Purchase Order Lines Sub-Tab
This section includes the fields and descriptions for the Purchase Order Lines sub-tab.
| Field | Description |
|---|---|
| Purchase Line Type | Use this field to indicate the type of purchase the line represents. The available values are:
|
| Job No. | In this field, you can enter the number of a job in the Job Cost module.
If you capitalize at cost price, the purchase is debited the WIP (work in progress) account when you register the vendor invoice. If you are posting costs to profit and loss, the purchase is debited the P&L account attached to the activity entered in the field “Activity No.” in the table. Maconomy checks that the job exists, that it has order status, and that it is neither blocked nor closed. If you complete this field, you must complete the field “Activity No.” and leave the field “Account No.” blank. If employee control has been selected for the current job, you can only enter registrations for employees who appear in the latest revision of the planning budget of the current job. For more information about controlling employee registrations, please see the description of the window Jobs. |
| Activity No. | In this field, you enter the number of an activity in the Job Cost module, if the purchase order line is for a job. The number is copied to the field “Act. No.” in the table part of the window Invoice Allocation if you enter the purchase order number when registering the vendor invoice in the window Vendor Invoices.
Maconomy checks that the activity number exists, that it is an amount activity and that it is not blocked. If you have completed the field “Job No.” in the card part of the window, you must enter an activity here and leave the field “Account No.” blank. |
| Empl. No. | In this field, you can enter the number of the employee assigned to the purchase order line.
The number is automatically transferred to the invoice allocation line if the purchase order is referenced in the window Vendor Invoices. |
| Account No. | In this field, you can enter an account number, if the purchase order is for items or services which you are posting directly to profit and loss, and which do not pertain to a job in the Job Cost module.
The purchase is debited to the account when you enter the vendor invoice. The account number is transferred to the field “Account No.” in the table part of the window Invoice Allocation, if you enter the purchase order number in the window Vendor Invoices. If you enter an account here, you cannot enter a job number in the field “Job No.” in the card part or an activity in the field “Activity No.” on the same line in the table. Maconomy checks that the account is an existing manual account and that it is not blocked. |
| Acct./Account Name | This field shows either the account text of the G/L account specified in the field “Account No.,” or the text assigned to the activity entered in the field “Act. No.” The text cannot be changed here. |
| Line Remarks | In this field, you assign a text to the purchase order line. It is printed on the purchase order. Maconomy suggests the text from the field “Acct./Activity Name,” but you can change it.
The text here is transferred to the field “Entry Description” in the table part of the window Invoice Allocation if you refer to the purchase order number in the window Vendor Invoices. |
| 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 window. For items with inventory control, Maconomy will alert you if the vendor on the purchase order has not been registered as a vendor of the current item in the window Suppliers. Items with serial number registration at receipt cannot be ordered by means of this window. If you need to order such an item, you must do it using the window Item Purchase Orders in the Item Purchase module. |
| Description | If an item has been specified on the line, this field is used for entering a description of the item in question. Maconomy suggests the text from the Item Information Card in the Inventory module, but you can change it here. |
| Quantity | In this field, you enter the quantity of services or items ordered. |
| Unit | If an item has been specified on the line, this field shows the unit in which the item is registered in your warehouses. The value is retrieved from the “Unit, Purchase” field in the Item Information Card in the Inventory module. It cannot be changed here. |
| Unit Price, Currency | In this field, you enter the unit price in the currency of the purchase order. You must enter an amount, and Maconomy checks that the amount is positive. The amount must be exclusive of tax.
If the purchase order is created using the action “Create Purchase Orders” in the window Job Budgets, Maconomy updates the purchase order total on the corresponding line in the job budget, if the price is changed here. If the current line is assigned to an activity, Maconomy checks if the amount causes budget violations according to the rules set up in the job parameter attributes “Limit Purchase Amount to Budget,” “Limit Purchase on Sum or Line Level,” “Limit Purchase, Currency Margin” and “Limit Purchase, Percentage Margin” for the jobs specified on the individual lines. If the line causes a budget violation, an error message is displayed. |
| Pricing Unit | If an item has been specified on the current line, this field shows the quantity of item units included in the unit price. The value is retrieved from the field “Unit, Purchase” on the Item Information Card and cannot be changed here. |
| Discount % | In this field, you can specify a discount percentage applying to the current line. If you have specified an item on the line and if the conditions for getting a discount via an item discount agreement have been fulfilled on the current line, Maconomy suggests the percentage in question.
