Item Purchase Orders Fields

This section includes the fields and descriptions for the Item Purchase Orders workspace.

Item Purchase Order Card

Field	Description
Order No.	This is the number of the item purchase order and is unique. Maconomy automatically allocates the next available order number. The number cannot be changed manually, but you determine how item purchase order numbers are allocated in the System Numbers workspace.
Our Ref.	Here you enter the name of the person who created the item purchase order. The name is printed on the item purchase order for future reference for the vendor. Maconomy suggests the name from the Vendor Information Card. If the field there is blank, Maconomy suggests the name of the user. You can change it, but you must enter a name.
Buyer	Here you enter the person normally responsible for purchases from the vendor. Maconomy suggests the name from the Vendor Information Card, but you can change it.

Dispatching Address Card

Field	Description
Vendor	Here you enter the vendor number. Maconomy verifies that the vendor exists in the Accounts Payable module. Maconomy retrieves various information from the Vendor Information Card in the Accounts Payable module. The information is suggested in corresponding fields here, but you can change most of it. You cannot change the vendor number on an existing item purchase order, and you cannot enter the number of a blocked vendor. The other lines in this field show the vendor’s name and address. Maconomy retrieves the information from the Vendor Information Card in the Accounts Payable module, but you can change it.
Address	This is the vendor’s address, retrieved from the Vendor Information Card. It can be changed.
Fax	This is the vendor’s fax number, retrieved from the Vendor Information Card. It can be changed.
Telex	This is the vendor’s telex number, retrieved from the Vendor Information Card. It can be changed.

Price Card

Field	Description
Currency	Here you select the currency of the item purchase order. Maconomy suggests the value from the Vendor Information Card, but you can change it. You maintain currencies in the Popup Fields workspace.
Price List	Here you select the price list from which to suggest prices for the items in the Item Purchase Lines table. Maconomy retrieves the price list from the Vendor Information Card in the Accounts Payable module, but you can select another. The pop-up field only shows existing price lists, that is, those created in the Price Lists workspace. If you leave the field blank, Maconomy suggests the current warehouse’s latest cost of each item in the table.
Keep Price	In this field, you can specify the value which Maconomy should suggest in the corresponding field on each line created in the table. On the lines, the field determines whether a change in quantity should cause the current unit price or discount percentage to be recalculated. When you create an order Maconomy suggests the value from the corresponding field in the customer information card, but you can change it for the current order.
Goods	This is the sum of the prices from the item lines (in the Extended Price field). The value cannot be changed manually.
Invoice Discount %	Here you specify an invoice discount percentage. Maconomy suggests the value from the Vendor Information Card in the Accounts Payable module. You can change it. The invoice discount is deducted from the item sum. This is shown on the printed item purchase order, making it clear to the vendor, how much you expect to be invoiced for. The invoice discount percentage is deducted from the prices of the items, before these are shipped to the warehouse. This ensures costs are correct. If your company does not use purchase price lists, that is, if there are no purchase price lists in the system, Maconomy suggests the latest cost in the current warehouse as unit price on every item line. This price includes any invoice discount received when you last bought the item. This means, that if you enter a figure in this field, Maconomy will calculate the invoice discount twice.
Invoice Discount	Here you can enter an invoice discount amount, if applicable. You cannot enter a value both in this field and in the Invoice Discount % field.
Expenses %	Here you can specify an expense percentage, for example, for a handling charge. You can enter an estimated expense percentage, based on previous charges. Maconomy suggests the value from the Vendor Information Card, but you can change it. Expenses are added to the item sum and apportioned to individual items, when these are placed in the warehouse. This ensures costs are correct. If your company does not use purchase price lists, that is, if there are no purchase price lists in the system, Maconomy suggests the current warehouse’s last cost of the relevant item as unit price on every item line, and this price includes any expense incurred when you last bought the item. This means, that if you enter a figure in this field, Maconomy will calculate both expenses.
Expenses	Here you can specify an expense amount. You cannot enter a value both in this field and in the Expense % field. The costs are apportioned to the individual items when item deliveries are registered. If you receive several deliveries for the same item purchase order, the costs will be apportioned each time.

