Maconomy Workspace Client Help

Purchase Order Tab

This section includes the fields and descriptions for the Purchase Order tab.

Purchase Order Island

Field Description
Purch. Order No. In this field you can enter a purchase order number, if the box “Manual Purchase Order Numbers” in the window System Parameters is checked. If you do not use manual numbering, or if you do not enter a number, Maconomy will automatically insert a number from the Purchase Order Numbers number series. Maconomy automatically allocates the next available purchase order number. The number cannot be changed here once the purchase order has been created.
Requisition No. This field shows the number of the requisition to which the current order is assigned, if any. If the order was created from a requisition in the window Requisitions, the field shows the number of the requisition in question. If the order was created from a request for quote, the field shows the number of the requisition on which the request for quote was based.
Request for Quote No. This field shows the number of the request for quote on which the current purchase order is based.
Purchase Process Header This field shows the number and name of the purchase process of which the current purchase order is part.
Our Ref. In this field, you enter the name of the person who created the purchase order. The name is printed on the purchase order. Then the vendor knows who to contact, if necessary. When you create a purchase order manually, Maconomy suggests the name from the vendor information card. If the field there is blank, Maconomy inserts the name of the current user. When creating a purchase order, you can change the name suggested by Maconomy, but you cannot leave the field blank.
Buyer In this field, you can enter the name of the person who normally enters purchases from this vendor. When you create a purchase order manually, Maconomy suggests the name from the vendor information card, but you can select another.
Requisitioner In this field, you can enter the number of the employee who requisitioned the items on the current purchase order. This field also shows the name of the specified requisitioner employee.
Purchaser In this field, you can enter the number of the employee who is responsible for purchasing the items on the current purchase order. This field also shows the name of the specified purchaser employee.
Time Unit By default, this field copies the value from the specified vendor's information. However, you can change the value up until a line is created in the purchase order.

You can specify hours or days.

Status In this pop-up field you select a status code for the purchase order. If the purchase order is manually closed due to lack of delivery or imperfect delivery from the vendor, you can enter the status in this field provided that these have been created as pop-up fields. In the field “Line Remarks,” you can enter the reason for closure of the purchase order. By using the find menu, you are able to find all the purchase orders with the same type of status code.
Purchase Transaction Type Use this field to select the type of the purchase transaction.

Billing Address Island

Field Description
Vendor This is the number of the pay to vendor. The number is retrieved automatically from the vendor information card, but you can change it here. Furthermore, Maconomy checks that the vendor is not blocked. The two vendor numbers are not necessarily the same, since a delivery can come from one vendor and be paid to another.

The other lines in this field show the vendor’s name and address. When you create a purchase order manually, Maconomy suggests the information from the vendor information card, and it cannot be changed here.

Attn. This field shows the vendor’s attention person. When you create a purchase order manually, Maconomy suggests the name from the vendor information card, and it cannot be changed here.
Country This is the vendor’s country. It is retrieved from the vendor information card and cannot be changed here.

Delivery Island

Field Description
Pref. Deliv. Date In this field, you enter your preferred delivery date, or the date you agreed with the vendor.
Warehouse Here you select the warehouse to which the items specified in the table part 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 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 window Inventory Change. Alternately, you can create one purchase order per warehouse.

If you select a warehouse which is assigned to another company than the one specified in the island “Company,” 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.

See the section “Multiple Companies” in the chapter “Introduction to the G/L Module” and the window Intercompany Accounts in the G/L module for a further description of the concept of responsible companies and intercompany balances.

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 part where an item has been specified and 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 window Warehouse Information Card, but you can specify another location.

It is not mandatory to enter location numbers in this window. However, the location information is also used in the window Purchase Receipt where the receipt of the items cannot be approved until you have either entered a location in the card part or on the individual item lines.

Delivery Mode In this field, you select how the items in the purchase order are to be delivered. When you create a purchase order manually, Maconomy suggests the value from the vendor information card. Delivery modes are maintained in the window Popup Fields in the Set-Up module.
Delivery Terms In this field, you select the delivery terms. When you create a purchase order manually, Maconomy suggests the value from the vendor information card. Delivery terms are maintained in the window Popup Fields in the Set-Up module.
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 window Purchase Receipt. If this text or number is changed in the window Purchase Receipt, it is copied to this window next time the window is opened, but it can be changed.