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 field “Discount,” as these two fields are linked 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, Currency | In this field you can enter a discount amount for the current purchase order line.
If you also enter an invoice discount amount or an invoice discount % in the card part of the window, this discount will be added to the line discount. It is not possible to enter both an invoice discount amount and invoice discount % in the card part of the window. |
| Price, Currency | This field shows the price of the purchase order line in the currency of the purchase order. The amount is calculated as quantity times unit price less any discount. If you manually enter an amount in this field, Maconomy will recalculate the unit price based on the total amount in this field.
If the current line is assigned to an activity, Maconomy checks if the amount causes budget violations according to the rules set up in the job parameter attributes “Limit Purchase Amount to Budget,” “Limit Purchase on Sum or Line Level,” “Limit Purchase, Currency Margin” and “Limit Purchase, Percentage Margin” for the jobs specified on the individual lines. If the line causes a budget violation, an error message is displayed. |
| Tax Code | In this field, you specify a G/L tax code for tax receivable to be used for calculation of tax on the current line. You can select another code or leave the field blank, if the invoice is not subject to tax.
Maconomy suggests a tax code on the basis of the following procedure: If a G/L tax table has been specified in the window Company Information, a G/L tax code will be transferred from the G/L tax table on the basis of the information registered on the current purchase order and the current line. When searching for a line in the G/L tax table from which to derive a tax code, Maconomy searches for a match between the value in the field “Account No.” on the tax table lines and a reference account which depends on whether an account, an activity or an item has been specified on the current line. If no line is found in the G/L tax table corresponding to the current line’s registrations and the reference account, or if no G/L tax table has been specified for the current company, Maconomy will suggest the G/L tax code specified for the reference account in question in the window Account Information Card. As mentioned, the reference account depends on whether the current line contains an account number or an activity number. If the line contains an account number, the reference account is the account in question. If the line contains an activity, the reference account is the account specified as the P&L account in the information card of the activity in question. If the line contains an item, the reference account will be the account specified as account for non-reconciled vendor entries in the A/P Control Account to which the current vendor is assigned. The references to these accounts are made by means of dimension combinations. You can add up to three different tax codes if necessary. To enable multiple tax codes, the system parameters “Show Three Tax Levels” and/or “Show Two Tax Levels” must be marked in the System Parameters window. When multiple tax codes are enabled, the “Tax Code” field will be replaced by the following fields: “Tax Code 1,” “Tax Code 2” and, if enabled, “Tax Code 3.” For further information on multiple tax codes, please see the description in “Tax Codes.” |
| Tax Amount, Currency | This field displays the tax amount for the current purchase order line.
If multiple tax codes are enabled, the “Tax Amount, Currency” field will be replaced by the following fields: “Total Tax Amount, Currency,” “Tax Amount 1, Currency,” “Tax Amount 2, Currency” and, if enabled, “Tax Amount 3, Currency.” The “Total Tax Amount, Currency” field calculates the sum of the other individual tax amount fields. For further information on multiple tax codes, please see the description in “Tax Codes.” |
| Item Tax Code | In this field, you must specify an item 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 line, as the reporting 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 for the activity 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. Maconomy suggests the reporting code from the account or activity, but you can select another reporting code for the current purchase order line. |
| Delivery Date | In this field, you enter the delivery date. |
| Confirmed Deliv. Date | The functionality of this field is mainly used in connection with item lines. If no item has been specified for the line, no value is suggested, and the field is for information only.
