Delete

Note: Users will not be able to delete a Freight Purchase Order record, the

message “[PO#] is a Freight Purchase Order and therefore can not be deleted. Freight Purchase Orders can only be closed.” will be displayed when the button is clicked.

Help

More Actions

• IQ: Invoice History -

• Opens the "Invoice History" inquiry showing all the AP Invoices and AP Credit Memos for that Vendor for the last 12 months (by default).

• IQ: PO Linked Transactions - Opens the "PO Linked Transactions" inquiry showing the Purchase Order and all AP Invoices, AP Credit Memos, and Inventory Receipts associated with it.

• IQ: Purchase Order History -

• Opens the "Purchase Order History" inquiry showing all the Purchase Orders for that Vendor for the last 12 months (by default).

• RV: Source Transaction -

• Opens the Transaction that the Freight Purchase Order was automatically created from, such as the Inventory Transfer, Sales Order or Return. This option is only applicable to Freight Purchase Orders, otherwise the message "This is only applicable to Purchase Orders that were auto created from an Order, Return, or Transfer." is displayed.

_

• Change Ship To - Opens the 'Change Ship To' window

• allowing users to change the Ship To address for this Purchase Order.

New

The list contains all the 'Active' Purchase Order Classes displayed as Purchase Order - [ClassID].

Note: The Transaction Class will display after the Transaction Type if there is more than one Transaction Class for the Transaction Type.

Notes

Note Types of "Purchase Order" saved to the Vendor will default on the Purchase Order Notes.

Print

Save

Save & Close

Manual PO's: PO #: [PO ID]

Ship To:

[Shipping Address Name] [Address 1] [Address 2] [Address 3] [City], [State] [ZIP]

Freight PO's:

"PO #: [PO #]

Created from [SourceTransactionType]: [SourceTransactionID]

Shipped from: [Load Header Site Name]".

Buyer

Identifies the person responsible for issuing the Purchase Order. This is

a text box that defaults to blank and is not required,

but if entered, it must

be <=50 characters. This is always editable even after

the Purchase Order is 'Closed'.

Database Field: ERPx_APPoHeader.Buyer

Comment

box that defaults to blank and is not required,

but if entered, it must

be <=150 characters. This is always editable even after

the Purchase Order is 'Closed'

and will default on all new AP Invoices, AP Credit Memos, and IM Receipts that reference this Purchase Order.

Database Field: ERPx_APPoHeader.Description

Ordered

date must be later than the Ordered date."

will be displayed on Save.

This is editable until the Purchase Order is 'Closed'.

Database Field:

ERPx_APPoHeader.PODate

PO #

This is editable until the Purchase Order is 'Closed' and must be unique.

Database Field:

ERPx_APPoHeader.

PurchaseOrderID

PO Type

This is a single select lookup that defaults from the Transaction Class for manually entered Purchase Orders and defaults to 'Single Invoice and Receipt' for Freight Purchase Orders. It is only editable for non-Freight Purchase Orders, until the Purchase Order is 'Closed'.

This lookup

contains all the values in the APPOType

Enumeration Class.

Database Field:

ERPx_APPoHeader.

POTypeEN

Requisition #

box that defaults to blank and is not required,

but if entered, it must

be <=25 characters.

This is editable until the Purchase Order is 'Closed'.

Database Field:

ERPx_APPoHeader.Requisition

Ship Via

Identifies how the purchase will be shipped.

This is text

box that defaults to blank and is not required,

but if entered, it must

be <=100 characters.

This is always editable even after

the Purchase Order is 'Closed'.

Database Field: ERPx_APPoHeader.ShipVia

Site Name

not required. It defaults from the 'Default Site' assigned to the Purchase Order Transaction Class. This is editable until the Purchase Order transaction is 'Closed'.

This is also editable after transactions have been posted against the Purchase Order since it is just used to set the default Site on

new Inventory Receipts.

This lookup contains a list of all active Sites.

Database Fields:

ERPx_MFSite.SiteID,

ERPx_APPoHeader.SiteSK

Status

This is a single-select lookup that is required. It defaults as "New" and is always editable.

The Statuses that apply to transactions in this Record View include:

PO's cannot be 'Closed' if there are any unposted AP Invoices, Credit Memos or Inventory Receipts else the message "Purchase Orders referenced on unposted transactions cannot be closed.