Price, Currency Island

Field Description
Currency In this field, you select the currency of the purchase order. When you create a purchase order manually, Maconomy suggests the value from the vendor information card, but you can select another. Currencies are maintained in the window Popup Fields in the Set-Up module.
Item Price List Here you select the price list from which to suggest prices for the items in the table part of the purchase order. Maconomy retrieves the price list from the Vendor Information Card in the Accounts Payable module, but you can select another. Price lists for items are created in the Price Lists window in the Inventory module.

If you leave the field blank, Maconomy suggests the current warehouse’s latest cost of each item in the table part.

Line Sum This is the sum of the prices in the purchase order lines (from the field “Price”), expressed in the currency of the purchase order. The value cannot be changed here.
Invoice Discount % Here you can enter an invoice discount percentage. When you create a purchase order manually, Maconomy suggests the value from the vendor information card, but you can change it.

The invoice discount is deducted from the line sum, and this is shown on the purchase order printout. The vendor can then see how much you expect to be invoiced for.

Note that an invoice discount % is added to any discount entered on individual purchase order table lines.

Invoice Discount In this field, you can enter an invoice discount amount, if the discount is specified as a fixed amount and not as a percentage. The amount will be allocated on the purchase order table lines when the purchase order is printed or allocated on an invoice. You cannot enter both a percentage in the field “Invoice Discount %” and an amount in this field. Note that an invoice discount is added to any discount entered on individual purchase order table lines.
Expense % 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 purchase order sum and apportioned to the individual lines, thus affecting the cost prices at item receipt and job accrual as well as in commitment accounts.

If your company does not use purchase price lists, that is, if there are no purchase price lists in the system, the following applies to lines pertaining to items: Maconomy suggests the current warehouse’s latest cost of the relevant items as unit price on each 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.

Delivery Costs Here you can specify an amount representing expenses for items purchased on the current order, for example, for a handling charge. You can enter an estimated amount, based on previous charges.

Expenses are added to the item sum and apportioned to individual items specified in the table part, when these are placed in the warehouse. This ensures costs are correct.

If your company does not use purchase price lists for items, that is, if there are no purchase price lists for items in the system, the following applies to lines pertaining to items: Maconomy suggests the current warehouse’s latest cost of the relevant item as unit price on each line pertaining to an item, 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.

Invoice Tax This field displays the total invoice tax amount for the lines of the current purchase order.

If multiple tax codes are enabled, the “Invoice Tax” field will be replaced by the following fields: “Invoice Tax Sum,” “Invoice Tax, Level 1,” “Invoice Tax, Level 2” and, if enabled, “Invoice Tax, Level 3.” The “Invoice Tax Sum” field calculates the sum of the other individual tax fields. For further information on multiple tax codes, please see the description in “Tax Codes.”

Invoice Amount This field displays the total invoice amount including tax and discounts.

Vendor Information Island

Field Description
Department In this field, you can enter the department which the purchase involves. When you create a purchase order manually, Maconomy suggests the value from the vendor information card, but you can select another.

You maintain departments in the window Posting References in the G/L module.

Vendor Group This is the vendor group to which the vendor belongs. The value cannot be changed here, but you can change it in the vendor information card.
Enterprise In this field, you can specify an enterprise. When you create a purchase order manually, Maconomy suggests the value for this field from the vendor information card, but you can select another. This field is used when deriving a G/L tax code from G/L tax tables.
You maintain enterprises in the Popup Fields window in the Set-Up module.
Segment In this field, you can specify a segment. When you create a purchase order manually, Maconomy suggests the value for this field from the vendor information card, but you can select another. This field is used when deriving a G/L tax code from G/L tax tables.
You maintain segments in the Popup Fields window in the Set-Up module.
Area In this field, you can specify an area. When you create a purchase order manually, Maconomy suggests the value for this field from the vendor information card, but you can select another. This field is used when deriving a G/L tax code from G/L tax tables.
You maintain areas in the Popup Fields window in the Set-Up module.
Tax No. In this field, you select the tax number for the purchase order. When you create a purchase order manually, Maconomy automatically suggests the value from the vendor information card in the window Payment Control, but you can change it here.
Language In this field, you select the language of the purchase order. When you create a purchase order manually, Maconomy suggests the value from the vendor information card, but you can select another.

The language code makes it possible to have Maconomy automatically print the purchase order in a layout matching the language of the vendor. You maintain languages in the window Popup Fields in the Set-Up module.