If you have specified an item on the line, you can in this field enter the date which the supplier has confirmed as the day the items will be delivered. When you do so, the specified date is copied to the field “Expected Availability Date.” If you change the confirmed delivery later, and the dates in this field and the field “Expected Availability Date” are identical, or if the confirmed delivery was blank before you entered a new date, the new confirmed delivery date will cause the expected availability date to be changed accordingly, as Maconomy will then assume that the items should be available on the confirmed delivery date. However, 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. Note that you can manually specify another expected availability date in the field “Expected Availability Date,” for instance if experience tells you that the supplier usually delivers earlier or later than he confirms, or if the items will not be at your disposal immediately after arrival. |
| Expected Availability Date | In this field, you can enter the date on which you expect the items or activities on the current line to be at your disposal. The functionality of the field is mainly used in connection with item lines. If no item has been specified for the line, no value is suggested, and the field is for information only.
If you have specified an item which 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. When creating a line where an item number is specified, the date is determined as follows: If no preferred delivery date has been specified in the card part, Maconomy calculates a delivery date by checking the supplier’s delivery time for the item to the current warehouse in the window Suppliers 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. If a preferred delivery has been specified in the card part, Maconomy performs the same calculation and assigns this date unless the field “Deliv. Date” on the line contains a later date, in which case the later date is used. When the line has been created, you can change the date manually, for instance if the items will not be at your disposal immediately after arriving or if experience tells you that the supplier usually delivers earlier or later than stated. If you change the delivery date later, and the delivery date on the line is identical to the date in this field, or if the confirmed delivery was blank before you entered a new date, a change in the delivery date will cause the expected availability date to be changed accordingly, as Maconomy will then assume that the items should be available on the delivery date. However, 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. Note that a manually entered expected availability date will not affect the delivery date. |
| Date Received | In this field, you enter the date the delivery actually took place. |
| Quantity Received | In this field, you enter the quantity actually delivered. |
| Registration Code | In this field you can enter a registration code from the window Registration Codes in the G/L module. The registration code is used instead of manually entering a number of dimension values on the current line. See the description of the window Registration Codes for more information about registration codes. |
| Company No. | When creating a purchase order line, Maconomy suggests the company from the Dimension island in the card part of the window. If the current purchase order line is entered for another company than the one suggested, you can enter its name here. The value in the card part of the window is derived either from the job or the user, depending on the priorities set up in the window Dimension Derivations in the G/L module.
When creating purchase order lines, the value for the Company dimension of the previous line is suggested on the new line. The company name is however not suggested if a company name was entered manually on the line. |
| 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, Maconomy transfers the value from the field “Location” in the card part of the window.
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. |
| Task | For lines with a job number, it is here possible to enter a task. If you enter a value in the field, Maconomy checks that a task list has been assigned to the job and that the listing contains the specified task. |
| Stock Location No. | In this field, you can specify a stock location number. If the current line does not contain an item number, the field is for information only.
If you have specified an item on the current line, you can specify in this field the location in the selected warehouse at which you expect to receive the items. If you leave this field blank, the location number specified in the card part of the window will apply to the line. 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. |
| Remarks | In this field, you can enter a note related to the current line. |
| Internal Desc. | This field shows the internal description from the Item Information Card, if you have specified an item on the current line. You can change it here. If you have not specified an item on the line, you can enter a text in the field for information purposes. |
| Discount Desc. | This field shows the discount description from a discount agreement, if you have specified an item on the line, and an item discount has been granted as a result of the line meeting the criteria in an item discount table. 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. | If a standard note has been specified for either the task or the activity entered on the line, a copy of the standard note from the task or activity in question is automatically created when creating a line, and the copy is assigned to the new line by means of this field. If a standard note has been specified for both the activity and the task, the setting of the system parameter “Standard note is derived from Activity before Task” determines which of the notes is to be used.
