General Tab of the Purchase Orders Form
Use the General tab to enter and edit data that identifies a purchase order and enter data for change and cancel orders.
Contents
Purchase Order Information Section
Field | Description | ||||||||||||||||||||||||||||||||||||
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Number |
Enter an alphanumeric purchase order number. If you save the completed purchase order form without entering a number, Vantagepoint populates this field with an auto-assigned number. If it is necessary to give a number for a purchase order when you talk to a vendor, make sure that the number you give is unique across your enterprise. |
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Release Number | After you final print a release order, this field displays the result of the calculation [Blanket Order P.O. Number] - 1. | ||||||||||||||||||||||||||||||||||||
Type | Select the purchase order's type. Options are Standard, Blanket, and Service. The type that you select controls the procedure that Create Voucher from PO application uses for this purchase order. For example, service orders do not use the Receiving application. | ||||||||||||||||||||||||||||||||||||
Date to Order |
Vantagepoint uses this date to calculate the
Due Date on the Line Items grid.
This field displays today's date. You can specify a new date. |
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Status |
This field displays a purchase order's processing status. The processing status for a purchase order may be different from the change order's processing status in the Change/Cancel Orders grid, or if it is a blanket purchase order, its release order's processing status. The possible statuses are:
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Closed | If this check box is selected, the purchase order is closed. To close a purchase order, click on the toolbar. | ||||||||||||||||||||||||||||||||||||
Buyer |
This field displays the name of the purchase order's buyer. This is usually the name of the user currently logged in. You can select a different name. The lookup includes all of the employees listed on the Buyers grid of the Purchasing & Inventory Company Settings form in |
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State |
This field is displayed only when an approval workflow is used for approving purchase orders. This field displays the current state of the approval process for the purchase order based on the configured approval workflow for purchase orders. The possible states are:
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Step | This field displays only when an approval workflow is used for approving purchase orders. This field displays the current step (1, 2, 3, and so on) of the approval process for the purchase order, based on the steps that are set up for the purchase order's approval workflow. Step 0 is logged with a new purchase order is created but not yet submitted. | ||||||||||||||||||||||||||||||||||||
Currency Code | Select the currency to use for this purchase order. The list displays the currencies that are available for your company. |
Vendor Section
Field | Description |
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Vendor |
On the Vendor lookup, select a vendor for the purchase order. After you submit a purchase order, you cannot change the vendor. If you created this purchase order from a requisition or request for price quote with one line item, and the line item has no vendor specified, this field displays the Primary Vendor from the General tab of the Items Master form in . |
Address | This field displays the usual address for the vendor. You can select a different address. |
Contact | This field prefills with the name of the default purchasing
contact that is entered for the
vendor in the Purchasing section on the Accounting tab in the Firms hub. The name displays as a hyperlink that opens the
contact record in the
Contacts hub when you click it.
The contact's name and email address (if one is entered on the General tab in the Contacts hub) print in the To section of a purchase order. You cannot directly change the contact name that prefills in this field. You can, however, change or remove the default purchasing contact that is entered for a vendor in the Firms hub and the change is applied to any purchase order that has not yet been approved. |
Text Box
Field | Description |
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Purchase Order Description | Enter any internal or external descriptions for this purchase order. When you process a release order for a blanket purchase order, you can enter notes about the release in this field. |
Change/Cancel Orders Grid
This grid is enabled when you click Change Order option is enabled for purchase orders with a status of Printed. Use the Change/Cancel Orders grid to review data for change orders and cancel purchase orders. When you cancel or change a purchase order, Vantagepoint adds a row to the grid to show the data for the cancellation or change order. You can delete a change order but you cannot delete a cancellation.
on the toolbar of the Purchase Orders form. TheField | Description |
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Delete | In the grid, click a row and then click this option on the grid toolbar to delete the selected change order. You can delete a change order with a status of
In Progress or
Submitted.
When you delete a change order, Vantagepoint:
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C/O Number | This field displays an auto-assigned number after you save the change order. |
Status | This field displays the status of the purchase order that is related to the change order. |
Date | This field displays the date of the change order. You can specify a new date. |
Reason | This field displays the reason selected on the Change Order dialog box. You can select a different reason from the drop-down list. |
Buyer | This field displays the name of the employee who created this cancellation or change order. You can select a different employee name on the Employee lookup. |
Not to Exceed Change Amount | This field is enabled when you enter a change order for blanket or service purchase orders if the
Modify Not to Exceed Values via Change Order check box is selected on the General tab of the Purchasing & Inventory Company Settings form in
. The
Not to Exceed Change Amount field does
not apply for standard purchase orders.
This field allows you to use a change order to change the not-to-exceed (NTE) amount that was originally entered in the Not to Exceed field in the Service Order or Blanket order section of the Agreement tab on the Purchase Orders form. In the Not to Exceed Change Amount field, enter the amount by which you want to change the original NTE amount for a purchase order. You can enter a positive or negative amount in this field. For example, if the original NTE amount was $10,000 and you want to increase it to $15,000, enter $5,000 in the Not to Exceed Change Amount field. The Not to Exceed field on the Agreement tab of the Purchase Order does not get updated with the not-to-exceed change amount that you enter via a change order. After you enter an amount in the Not to Exceed Change Amount field for a change order, you must complete the following:
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Total Not to Exceed | This field is only visible in the List View. This field displays the sum of the values of Not to Exceed field and Not to Exceed Change Amount. |
Revised Period to Date |
This field displays for blanket and service purchase orders (not standard purchase orders) if the Modify Not to Exceed Values via Change Order check box is selected on the General tab of the Purchasing & Inventory Company Settings form in . Enter a new end date to replace the original date entered as the Period to date for a purchase order. The original Period to date is entered on the Agreement tab of the Purchase Orders form. |