Status Card

Field	Description
Approved	This field is marked once the item purchase order has been approved. To approve an item purchase order, you must click the Approve Item Purchase Order action. After approving the order, you can print it and enter item receipts.
Date Printed	This is the date the item purchase order was last printed. The date cannot be changed manually.
Quantity	This field shows how many times the item purchase order has been printed. This does not include copies from your computer’s standard print dialogue. The value cannot be changed manually.
Currently Received	This field shows how many items have been delivered to you. The field shows “No,” “Partly,” or “Yes” depending on whether none, some or all of the items in the item purchase order have been received. Item receipt is entered in the Item Receipt workspace. The value in this field is retrieved from the Item Receipt workspace.
Last Received on	This is the date you last received items in the item purchase order. The date cannot be changed manually.
Quantity	This field shows how many deliveries the vendor has made for the item purchase order. The value cannot be changed manually.
Closed	This field shows whether the item purchase order has been closed. When you have received all the items in an item purchase order, you should close the order by selecting the Close Item Purchase Order action. After closing the item purchase order, you cannot any longer add new item lines or enter backorder arrivals. Maconomy does not automatically close an item purchase order when all items have been received. You can only select this field by clicking “Close Item Purchase Order button. Only closed orders can be deleted in the Delete Item Purchase Orders workspace.
Date Closed	This field shows the date the item purchase order was closed. The date cannot be changed.

Payment Card

Field	Description
Pmt. Terms	Here you select the payment terms of the item purchase order. Maconomy suggests the value from the Vendor Information Card, but you can select another. Payment terms are defined in the Popup Fields workspace.

Document Archive Card

Field	Description
Document Archive	In these fields, you can assign a document archive to the item purchase order. By assigning a document archive to an item purchase order, you can keep track of the various documents related to the order. Document archives are created in the Document Archives workspace.
Document Count	This field displays the number of documents in the Document Archive.

Extra Fields Card

Field	Description
Popup 1-5	In these fields, you can enter various information about the item purchase order and the current vendor. Maconomy suggests the values selected in the corresponding fields on the Vendor Information Card, but you can change the values for the current item purchase order in this workspace. The options are created in the Popup Fields workspace.

Vendor's Order Card

Field	Description
Order No.	Here you can enter the number of the vendor’s sales order, which corresponds to your item purchase order. If you contact the vendor before making the order to ask about expected delivery time, and so on, you are occasionally given a sales order number to which to refer to in your item purchase order. The number is printed on the item purchase order.
Your Reference	Here you can enter the name of the vendor contact you spoke to about the order. The name is printed on the item purchase order. Maconomy automatically suggests the name from the Vendor Information Card in the Accounts Payable module, but you can change it.
Our Customer No.	Here you enter your company’s customer number with the vendor. Maconomy automatically suggests the value from the Vendor Information Card in the Accounts Payable module, but you can change it. It is printed on the item purchase order.

Billing Address Card

Field	Description
Payment Vendor	These fields display the name and number of the vendor you are paying for the delivery. Maconomy retrieves the number from the Vendor Information Card, but you can change it. If you do, Maconomy verifies that the number exists in the Accounts Payable module. The two vendor numbers are not the same, if one vendor delivers the items, while another receives payment for them. The other lines show the bill-to vendor’s name and address. Maconomy retrieves the information from the Vendor Information Card in the Accounts Payable module. It cannot be changed here.
Address
Attn.	This is the vendor’s attention person the person to whom payment information is directed. Maconomy retrieves the name from the Vendor Information Card. It cannot be changed here.
Country	This is the country of the vendor who is receiving payment for the purchase. It is retrieved from the Vendor Information card and cannot be changed here.

Settling Company Card

Field	Description
Settling Company	This field shows the name and number of the settling company that applies to the current item purchase order.