In some cases, the information on a given task or activity is not specific enough, as certain details may change from order to order. For instance, if the activity is for a print job, the basic information about the activity is static, but each time a printing job is ordered, you may wish to also register such information as the paper quality, binding, and so on. It is therefore useful to add a number of fields so that a user ordering a print job is allowed to enter this information. Once the line has been created and this field has automatically been completed, you can enter the additional information by opening the window Notes in the Set-Up module, selecting the note in this field, and specifying the relevant data in the table part. For further information on the use and set-up of additional fields through notes, see the description of the system parameter “Standard note for purchase lines” in the Set-Up module. The information entered in the note is also printed on external documents. |
| Note Description | This field shows a description of the note specified in the field “Note No.” above. |
| Price, Base | This is the price in the field “Unit Price,” converted into the base currency. The amount cannot be changed here. |
| Tax Amount, Base | This is the tax amount on the amount in the “Price, Base,” expressed into the base currency. The amount cannot be changed here.
If multiple tax codes are enabled, the “Tax Amount, Base” field will be replaced by the following fields: “Total Tax Amount, Base,” “Tax Amount 1, Base,” “Tax Amount 2, Base” and, if enabled, “Tax Amount 3, Base.” The “Total Tax Amount, Base” field calculates the sum of the other individual tax amount fields. For further information on multiple tax codes, please see the description in “Tax Codes.” |
| Discount, Base | The functionality of this field is similar to the functionality of the field “Price” above. |
| Quantity Invoiced | This field displays the number of vendor invoices on the current line that have been invoiced. Only invoices that have been registered in the window Vendor Invoices with a specification of a purchase order number will be included in the quantity. |
| Invoiced, Currency | This field shows the amount received in vendor invoices in the currency of the purchase order. The calculation only includes invoices registered in the window Vendor Invoices with a specification of purchase order number. |
| Invoiced, Base | This field shows the amount received in vendor invoices in the base currency. The calculation only includes invoices registered in the window Vendor Invoices with a specification of purchase order number. |
| Number Accrued | This field displays the number of items on the purchase order line that have been marked for accrual in the window Job Accruals. The field cannot be changed in this window. |
| Accrued, Currency | This field displays the collective value of the item on the purchase order line that has been marked for accrual in the window Job Accruals. The amount is displayed in the currency of the purchase order. |
| Accrued, Base | This field displays the collective value of the item on the purchase order line that have been marked for accrual in the window Job Accruals. The amount is displayed in the base currency of the purchase order. |
| Closed | You can mark this field to show that the purchase order line is closed. Maconomy automatically marks this field when the vendor invoice is posted, if you have marked the field “Close Purchase Order Line” in the window Invoice Allocation. The field cannot be changed on a closed purchase order. When you select the action “Close Purchase Order,” this field will be marked on all lines on the purchase order. If the action “Reopen Purchase Order” is selected, this field will remain marked, regardless of its status before the purchase order was closed.
You can then unmark the field individually as needed. |
| Base Currency, Company | This field displays the base currency of the company on the current line. |
| Committed, Company | This field displays the committed amount for the company on the current line. The amount is in base currency. |
| Committed, Base | This field shows the committed amount of the line in base currency. Once the vendor invoice which is created on the basis of the purchase order is posted, the amount in this field is deducted from the commitment accounting and the amount in this field is reduced by the same amount. If the purchase order or the purchase order line is closed, the amount is no longer included in the commitment accounts. |
| Committed, Currency | This field corresponds to the field “Committed, Base” in the table part of this window. The only difference is that the amount in this field is in the currency which is used for the transaction. |
| Date Committed | This field shows when the amount was included in the commitment accounts. |
| Accrual Type | If you mark this field, the cost will be accrued. You can only accrue a posting if a G/L account has been selected. If you select accrual, Maconomy will create a G/L entry on the specified G/L account for each G/L period specified in the fields “Period From” and “Period To.” The amount is distributed evenly on the selected periods. |
| Period From, Accrual | In this field and the field “Period To” you can enter a range of dates. If you mark the field “Accrue” above, Maconomy will create a G/L entry on the specified G/L account for each G/L period specified in the fields “Period From” and “Period To.” The amount is distributed evenly on the selected periods. |
| Period To, Accrual | See the field “Period From” above. |
| Transaction Type | In this field, you can enter the transaction type for the purchase order line. When creating a purchase order line, the transaction type will be copied from the header to the line, if both header and line have the same company number. Otherwise it will be derived. |
| Job Name | This field displays the name of the job specified in the field “Job No.” on the line. The information is retrieved from the window Jobs and cannot be changed here. |
| Task Description | This field displays the description of the task entered in the field “Task” on the current reallocation line. |
| Job Budget Line No. | If the current line was created from a job budget line, this field shows the number of the budget line in question. |
| Job Budget Line WBS Description | This field summarizes the placement of the job budget lines in the job budget WBS (work breakdown structure). |
| Employee Name | This field displays the name of the employee specified in the field “Empl. No.” |
| Orig. Quantity | In this field, you can enter the quantity that was originally ordered. When new purchase order lines are created, the value entered in the field “Ordered” is automatically copied to this field. The value can, however, be changed if this is required. |
| Vendor Item No. | If you have specified an item on the current line, you can specify in this field 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 window Suppliers, but the number can be changed in this field.