PO#:

[PurchaseOrderID] - AP

Invoice [TransactionID]

PO#:

[PurchaseOrderID] - AP Credit

Memo [TransactionID]

PO#:

[PurchaseOrderID] - IM

Receipt [TransactionID]

Database Fields:

ERPx_APPoHeader.POStatusSK

Vendor Name

The lookup contains a blank value, the current assigned value, and a list of all the 'Active'

Vendors

with a VendorTypeEN = 1.

Database Fields:

Database Field:

ERPx_APPoHeader.VendorSK, ERPx_APVendor.

VendorName

Group: 1

Purchase Contact Name

Identifies the Vendor's Contact Name for Purchases.

This is text

box that defaults from the "Purchase" Contact on the 'Contacts' tab of the Vendor Record View. It is not required,

but if entered, it must

be <=100 characters.

This is always editable even after

the Purchase Order is 'Closed'.

Database Field: ERPx_APPoHeader.PurchaseContactName

Ship Attention To

Identifies the name of the person the purchase is intended for.

This is a text box that defaults to blank and is not required, but if entered,

it must

be <=100 characters.

This is always editable even after

the Purchase Order is 'Closed'.

Database Field:

ERPx_APPoHeader.ShipAttentionTo

Reference

box that defaults to blank and is not required,

but if entered, it must

be <=100 characters.

This is always editable even after

the Purchase Order is 'Closed'.

For Freight PO's generated from Sales Orders this value will default to the Shipment number.

Database Field: ERPx_APPoHeader.

Reference

Receive By

Identifies the date the Purchase Order should be fully received.

This is a date picker that defaults as blank and is not required. If entered,

it must be on or after the 'Ordered' date, else the message "Receive By

date must be later than the Ordered date." will be displayed on Save. This is editable until the Purchase Order is 'Closed'.

This is for informational purposes only.

Database Field:

ERPx_APPoHeader.ReceiveBy

Expire By

This is a date picker that is required. It defaults as 1 year from the current date. The 'Expire By' date must be on or after the 'Ordered' date, else the message "Expire By

date must be later than the Ordered date." will be displayed on Save. This is editable until the Purchase Order is 'Closed'.

This is for informational purposes only, until a Purchase Order's Status is set to "Closed" it can be used regardless of whether it has expired or not.

Database Field:

ERPx_APPoHeader.ExpireDate

Group: 2

Payment Terms (Primary PO Vendor)

a single-select

lookup that defaults from the Payment Terms assigned to the selected Vendor on the Home tab. This is not required and is editable until the Purchase Order is Closed.

The lookup contains a blank value, the current assigned value, and a list of all the 'Active' Payment Terms.

Database Fields: ERPx_MFPaymentTerms.PaymentTermName, APPOHeader.PaymentTermSK

Discount Percent

This is a textbox that identifies the Discount percent associated with the Payment Terms, formatted to 5 decimal places. This is editable while the transaction is in a 'New' status and will be reset if the Payment Terms are changed. If the Payment Terms does not have a discount (e.g., "Net 30") this will default to 0.00000.

Note: If the transaction's 'Payment Terms' are changed, this value will be recalculated.

Database Fields: ERPx_MFPaymentTerms.DiscountPercent, APPOHeader.DiscountPercent

Discount Days

This is a numeric textbox that identifies the Discount Days associated with the Payment Terms.

This is editable and required if a Discount Percent is specified, if missing, the message "Discount Days is required" will be displayed on Save. The value must be >= 0 when specified.

Note: If the transaction's 'Payment Terms' are changed, this value will be recalculated.

Database Field:

APPOHeader.DiscountDays

Due Days

This is a numeric textbox that identifies the Due Days associated with the Payment Terms.

This is always required and must be >= 0 and >= 'Discount Days' value, if missing the message "Due Days is required" will be displayed on Save.

This is editable until the Purchase Order is Closed.

Image Modified

Note: If the transaction's 'Payment Terms' are changed, this value will be recalculated.

Database Field:

APPOHeader.DueDays

Group: 3

Transaction Class ID

not editable.

Database Field:

ERPx_APPoHeader.TransactionClassSK,

ERPx_APTransactionClass.

TransactionClassID

Vendor ID

'Vendor ID' field on the 'Properties' tab of the Vendor Record View,

for the Vendor assigned to the Purchase Order.

Database Fields: ERPx_APVendor.VendorID,

ERPx_APPoHeader.VendorSK

Currency

This is required and comes from the 'Currency' assigned on the 'Properties' tab of the Vendor Record View, for the Vendor assigned to the Purchase Order. This is not editable on the transaction.