Company Card

Field

Description

Company

In these fields, you can specify the name and number of the company responsible for the item purchase order. If you do not enter values manually, Maconomy will attempt to derive the values, using the order of priority set up in the Dimension Derivation workspace in the G/L module. If no value can be derived, the standard values are transferred from the System Information workspace. If the company in these fields is different from the one shown in the Settling Company card, Maconomy will automatically create intercompany balances at the posting of the item journal created as a result of the item receipt. In the intercompany balance, the company in these fields will be the responsible company. However, if the Create intercompany entries for companies with same parent company system parameter is disabled, intercompany entries are only created if the two companies involved are not both assigned to the same parent company.

Delivery Card

Field	Description
Pref. Deliv. Date	Here you can enter the date you wish to receive the delivery, or a date agreed on with the vendor. When you create an item purchase order, Maconomy suggests a blank value. If you specify a date and create a line, Maconomy will suggest this date in the Deliv. Date field on the new line. If you do not specify a value in this field, Maconomy will calculate a delivery date for the line, unless manually specify a delivery date on the line. For a description of the calculation of the delivery dates on individual item purchase order lines, see the Deliv. Date field in the table. The delivery dates on the lines of the item purchase order are not updated if you change the value in this field. However, if you select the Copy Delivery Date action, the delivery date on all lines in the table will be changed to the date in this field. Note that this can result in an update of the expected availability date, as described in theDeliv. Date field in the table.
Warehouse	Here you select the warehouse to which the items are to be shipped. Maconomy suggests the warehouse from the vendor information card, but you can change it. You can only order items for one warehouse in one item purchase order. If you wish to order items for several warehouses from this vendor, you can direct them to the main warehouse and transfer them to your other warehouses after delivery using the Inventory Change workspace. Alternately, you can create one item purchase order per warehouse. If you select a warehouse which is assigned to another company than the one specified in the Company card, Maconomy will create intercompany balances when you post the item journal created as a result of the item receipt. In the intercompany balance, the company to which the warehouse is assigned will be the intercompany company. However, if the Create intercompany entries for companies with same parent company system parameter is disabled, intercompany entries are only created if the two companies involved are not both assigned to the same parent company.
Stock Location No.	In this field, you can specify the location in the selected warehouse at which you expect to receive the items. This location will apply to those lines in the table where the warehouse location field is left blank. If a warehouse location is specified on a given line, it overrules any location specified in this field. Maconomy suggests the standard receiving location specified for the current warehouse in the Warehouse Information Card workspace, but you can specify another location. It is not mandatory to enter location numbers in this workspace. However, the location information is also used in the Item Receipt workspace where the receipt of the items cannot be approved until you have either entered a location in the card or on the individual item lines.
Delivery Mode	Here you select a delivery mode. Maconomy suggests the value from the Vendor Information Card, but you can change it. You maintain delivery modes in the Popup Fields workspace.
Delivery Terms	Here you select the delivery terms of the item purchase order. Maconomy suggests the value from the Vendor Information Card, but you can change it. You maintain delivery terms in the Popup Fields workspace.
Bill of Lading	Here you can enter a text or number (for example, the way bill number) to later identify the delivery. Delivery information is normally given in the Item Receipt workspace. If this text or number is changed in the Item Receipt workspace, it is copied to this workspace next time the workspace is opened, but it can be changed.

Vendor Information Card

Field	Description
Department	Here you can select the department the purchase involves. Maconomy suggests the department from the Vendor Information Card, but you can change it. You maintain your company’s departments in the Posting References in the G/L module.
Vendor Group	This is the vendor group to which the vendor is assigned. It is retrieved from the Vendor Information Card. You cannot change it here.
Language	Here you select the language code of the item purchase order. Maconomy suggests the language code from the Vendor Information Card, but you can change it. You can use the language code to print item purchase orders in different languages. Using Maconomy’s layout editing tools, you can create item purchase order layouts in different languages. Language codes are defined in the Popup Fields workspace. The extra item texts on the item information card are sales-related and have no effect in this workspace. Instead, you can enter the vendor’s item text in the Vendor Item Desc. field.
Tax	You can mark this field if the item purchase order is subject to tax. Maconomy suggests the value from the vendor information card, but it is possible to change it.
Tax No.	Here you can enter the vendor’s tax number. Maconomy suggests the value from the vendor information card, but it is possible to change it. The number is printed out on the item purchase order.