If you specify a value here, it is printed on the purchase order instead of your own item number. This makes it easier for the vendor to identify the item. |
| Vendor Item Desc. | If you have specified an item on the current line, you can specify in this field the vendor’s description of the item. For items with inventory control, text is retrieved from the current combination of warehouse and vendor in the window Suppliers, but the text can be changed in this field. If you specify a text here, it is printed on the purchase order instead of your own item text. |
| Price at Step 1 | If you have specified an item on the current line, this field shows 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. |
| Quantity Disc. | If you have specified an item on the current line and the quantity ordered justifies a quantity discount according to the price list, this field shows the discount amount in question. |
| Duty Code | If you have specified an item on the current line, 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 a purchase order. The duty code in this field cannot be changed. |
| Extra Text 1-10 | In these fields, you can enter supplementary text for a further description of the current line. If you have specified an item on the line, Maconomy suggests this value from the corresponding fields in the item information card. You can change the suggested texts. |
| Popup 1-5 | In these fields, you can enter various information about the current purchase order line. If you have specified an item on the current line, 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 purchase order line in these fields. The options are created in the window Popup Fields the Set-Up module. |
| Date 1-5 | In these fields, you can enter various dates related to the current purchase order line. |
| To Be Invoiced | This field displays the amount allocated but not yet approved.
Only after vendor invoice amounts are posted does Maconomy make the deduction from the amount displayed here. While this field is not displayed by default, you can customize the view to display it. |
| To Be Invoiced, Base | This field displays the amount available for invoicing in the base currency.
Only after vendor invoice amounts are posted does Maconomy make the deduction from the amount displayed here. While this field is not displayed by default, you can customize the view to display it. |
| To Be Invoiced, Enterprise | This field displays the amount available for invoicing in the enterprise currency.
Only after vendor invoice amounts are posted does Maconomy make the deduction from the amount displayed here. While this field is not displayed by default, you can customize the view to display it. |
| Activity Type | In this field, you can specify the type of activity, depending on the activity selected. You can specify amount or time.
This field is only displayed by default if you set the purchase transaction type to "subcontractor" in the Purchase Order tab of this workspace, or in the equivalent wizard. |
| Agreement Type | In this field, you can specify the type of agreement. You can specify Fixed Price, or Time and Material.
The default value is Time and Material. This field is only displayed by default if you set the purchase transaction type to "subcontractor" in the Purchase Order tab of this workspace, or in the equivalent wizard. |
| Period Start | In this field, you can specify the start of the period covered by the purchase order line.
This field is only displayed by default if you set the purchase transaction type to "subcontractor" in the Purchase Order tab of this workspace, or in the equivalent wizard. If the Period Start and Period End fields are filled out, Maconomy uses their values to validate whether the PO line can be used in a time or expense sheet line. |
| Period End | In this field, you can specify the end of the period covered by the purchase order line.
This field is not displayed by default, but you can customize the view to display it. If the Period Start and Period End fields are filled out, Maconomy uses their values to validate whether the PO line can be used in a time or expense sheet line. |