Database Fields: ERPx_MFCurrency.CurrencyID, ERPx_APPoHeader.CurrencySK

Group: 4

Created By

This is a non-editable text box that is required.

Database Field: ERPx_APPoHeader.CreatedBy

Created

This is a system assigned value and is never editable by a user. This is a non-editable text box that is required.

Database Field: ERPx_APPoHeader.CreatedDate

Last Updated By

This is a non-editable text box that is required.

Database Field: ERPx_APPoHeader.LastUser

Last Updated

This is a non-editable text box that is required.

Database Field: ERPx_APPoHeader.LastUpdated

Transaction SK

Identifies the SK value of the Transaction. This is a non-editable text box that

is informational only.

Database Field:

ERPx_APPoHeader.POHeaderSK

Attributes

The Attributes displayed here are setup and assigned in the Attributes section of the Company module (

Company → Setup → Attributes → Sales Order).

Required

A non-

editable text box that shows whether the Attribute Value is required or not. If the Attribute Value is required, it will display "Yes". If it is optional, it will display as blank. This value is only editable from the 'Assign Attribute Rules' page (

Company → Setup → Attributes → AP Purchasing → Transactions hyperlink).

Value

This is always editable until the Purchase Order is Closed.

Add Item

Add Vendor Item

Column Filter Show/Hide

Excel

Group By Show/Hide

Item Notes

More Actions

• 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.

Quick Column Filter

Saved Layouts

Remove Items

Only line items, with an 'Line Source' of "Manual", that have not been invoiced or received can be removed. If a line item with a Line Source other than "Manual" is attempted to be removed, the message "Only lines with a Line Source of Manual can be removed." will be displayed. If a line item that has been Received or Invoiced is attempted to be removed, the

message “Purchase Order Lines that are assigned to transactions cannot be deleted. (Transaction #)” will be displayed.

Fields

Description

Checkbox

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

This is a single-select lookup that defaults as blank and is not required.

This is only editable for line items with an 'Item Type' of "Manual"

until the Purchase Order is 'Closed'.

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

This is a textbox that is required.

It defaults

from the Item Description of the corresponding Item ID and is not editable.

Users can update the Item Description of an item on the Item master file record.

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

This defaults from the Item Type assigned to the Item ID and is not editable.

Database Fields: ERPx_IMItemType.Description,

ERPx_IMItem.ItemTypeSK

Line Comment

This is a

textbox that defaults to blank and is never required. This is always editable, even after the Purchase Order is 'Closed' and if assigned, it must be <= 100 characters.

Image Modified

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

This is a textbox that defaults

to Item Description for the corresponding Item and is editable until the Purchase Order record is 'Closed'.

Image Modified

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:

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

2. Freight - Other:

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

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

Database Field:

ERPx_APPoLine.LineSourceEN

Line Vendor

This is

a single-select lookup that defaults as blank and is not required. This is only used for non-inventory type Items and line items that are being sourced from a different Vendor than is assigned on the

Purchase Order header.

This

is only editable for line items with an 'Item Type' of "Manual"

until the first AP Invoice, AP Credit Memo, or IM Receipt against the Purchase Order Item is Posted or

until the Purchase Order is 'Closed'.

This is disabled for all line items that are inventory type items.

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.

This is

an editable text box that defaults to the next available base-10 number. It is required, and is editable until the transaction is Approved, Posted, or Closed.

To re-sequence the line items, edit one or more lines with a new

positive number that would put the line item where you want it sorted, and click the Save button. On save, the line items will be resorted, and the Ln. values will be re-set to base-10 values.

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

It defaults as 0

and must be greater than or equal to 0. It

is formatted to the Item's 'Price Decimals'.

This is only editable for line items with an 'Item Type' of "Manual"

until the Purchase Order is 'Closed'.

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

textbox that is not required. This is only editable for some of the line items with an 'Item Type' of "Manual",

until the Purchase Order is 'Closed' and is editable based on:

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

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

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

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

   1. Defaults

1. 1. from the Fishermen, Tender, or

1. 1. Loans default "Settlement Accrual" account if one has been setup otherwise it defaults from the Fisherman Accounting

1. 1. Preferences default "Settlement Accrual" account.

   2. Edit is not allowed.

The Account can be easily updated using the quick replacement feature, for information on how this works please see this FAQ.

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

1. 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.”

Image Modified

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"

Image Modified

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

until the first AP Invoice, AP Credit Memo, or IM Receipt against the Purchase Order Item is Posted or

until the Purchase Order is 'Closed'.

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