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• IQ: Item Purchase Order History - Opens the "Purchase Order Lines History" Inquiry showing all the Purchase Order Lines for the Vendor.

• IQ: Line Item History - Opens the "Invoice Lines History" Inquiry showing all the AP Invoice and AP Credit Memo lines for the Vendor.

• IQ: PO Linked Lines - Opens the "PO Linked Lines" inquiry showing the Purchase Order and all the AP Invoices, AP Credit Memos, and Inventory Receipt lines associated with this Purchase Order Item.

• RV: Item - Opens the Item Record for the selected record. If more than one items are selected, the Record View is opened for the 1st item selected.

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Description

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Amt. Fully Invoiced

Identifies whether the 'Amt. Ordered' has been fully Invoiced. If the 'Amt. Invoiced' for the line item is >= the 'Amt. Ordered' for the item, the item is considered "Fully Invoiced" in terms of Amount (cost) and will display as "Yes" otherwise it will be blank. This allows users to easily determine which PO's have amounts that have not yet been invoiced. This is a calculated field and is not stored in the database.

Amt. Fully Received

Identifies whether the 'Amt. Ordered' has been fully Received. If the 'Amt. Received' for the line item is >= the 'Amt. Ordered' for the item, the item is considered "Fully Received" in terms of Amount (cost) and will display as "Yes" otherwise it will be blank. This allows users to easily determine which PO's have amounts that have not yet been Received. This is a calculated field and is not stored in the database.

Amt. Ordered

Identifies the extended amount of the line item based on the ordered quantity. This is auto calculated as [Qty Ordered] x [Price]. This can only be updated by changing either the 'Qty Ordered' or 'Price'. This is formatted to the currency decimals on the Currency assigned to the Purchase Order Header Vendor.

Database Field: ERPx_APPoLine.ExtendedAmount

AP Amt. Posted

Identifies the sum of the extended amounts of the line item that have been included on "Posted" AP Invoices and AP Credit Memos. This is a calculated field, formatted to the currency decimals on the Currency assigned to the Purchase Order Header Vendor.

When AP Invoices and/or Credit Memos, with line items that reference a Purchase Order are posted, this value is updated.

Database Field: ERPx_APPoLine.InvoicedAmount

AP Qty Posted

Identifies the quantity of the line item that has been included on "Posted" AP Invoices and AP Credit Memos. This is a numeric text box that is auto updated and not editable. This is formatted to the Item's 'Unit Decimals' or 'Weight Decimals' depending on the Purchase Order Item's UOM.

When AP Invoices and/or Credit Memos, with line items that reference a Purchase Order are posted, this value is updated.

Database Field: ERPx_APPoLine.InvoicedQty

Distributed To

The lookup contains a blank value, the current assigned value, and a list of all the 'Active' Fishermen, Tenders, Loans, and Projects.

This defaults to "Single Invoice and Receipt" and is not editable for Freight Purchase Orders.

Database Fields: ERPx_APVendor.VendorName, ERPx_MFEmployee.EmployeeName, ERPx_GLProject.ProjectDescription, ERPx_APPoLine.ToDistributionAccountSK

IM Amt. Posted

Identifies the sum of the extended amounts of all the line item that have been included on "Posted" AP Invoices, AP Credit Memos, and IM Receipts. This is a calculated field, formatted to the currency decimals on the Currency assigned to the Purchase Order Header Vendor.

When IM Receipts, with line items that reference a Purchase Order are posted, this value is updated as [Qty Received] * [PO Item Price].

Because non-Inventory Purchase Order Items are not "Received" using an Inventory Receipt transaction, the 'Amt. Received' value is updated from the extended amounts of posted AP Invoices and Credit Memos that reference the Purchase Order Item.

Database Field: ERPx_APPoLine.ReceivedAmount

IM Qty Posted

Identifies the quantity of the line item that has been included on "Posted" IM Receipts. This is a numeric text box that is auto updated and not editable. This is formatted to the Item's 'Unit Decimals' or 'Weight Decimals' depending on the Purchase Order Item's UOM.

When IM Receipts, with line items that reference a Purchase Order are posted, this value is updated.

Because non-Inventory Purchase Order Items are not "Received" using an Inventory Receipt transaction, the 'Qty Received' value is updated from posted AP Invoices and Credit Memos that reference the Purchase Order Item.

