You can establish a default term for this vendor on the Manage Vendors screen. The terms are used to calculate the invoice due date for new vouchers.
FOB Point	Enter the vendor's Free on Board (FOB) information, up to 15 alphanumeric characters. This field indicates how delivery is made; for example, on board (shipping point), or into a carrier by the shipper, without charge (destination). You can establish a default FOB in the Defaults tab of the Manage Vendors screen.
CIS Code	Enter, or click to select, the Construction Industry Scheme (CIS) withdrawal code associated with the purchase order. This code is related to the withholding account and organization entered on the Manage Construction Industry Scheme Codes screen in Costpoint Administration. You can assign a default CIS code for this vendor on the Manage Vendors screen. If this field is populated and you add a line in the main screen table window, the CIS Withholding check box is selected.
Cost Saving Amt	Enter the cost saving amount.
Last Change Date	Whenever a change order is made to a purchase order through the Create Purchase Order Change Orders function, the system date of the latest change order is displayed in this field.

Contact

Use the fields in this group box to enter the vendor contact information.

Field	Description
Last Name	Enter, or click to select, the last name of the vendor contact, up to 25 alphanumeric characters.
First Name	Enter , or click to select, the first name of the vendor contact, up to 25 alphanumeric characters.
Phone	Enter, or click to select, the vendor's telephone number.
Fax	Enter, or click to select, the vendor's fax number.
Email Address	Enter, or click to select, the email address(es) of the contact to whom supplier portal related alerts will be sent. Use semicolons (;) to separate the email addresses. Note: This option is only available to users who are licensed for Supplier Portal.

Acknowledgment Info

Use the fields in this group box to enter acknowledgment information regarding this purchase order.

Field	Description
Required	Select this check box to indicate that this order requires a vendor acknowledgment. Clear this check box if a vendor acknowledgment is not required.
Date	Enter, or click to select, the date the vendor acknowledgment was received.
Print Label	Select an option from the drop-down list for you to decide whether you want the PO to print Acknowledgment Required or Acceptance Required in the Print PO and Print PO Change Order reports. For Create Blanket PO Releases, if a new blanket release is created from this screen, the value of this new option is copied from the blanket to the release PO header. For existing POs, the default option is Acknowledgment Required. Acknowledgment Required: Select this option for Acknowledgment Required to be printed on the PO. Acceptance Required: Select this option for Acceptance Required to be printed on the PO.
Vendor Sales Order	Enter the vendor sales order number. You can enter up to 10 alphanumeric characters.
Released to Vendor	Select this check box to release the entire PO to the vendor. If you are licensed for Supplier Portal, Supplier Portal Enabled check box on the Manage Vendors screen is selected, and this check box is selected: All PO lines and associated delivery schedule lines (if any) are accessible in the portal. All PO lines that currently have blank values in the Last Action field are loaded with New Action = Pending Supplier Acknowledgment. Delivery schedules associated with the PO line and with a blank New Action field will also be updated with the New Action value. Additional PO lines will have Pending Supplier Acknowledgment as New Action default. Additional delivery schedule row will have Pending Supplier Acknowledgment as New Action default. If the user is licensed for Supplier Portal, Supplier Portal Enabled check box on the Manage Vendors screen is selected, and this check box is not selected: The New Action field is enabled for PO lines with associated delivery schedule rows and if the current value of the PO line Last Action is blank. The New Action field is disabled for the associated delivery schedule rows of the PO line. Note: The PO line New Action field is always enabled if there are no delivery schedule lines associated with the PO line. Manually releasing a PO line to the supplier by changing the New Action from blank to Pending Supplier Acknowledgment, automatically, releases as well all associated delivery schedule rows for the PO line. An additional PO line will have a blank New Action field, and the buyer has the option to release the PO line (together with any associated new delivery schedule lines with a disabled New Action field) to the supplier by selecting New Action = Pending Supplier Acknowledgment. An additional delivery schedule row for a previously released PO line will have New Action = Pending Supplier Acknowledgment. An additional delivery schedule row for an unreleased PO line will have a disabled New Action field.
Released Date	This field is enabled and defaults to the current date upon selection of the Released to Vendor check box. Enter, or click to select, the date when the PO is released to the vendor.
Retain PO	Select this check box to retain the purchase order and prevent data relating to it from being purged, even if it meets purging criteria. If you clear this check box, the purchase order can be purged.
Confirming PO	Select this check box to print "CONFIRMATION" on the purchase order, indicating that this order was previously communicated to the vendor. If you clear this check box, "CONFIRMATION" will not be printed on the purchase order.
PO Printed	Costpoint selects this check box by default once the purchase order has been printed. Any time the purchase order is printed after this check box has been checked, "DUPLICATE" prints on the purchase order, indicating that this order has been previously printed. Clear this check box to prevent "DUPLICATE" from being printed.
GSA	Select this check box to print "GSA" (General Services Administration) on the purchase order. If you clear this check box, "GSA" will not be printed on the purchase order.
Supplier Portal Email Notification	Select this check box to send email alerts to the supplier whenever there are portal information changes made by the buyer. This check box initially defaults its value from the Supplier Portal Email Notification check box associated with the PO header buyer. If the Allow Edit check box is selected on the Configure Purchasing Settings screen, then the Supplier Portal Email Notification check box on the PO header is editable, otherwise Supplier Portal Email Notification is disabled. If the Supplier Portal Email Notification check box is not selected, the supplier will not receive email alerts.

Note: This option is only available to users who are licensed for Supplier Portal.