Sales Order Card

Field	Description
Sales Order No.	If the item purchase order is created from a sales order in the Sales Order to Item Purchase Orders workspace, and if all the item purchase order lines are attached to the same sales order, the sales order number is shown here. This will always be the case if you have entered a common item purchase order number in the Sales Order to Item Purchase Orders workspace. The number cannot be changed here.
Drop Shipment	If the item purchase order is attached to a single sales order – that is, there is a number in the Sales Order No. field – you can mark this field to show that the items in the item purchase order should be delivered directly to the customer the sales order is for. If the field is marked, Maconomy uses the delivery address of the sales order instead of the address of your inventory. You can change the value in the field, but you can only mark the field if the item purchase order is linked to a sales order. The “For Packing” quantity will be zero on the related sales order lines as long as this field is marked. Items for drop shipment will thus not be included on a packing list or packing slip. If the mark is removed, the whole undelivered quantity will be set for packing.
Customer	This is the customer in the above sales order, if applicable. The next two lines show the name and address of the customer.

Statistics to Tax Authorities Card

Field	Description
Intrastat Reg.	This field should be marked if the items delivered from the item purchase order are to be included in the monthly report to Intrastat. If the Intrastat Export Report field in the System Information workspace is selected, Maconomy marks this field automatically if the vendor comes from another EU country and does not have a mark in the Tax field in the Payment Control workspace.
Nature	Here you select which transaction to report to Intrastat. They are created in the Popup Fields workspace.
EU Trade Type	Here you select the trade type, which can be either “Normal” or “Triangulation.” Triangulation implies that you are agent for a vendor in another EU country and an end customer in a third EU country. In this type of trade the invoice amount is not included in the EU purchases in your tax specification.

User Card

Field	Description
Version

Remarks Card

Field	Description
Remarks 1-10	Here you can enter remarks about the item purchase order.