Database Field: ERPx_APPoLine.ReceivedQty

Item Description

Database Fields: ERPx_IMItem.ItemDescription, ERPx_APPoLine.ItemSK

Item ID

When the 'Add Item' icon is clicked, users may enter all or part of an Item ID or Description and hit the Enter key on the keyboard. If a complete Item ID was entered, the line item will be saved, if not, the Item Lookup dialog box will open with a list of items containing the data entered. From the Item Lookup dialog box, users may check the checkbox next to one or multiple item(s) to add to the transaction using the Save & Close button.

Database Fields: ERPx_IMItem.ItemID, ERPx_APPoLine.ItemSK

Item Type

Database Fields: ERPx_IMItemType.Description, ERPx_IMItem.ItemTypeSK

Line Comment

When AP Invoices and Credit Memos, and IM Receipts are loaded from a PO, this will default as the 'Line Comment' on those transactions.

Database Field: ERPx_APPoLine.LineComment

Line Description

When AP Invoices, Credit Memos are loaded from a PO, this will default as the 'Line Description' on those transactions.

Database Fields: ERPx_IMItem.ItemDescription, ERPX_APPoLine.LineDescription

Line Source

A non-editable textbox that displays where the corresponding line item originates from. This is required and never editable. The available options include:

1. Manual: The line item was manually added by a user.

2. Freight: The line item was auto-added to reflect the Freight + Surcharge amount of a Shipment Leg.

3. Freight - Handling: The line item was auto-added to reflect the Handling amount of a Shipment Leg.

4. Freight - Other: The line item was auto-added to reflect an Other Charge amount of a Shipment Leg.

5. Vendor Item: The line item was added from the 'Find Vendor Items' Record View.

Database Field: ERPx_APPoLine.LineSourceEN

Line Vendor

This feature is used when more than 1 vendor is required to complete the Purchase Order. For example, on PO-123 you are purchasing 2 different Item Codes of packaging from ACME PACKAGING for $2,200. However, the order will be delivered by ABC DELIVERY who will be invoicing you separately for $150. Using this feature, you can add all 3 lines to the same Purchase Order and assign "ABC Delivery" as the 'Item Vendor' for the 'FREIGHT' line. When you enter the invoice from ACME PACKAGING it will auto load with only the 2 Item Codes and when you enter the invoice from ABC DELIVERY it will auto load with only the freight item. This helps ensure more visibility to all your costs while reducing the chance of overpaying for something.

The lookup contains a blank value, the current assigned value, and a list of all the 'Active' AP Vendors assigned to the same Currency ID as the Vendor on the Header. It excludes the Vendor assigned to the Transaction Header.

Database Fields: ERPx_APVendor.VendorName, ERPx_APPoLine.VendorSK

Ln.

For example, if you had line items 10, 20, and 30 and you wanted the last one (Ln. 30) to be second, you could edit the value to any number between 10 and 20 (i.e. 15) and on save the lines would be sorted in the new sequence (10, 15, and 30) and then all Ln.'s would be re-set to base 10 numbers (10, 20, 30).

Database Field: ERPx_APPoLine.LineNumber

Price

When AP Invoices and/or Credit Memos are loaded from a PO, the 'Price' will default from the current Purchase Order Item's Price.

Database Field: ERPx_APPoLine.Price

Purchase GL Account

1. For line items that are NOT being distributed to a Fisherman, Tender, or Loan

   1. Defaults from the Primary Vendor's default "Purchases" account if one has been setup, or if a Line Vendor has been selected, this will update to the Line Vendor's default "Purchases" account after Save.

   2. Otherwise, it defaults from the Item's default "Purchases" account if one has been setup, else it will be blank for the user to select an account.

   3. Editable until the Purchase Order is 'Closed'.

2. For line items distributed to a Fisherman, Tender, or Loan

   1. Defaults from the Fishermen, Tender, or Loans default "Settlement Accrual" account if one has been setup otherwise it defaults from the Fisherman Accounting Preferences default "Settlement Accrual" account.

   2. Edit is not allowed.

When AP Invoices and/or Credit Memos are loaded from a PO, the 'Purchase Account' will default from the current Purchase Account assigned to the Purchase Order Item.

The lookup contains a blank value, the current assigned value, and a list of all the 'Active' GL Accounts where the "Use in AP" checkbox has been assignedThe Account can be updated by entering a new account segment value along with the separator to quickly replace an account with a new account value (for example an account in the same division but different department), or search for an account based on the account segment(s) entered.  For example, if the line item Account displays ‘6110-200-10 - Repairs & Maintenance: Plant’ and a user enters '-12' and an active account number '6110-200-12' exists, the Account field will be automatically updated to display the new account number and account description. 