Company Tax Code In this field, you must specify a company tax code created in the window Popup Fields. The field is used by Maconomy for determining the tax code to be used in the calculation of tax for the current purchase order, as the company tax code is part of the criteria for the selection of a tax code in the window Tax Tables in the G/L module. When selecting a tax code, Maconomy uses the tax table specified for the company responsible for the purchase order. However, the tax code is only selected from a tax table if you have chosen to use tax tables in the window System Information and if the company responsible for the current purchase order is assigned to a tax table. If no tax table is specified for the responsible company, if you use differentiated tax, and you do not use tax tables, Maconomy uses the tax code specified in the window Activities or Item Information Card for the activity or item on each purchase order line. If you use neither differentiated tax nor tax tables, Maconomy uses the standard tax code specified in the window System Information in the Set-Up module.

If the purchase order is assigned to a vendor invoice, the reporting code is transferred to the vendor invoice. When the vendor invoice is posted, the reporting code is used for determining which tax report entries to create. Based on the tax report entries, you can create tax reports showing the tax and tax basis entries assigned to a given tax report field. However, this kind of reporting can only be made if extended tax reporting has been selected in the window System Information.

When you create a purchase order manually, Maconomy suggests the reporting code from the vendor’s information card, but you can select another reporting code for the current purchase order.

Statistics to Tax Authorities Island

Field Description
Intrastat Reg. This field should be marked if the items delivered from the purchase order are to be included in the monthly report to Intrastat. If the “Intrastat Export Report” field in the System Information window is marked, 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 window.
Nature In this pop-up field, you select which type of transaction to report to Intrastat. The options are created in the Popup Fields window in the Set-Up module.
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.

Copying Island

Field Description
Purchase Order No. In this field, you can enter the number of an existing purchase order, if you wish to use a copy of it. Depending on when you enter the number, Maconomy will react in one of two ways:

If you enter a number before starting to complete a new purchase order, the information will be copied to the new purchase order. If you enter a vendor number, Maconomy will retrieve information from the vendor information card instead of from the old purchase order. Similarly, if you enter a job number, Maconomy copies the information from the job.

If you enter a purchase order number in an already existing purchase order, the lines from the purchase order will be copied when you select “Copy Purchase Order” in the Action menu.

Approval Island

Field Description
Remarks In this field, you can enter a remark to the current approval line. However, a remark can only be entered by employees who have access to approving the current purchase order. The remark will be assigned to the current approval level. If the current purchase order has been closed and is being reopened, the contents of this field will be removed automatically by Maconomy. Note that the remark can always be seen on the current approval line in the table part of the window Approvals. See the description of the windows Approvals and Approval Hierarchies in the Set-Up module for further information on approval hierarchies.

Status Island

Field Description
Date Printed This field displays the date on which the purchase order was last printed. The date cannot be changed here.
Quantity This field displays how many times the purchase order has been printed. The number does not include the number of copies selected in the computer’s print dialog. The value cannot be changed here.
Submitted This field displays whether the current purchase order has been submitted. The field is automatically marked by Maconomy upon selecting the action “Submit Purchase Order” in the Action menu. You cannot mark the field manually.
Submitted by This field displays the name of the employee who submitted the current purchase order. The field is automatically filled in by Maconomy upon selecting the action “Submit Purchase Order” in the Action menu and cannot be changed manually.
Date This field displays the date on which the current purchase order was submitted.
Approved If this field is marked, the current purchase order is fully approved. This is a sign that the amount on the purchase order lines is included in the commitment accounting system with the allocation combination entered on the line in question. You approve a purchase order by selecting the action “Approve Purchase Order.” If approval hierarchies are used, you can also approve purchase orders in the window Approvals in the Set-Up module.

However, this approval will automatically be cancelled by Maconomy if one or more fields on the line of importance to the value of the purchase order, such as quantity, balance and discount, are changed. If the purchase order line is changed, the purchase order must be reapproved. Nevertheless, it is possible to change the fields “Quantity Received,” “Date Received” and “Line Remarks” without cancelling the approval of the purchase order in question.

In the window Job Accruals in the Job/Cost module it is also possible to change fields on purchase order lines for job accruals, such as “For Accrual, Currency,” “Quantity Received” and “Date Received” without cancelling the approval of the purchase order in question. If you change an approved purchase order line for job accruals, Maconomy will display a notification message. It is, however, still possible to make the correction and the changes can be inspected in the window Job Accruals in the Job/Cost module.