Item Purchase Lines Table

Field	Description
Item No.	In this field, you can enter the item number of the item you wish to purchase. Maconomy verifies that the item number exists in the Item Information Card workspace. For items with inventory control, Maconomy will alert you if the vendor on the item purchase order has not been registered as a vendor of the current item in the Suppliers workspace.
Ordered	In this field, you can specify how many item units to order. The quantity must be either zero or divisible by the item’s minimum purchase unit.
Description	This is the item text. Maconomy retrieves the text from the Item Information Card in the Inventory module.
Unit Price	This is the item’s unit price suggested for the item purchase order line. If the item purchase order is assigned to a price list, and the item is included in the price list, Maconomy suggests the price from the price list. When setting the price of an item, the estimated delivery date is used as a reference to the price list issue which is valid at the time of delivery. Maconomy includes any quantity discount justified by the quantity ordered. You can change the suggested price. If the item is not included in the price list, or the item purchase order is not assigned to a price list, Maconomy suggests the latest cost at the current warehouse from the item information card, converted to purchase units from sales units. This cost includes any invoice discount/charges incurred when you last bought the item you could distort the price by entering new discounts or charges in the Invoice Discount % or Expense % fields.
Pricing Unit	This is the quantity of item units included in the unit price. The value is retrieved from the Unit, Purchase field on the Item Information Card and cannot be changed here.
Discount %	This field shows a discount percentage, if the conditions for getting a discount via an item discount agreement have been fulfilled on the current item line. You can change the suggested discount percentage in this field, but you cannot enter a percentage in this field as well as a discount amount in the Discount field, as these two fields follow each other in such a way that the discount percentage is calculated on the basis of the discount amount. If the current line is a text line, no value can be entered in this field.
Discount	This field shows a discount amount, if the conditions for getting a discount via an item discount agreement have been fulfilled on the current item line. You can change the suggested discount percentage in this field, but you cannot enter an amount in this field as well as a discount percentage in the Discount % field, as these two fields follow each other in such a way that the discount percentage is calculated on the basis of the discount amount. If the current line is a text line, no value can be entered in this field.
Extended Price	This is the extended price calculated by multiplying the quantity ordered by the unit price and dividing this sum by the pricing unit. The extended price is included in the Goods field in the Price card of the workspace. The value cannot be changed manually.
Deliv. Date	Here you enter the date on which you would like the supplier to deliver the items. If a preferred delivery date has been specified in the card part, Maconomy suggests this preferred delivery date from the Delivery card, but you can specify another delivery date. If no date is specified in the Delivery card, and you have not manually entered a delivery date, Maconomy calculates a delivery date by checking the supplier’s delivery time for the item to the current warehouse in the Suppliers workspace and adds it to today’s date. If a week calendar has been specified in the vendor information card of the supplier, Maconomy also adds the number of days within the delivery time on which the vendor’s business is closed, thus compensating for, for example, weekends and holidays. Note that the date in this field indicates the requested delivery date not the date you expect the items to arrive. However, you can specify an expected arrival date in the Expected Delivery Date field, a confirmed delivery date in the Confirmed Delivery Date field or an expected availability date in the Expected Availability Date field.
Expected Delivery Date	In this field, you can specify the date on which you expect the supplier to deliver the items on the line. Maconomy suggests the delivery date on the line plus any number of delivery days (either specified for the vendor if the vendor is created as a supplier of the item in the Suppliers workspace, or in the Item Information Card workspace if the vendor is not a supplier of the item). However, if you specify a delivery date which corresponds to today’s date plus the number of delivery days, or more, the expected delivery date is set to the same date as the delivery date. The expected delivery date can be changed to another date manually. However, it cannot be set to a date earlier than the preferred delivery date on the item purchase order.
Confirmed Deliv. Date	In this field, you can enter the date which the supplier has confirmed as the day the items will be delivered. When you do so, the specified date plus any number of preparation days specified for the vendor if the vendor is created as a supplier of the item in the Suppliers workspace is copied to the Expected Availability Date field. If you change the confirmed delivery date later, the new confirmed delivery date will cause the expected availability date to be changed accordingly. However, if you have changed the expected delivery date first, and the new confirmed delivery date plus any number of preparation days is earlier than or equal to the expected delivery date, the expected delivery date is not changed. If you manually specified an expected availability date at the same time as entering a new confirmed delivery date, the manually entered expected delivery date is not overwritten.
Expected Availability Date	In this field, you can enter the date on which you expect the items on the current line to be available for sale. If the item uses inventory profile, this date is used as the date on which the purchase volume represented by the current line will be added to the stock. Maconomy suggests the expected delivery date plus any number of preparation days specified for the vendor if the vendor is created as a supplier of the item in the Suppliers workspace. However, if a confirmed delivery date is specified, the expected availability date is changed to the confirmed delivery date plus any number of preparation days. Changing the confirmed delivery date (or the expected delivery date if no confirmed delivery date has been specified) causes the expected availability date to be updated accordingly, as long as the confirmed/expected delivery date (before the change) plus any number of preparation days corresponds to the expected availability date. This means that if you change the expected availability date manually, it is no longer updated when the expected/confirmed delivery date is changed. However, you can re-establish the synchronization by first deleting the confirmed delivery date and then entering a new one, or by changing the expected/confirmed delivery date to the date corresponding to the expected availability date less any number of preparation days. If you manually specified an expected availability date at the same time as entering a new confirmed or expected delivery date, the manually entered expected availability date is not overwritten.