Additionally, the "Account Segment for Quick Replacement" preference in Financial > Configuration > Preferences can be set for the most commonly replaced Account Segment to allow for the account to be updated automatically based on the segment value entered without the segment separator. 

For example:

• The Account Format in NorthScope is setup with three segments, broken down as follows: Segment 1 = "Account" and is 4 digits long, Segment 2 = "Division" and is 3 digits long and Segment 3 = "Department" and is 2 digits long.

• Account Segment for Quick Replacement Financial Preference is set to ‘3 - Department’

• User opens an Invoice Record View with a line item Account of ‘6110-200-10 - Repairs & Maintenance: Plant’

• User deletes Purchase GL Account content and types in ‘12’

• NorthScope uses the entry of ‘12’ combined with the Account Segment for Quick Replacement preference of ‘3 - Department’ to determine the ‘12’ is referencing the department segment of the GL Account and does one of two things:

  • Defaults the Purchase GL Account to the only account that matches, if there’s only one, reading “6110-200-12 – [Account Description]”

  • Displays the Account Lookup with all the Accounts available that match the value entered for the user to select the correct account

Note: Users may only replace an account with active accounts that are set to 'Use in AP' in the GL Accounts master file.  

When AP Invoices and/or Credit Memos are loaded from a PO, the 'Purchase Account' will default from the current Purchase Account assigned to the Purchase Order Item.

Database Fields: ERPx_GLAccount.AccountNumber - ERPx_GLAccount.Description, ERPx_APTransactionLine.AccountSK, ERPx_APPoLine.AccountSK

Qty Fully Invoiced

Identifies whether the 'Qty Ordered' has been fully Invoiced. If the 'Qty Invoiced' for the line item is >= the 'Qty Ordered' for the item, the item is considered "Fully Invoiced" in terms of quantity (units or weight) and will display as "Yes" otherwise it will be blank. This allows users to easily determine which PO Items have quantities that have not yet been invoiced. This is a calculated field and is not editable or stored in the database.

Qty Fully Received

Identifies whether the 'Qty Ordered' has been fully Received. If the 'Qty Received' for the line item is >= the 'Qty Ordered' for the item, the item is considered "Fully Received" in terms of quantity (units or weight) and will display as "Yes" otherwise it will be blank. This allows users to easily determine which PO Items have quantities that have not yet been invoiced. This is a calculated field and is not editable or stored in the database.

Qty Ordered

Identifies the quantity of the line item being ordered. This is a numeric text box that defaults to 0 and must be > = 0. It is formatted to the Item's 'Unit Decimals' or 'Weight Decimals' depending on the UOM. This is only editable for line items with an 'Item Type' of "Manual" until the Purchase Order is 'Closed'. If the line item is a Fixed Weight item that requires whole units, then on Save:

1. If a user enters a quantity and a weight UOM we check all conversions back to unit UOMs to verify that the weight value can actually convert back when we create a receipt.

2. If no conversions are found then the following alert will be displayed to the user but will still allow the line item to save.

   1. Alert “Warning: Item [ItemID]: Qty does not convert to any UOMs on the [UOMScheduleID] UOM Schedule.”

3. If a user enters a fractional quantity and selects a unit UOM the following alert will be displayed to the user but will still allow the line item to save.

   1. Alert “Warning: Item [ItemID]: Requires whole units and you have saved a fractional unit.”

These alerts are only displayed where applicable for new lines being added, or if an existing line Quantity or UOM are being updated.

An Item is a 'Fixed Weight' item that requires whole units when the following properties are set as:

• Manage Items By = "Units and Weight"

• Variable Weight = "No"

• Require Whole Units = "Yes"

When AP Invoices and/or Credit Memos are loaded from a PO, the 'Quantity' will default as [Qty Ordered] - [Qty Invoiced]. If this results in a negative amount it will default as 0.00.

When IM Receipts are loaded from a PO, the 'Quantity' will default as [Qty Ordered] - [Qty Received]. If this results in a negative amount it will default as 0.00.

Database Field: ERPx_APPoLine.OrderedQuantity

UOM

The lookup contains all 'Active' UOMs on the selected Item's UOM Schedule.

When AP Invoices and Credit Memos are loaded from a PO, the 'UOM' will default from the Purchase Order Item's UOM.

Database Fields: ERPx_IMUOM.UOMName, ERPx_APPoLine.QuantityUOMSK