Approved by This field displays the name of the employee who performed the final approval of the current purchase order. If you use approval hierarchies for approval of purchase orders, and if the current purchase order has been approved by more than one employee, this field displays the name of the employee who made the latest approval of the purchase order.
Date This field displays the date on which the current purchase order was fully approved.
Closed This field shows whether the purchase order is closed. If this field is marked, the purchase order is closed. To mark the field, select the action “Close Purchase Order” in the Action menu. When the purchase order has been closed, you can no longer refer to it in the window Vendor Invoices. The mark in this field can only be removed by using the action “Reopen Purchase Order” in the Action menu. You can only use this action, if you have been given access to it in the window Actions in the Set-Up module.
Closed by If the purchase order has been closed, this field displays the name of the user who closed the purchase order. The name in this field can only be removed by using the action “Reopen Purchase Order” in the Action menu. You can only use this action, if you have been given access to it in the window Actions in the Set-Up module.
Date If the current purchase order has been closed, this field displays the date on which it was closed. If the purchase order is reopened by use of the action “Reopen Purchase Order,” the date will automatically be removed from this field.

Remarks Island

Field Description
Remarks 1-10 In this field, you can enter any remarks you wish to make about the purchase order.

Vendor’s Order Island

Field Description
Order No. In this field, you can enter the name of the sales order which corresponds to the purchase order. Often the buyer contacts the vendor before making the purchase order, to get a delivery date, and so on.

In this situation, you are often asked to enter the vendor’s sales order number on the purchase order. The number is printed on the purchase order.

Your Reference In this field, you can enter the name of the person you dealt with, if, as above, you contacted the vendor before making the purchase order. The name is printed on the purchase order.

When you create a purchase order manually, Maconomy suggests the name from vendor information card, but you can change it.

Our Cust. No. In this field, you can enter your company’s customer number registered with the vendor. When you create a purchase order manually, Maconomy suggests the value from the vendor information card, but you can change it. The number is printed on the purchase order.

Job Island

Field Description
Job No.

Specify the number of a job in the Job Cost module, if the purchase order concerns a job. The job number can either be entered manually in this window or automatically by Maconomy, if the purchase order was created using the Create Purchase Order action in the Job Budgets window in the Job Cost module. If the purchase order was created from a requisition or request for quote on which a job was specified, this job number is also suggested in this field.

If there is a job number here, it is automatically suggested on the purchase order lines created in the table.If you select a job number from the system, jobs that are blocked for purchasing do not appear in the selection.

If you manually enter the job number of a job that is blocked for purchasing, an error message displays and you cannot update this field.

If fixed exchange rate information has been specified for the job in question in the Job Price Information window, and the Fixed exchange rates in budgets only system parameter is disabled, the currency conversion on the current purchase order is carried out according to the fixed exchange rate information specified for the job.

If the Allow purchase order for multiple jobs system parameter is disabled, the lines in the table part can only be assigned to the job specified in this field, and if this field is left blank, you cannot assign the purchase order lines to a job number.

If the parameter is enabled, you can enter different job numbers on the purchase order lines. Additionally, changing the job number in this field does not influence existing purchase order lines.

However, if the parameter is disabled, the job number in this field must correspond to the Job No. field in the table part of this window.

Job Name This field shows the name of the job specified in the field “Job No.” above.
Customer No. This field shows the number of the customer assigned to the job specified in the field “Job No.” above, if any.
Name This field shows the name of the customer shown in the field “Customer No.” above, if any.

Dispatching Address Island

Field Description
Vendor In this field, you enter the vendor number for the current purchase order. You can choose either to enter the vendor number when creating the purchase order or to create the purchase order without entering a vendor in case you have not yet decided who is to deliver the goods. When you later receive and post a vendor invoice, the vendor will be transferred to the purchase order. Furthermore, Maconomy checks that the vendor is not blocked.

You can change the vendor number on an existing purchase order as long as the purchase order has not been submitted. Please note that the information in a number of islands in the window will change if you change the specified vendor.

The other lines in this field show the vendor’s name and address. When you create a purchase order manually, Maconomy suggests the information from the vendor information card, but you can change it.

Attn. This field shows the vendor’s attention person. When you create a purchase order manually, Maconomy suggests the name from the vendor information card.
Country This is the vendor’s country. When you create a purchase order manually, Maconomy suggests the vendor’s state/country from the vendor information card.
Phone This field shows the vendor’s phone number. When you create a purchase order manually, Maconomy suggests the number from the vendor information card.
Fax This field shows the vendor’s fax number. When you create a purchase order manually, Maconomy suggests the number from the vendor information card.
Telex This field shows the vendor’s telex number. When you create a purchase order manually, Maconomy suggests the number from the vendor information card.
E-mail In this field, you may enter the vendor’s electronic mail address. This information is used for reference.