Stock Location No.	In this field, you can specify the location in the selected warehouse at which you expect to receive the items on the current line. If you leave this field blank, the location number specified in the Delivery card of the workspace will apply to the line. It is not mandatory to enter location numbers in this field. However, the location information is also used in the Item Receipt workspace where the receipt of the items cannot be approved until you have either entered a location in the Delivery card or on the individual item lines.
Remarks	Here you can make a note about the order line.
Internal Desc.	This is the internal description from the Item Information Card. You can change it here.
Discount Desc.	This field shows the discount description from a discount agreement, if an item discount agreement justifying a discount on the current item line on the order has been created. You can change the suggested text in this field. If you have manually entered a discount on the item line, you can enter a description of the discount in this field. The description is included on the printout of the item purchase order. If the current line is a text line, no value can be entered in this field.
Note No.	In this field, you can specify the number of a note to be assigned to the current line for further specification. Notes are created and edited in the Notes workspace.
Note Description	This field shows a description of the note specified in the Note No. field.
Item Note No.	If the item specified on the line is a template item, that is, an item for which a template note has been specified in the Item Information Card, this field is automatically completed. A template item is an item where the generic item information is not specific enough, as certain details may change from order to order. An example of a template item is a business card where the basic information about the card such as the paper type and background color is static, but each time a batch of cards is ordered, the title, name and address to be printed on the card are different. It is therefore important that a number of additional fields are made available so that a user ordering a business card is allowed to enter this information. Once the order line has been created and this field has automatically been completed, you can enter the additional information required for the template item by opening the Notes workspace in the Set-Up module, selecting the template note in this field, and specifying the relevant data in the table. The procedure for the automatic completion of the field depends on whether the purchase order line is created on the basis of a sales order line or not. If the line is not based on a sales order line, Maconomy creates a copy of the template note from the item information card, assigns the copy to the current purchase order line by means of this field. If the line is based on a sales order line, Maconomy creates a copy of the template note from the order line, and assigns the copy to the current purchase order line. The information entered in the note is also printed on external order documents.
Item Note Description	This field shows a description of the note specified in the Item Note No. field.
Extra Text 1-10	In these fields, you can enter supplementary text for a further description of the current item. In the first three fields, Maconomy suggests the value from the corresponding fields in the item information card. You can change the suggested texts and enter additional information in the remaining seven fields.
Popup 1-5	In these fields, you can enter various information about the current item. Maconomy suggests the values selected in the corresponding fields on the current item’s information card, but you can change the values for the current item purchase order line in these fields. The options are created in the Popup Fields workspace.
Date 1-5	In these fields, you can enter various dates related to the current item purchase order line.
Orig. Quantity	In this field, you can enter the number of units of the current item that were ordered originally. When item purchase order lines are created, the value entered in the Ordered field is automatically copied to this field. The value can, however, be changed if this is required.
Currently Received	This field shows how many items in the item line have already been received. The value cannot be changed here. The field is updated when you enter item receipt in the Item Receipt workspace.
Vendor Item No.	This is the vendor’s item number. For items with inventory control, the value is automatically retrieved from the current combination of warehouse and vendor in the Suppliers workspace, but the number can be changed in this field. If you specify a value here, it is printed on the item purchase order instead of your own item number. This makes it easier for the vendor to identify the item.
Vendor Item Desc.	This is the vendor’s item text. For items with inventory control, text is retrieved from the current combination of warehouse and vendor in the Suppliers workspace, but the text can be changed in this field. If you specify a text here, it is printed on the item purchase order instead of your own item text.
Price at Step 1	This is the price of one unit of the item, if the order is assigned to a price list and the item is included in the price list. The value cannot be changed manually.
Keep Price	This field shows whether the unit price and discount percentage on the current line should be recalculated when changing the quantity. If this field is marked, a change in quantity will not cause the current unit price or discount percentage to be recalculated, even if the new quantity results in, for example, a different price step.
Quantity Disc.	This is the quantity discount, if the price list quotes a quantity discount and if the quantity ordered justifies the discount.
Sales Order No.	If the item purchase order line is created from a sales order line, in either the Sales Order to Item Purchase Orders or the Item Purchase Selection workspace, this field shows the number of the sales order. It cannot be changed manually.
Duty Code	This field shows a code for the duty to be calculated if the vendor is from a foreign country. The duty code is transferred from the item information card in connection with the creation of an item purchase order. The duty code in this field cannot be changed.