Ship to Address Island

Field Description
Customer No. In this field, you can enter the ship-to customer number. This is relevant if the purchase order is related to a job, and the vendor is delivering the items or services directly to your customer. When you enter a customer, Maconomy retrieves the customer’s name and address from the customer information card. Name and address cannot be changed here.

The Ship to Address can be added to the purchase order printout using Maconomy’s layout editing tools.

Attn. Maconomy completes this field automatically if you enter a customer number in the field above. The name is taken from the customer information card and cannot be changed here.
Country Maconomy completes this field automatically if you enter a customer number in the field above. The country is taken from the customer information card and cannot be changed here.

Company Island

Field Description
Company No. In this field, you can enter the number of the company responsible for the request for quote. If you do not enter a value manually, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivations in the G/L module. If no value can be derived, the standard value is transferred from the window System Information in the Set-Up module.

See the section “Multiple Companies” in the chapter “Introduction to the G/L Module” and the window Intercompany Accounts in the G/L module for a further description of the concept of responsible companies.

This field also displays the name of the specified company.

Base Currency This field displays the currency used as base currency in the company specified in the field “Company No.” above. See the field “Base Currency” in the window Company Information in the G/L module for a detailed description of the concepts of company base currency and enterprise currency.

Transaction Island

Field Description
Transaction Type In this field, you can select the transaction type of the purchase order.

Purchase Process Access Level Island

Field Description
Name In this field you can specify the name of an access level to apply to the purchase process to which the current request for quote is assigned. You only have access to the current purchase process and its requisition, requests for quote and purchase orders if you have been assigned to this level or a level above this in the window User Access Levels. This access control ensures that in other windows, you can only refer to and see information relating to purchase processes to which you have access. Please note that this access control model only applies if the standard access control configuration has not been changed in your Maconomy system. If it has, the access to purchase processes and its requisition, requests for quote and purchase orders may depend on other factors. For further information about the standard access control configuration and access control in a multi-company model, please see the section “Introduction to the Access Control System” in the Set-Up module.

If no access level is specified, all users have access to the current purchase process.

Description This field shows a description of the access level specified in the field “Name” above.

Payment Island

Field Description
Pmt. Terms In this field, you select the payment terms. When you create a purchase order manually, Maconomy suggests the value from the vendor information card, but you can change it.

You maintain payment terms in the window Popup Fields in the Set-Up module.

Self Invoice By default, this check box copies the value from the specified vendor's information.

If this field is selected and you click the Create Self Invoice action, a self-invoice is created from the purchase order.

If this field is not selected, you can select it if you want to create a self-invoice from the PO when you click the action.

Dimensions Island

Field Description
Location In this field, you can enter a value for the dimension Location. If you do not manually enter a value, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivation in the G/L module. However, any manually entered value will be overwritten if Maconomy can derive a value for which overwriting has been selected. If no value can be derived, the standard value is transferred from the window System Parameters in the Set-Up module.

See the section on dimension derivation in the chapter “Introduction to the G/L module” as well as the description of the window Dimension Derivation for further information about dimension derivation.

Entity The functionality of this field is similar to the functionality of the field “Location” above.
Project The functionality of this field is similar to the functionality of the field “Location” above.
Purpose The functionality of this field is similar to the functionality of the field “Location” above.
Spec. 1-3 The functionality of these fields is similar to the functionality of the field “Location” above.
Local Spec. 1-3 The functionality of these fields is similar to the functionality of the field “Location” above.

Document Archive Island

Field Description
Document Archive In this field, you can assign a document archive to the purchase order in question. By assigning a document archive to a purchase order, you can keep track of the various documents related to the purchase. Document archives are created in the window Document Archives in the Set-Up module. See the description of that window for further information on the use of document archives.

This field also shows the description of the specified document archive.

Document Count This field displays the number of documents in the Document Archive.

User Island

See the chapter “Getting Started” for a description of the fields in the island User.

Extra Fields Island

Field Description
Popup 1-5 In these fields, you can select a number of pop-up values for further specification of the vendor. When you create a purchase order or change the vendor number on an existing purchase order, Maconomy suggests the values from the vendor’s information card, but you can change the values here. However, pop-up fields with a blank value on the information card of the vendor will not overwrite any manually specified value in this field. The options are created in the window Popup Fields in the Set-Up module.