This page lists each unique Purchase Order. The purpose of this page is to view, add, edit, remove, and close Purchase Orders.

This list view also contains columns for each Attribute that is set up for the 'AP Purchasing' attribute type. Because these are user defined, they are not included in the default view but can be added a saved layout. AP Purchasing attributes are not included in the help

Software Version: 2023.06.30 and newer

[ 1 Page Header ] [ 1.1 Related Topics ] [ 1.1.1 Page Definitions ] [ 1.1.2 Technical Details ]

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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.

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Status: A single-select lookup that defaults to "(No Change)". Assigns the selected Status to selected/filtered transactions when the 'Apply' icon is clicked. Options 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]

More Actions

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.
RV: Purchase Order - opens the Purchase Order Record View in a new tab.
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.” will be displayed.

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Fields

Description

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Amt. Ordered

Identifies the sum of the 'Amt. Ordered' of all the line items on the Purchase Order. This is a calculated field that is formatted to 2 decimal places.

Database Field: ERPx_APPoHeader.OrderedAmount

AP Amt. Fully Invoiced

Identifies whether the 'Amt. Ordered' for every Purchase Order item has been fully Invoiced. If the 'AP Amt. Remaining' for a Purchase Order item is <= 0, the item is considered "Fully Invoiced" in terms of Amount (cost). If all the Purchase Order items are "Fully Invoiced" in terms of their amounts, then this 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.

AP Amt. Posted

Identifies the sum of the extended amounts of all the line item that have been included on "Posted" AP Invoices and AP Credit Memos. This is a calculated field that is formatted to 2 decimal places.

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

Database Field: ERPx_APPoHeader.InvoicedAmount

AP Amt. Remaining

Identifies the sum of line item's 'AP Amt. Remaining' values. This is a calculated field and can only be changed by changing either the 'Qty Ordered' or the 'Price' of one or more line items on the Items Grid of the Purchase Order Record View or by entering and/or posting AP Invoices/Credit Memos that are linked to a PO line item. It is calculated as the sum of all line's [Amt. Ordered] - [AP Amt. Posted] - [AP Amt. Unposted] and is formatted to 2 decimal places.

This is a calculated field that is not stored in the database.

AP Amt. UnPosted

Identifies the sum of the extended amounts of all the line item that have been included on "UnPosted" AP Invoices and AP Credit Memos. This is a calculated field that is formatted to 2 decimal places and is not stored in the database.

When AP Invoices and/or Credit Memos, with line items that reference a Purchase Order are entered, but not posted, this value is updated.

AP Qty Fully Invoiced

Identifies whether the 'Qty Ordered' for every Purchase Order item has been fully Invoiced. If the 'AP Qty Remaining' for a Purchase Order item is <= 0, the item is considered "Fully Invoiced" in terms of quantity (units or weight). If all the Purchase Order items are "Fully Invoiced" in terms of their quantities, this will display as "Yes" otherwise it will be blank. This allows users to easily determine which PO's have quantities that have not yet been invoiced. This is a calculated field that is formatted to two decimal places and is not stored in the database.

AP Qty Posted

Identifies the sum of the quantities of all the line items that have been included on "Posted" AP Invoices and AP Credit Memos. This is a calculated field that is formatted to 2 decimal places.

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

Database Field: ERPx_APPoHeader.InvoicedQty

AP Qty Remaining

Identifies the sum of all the line items that has not yet been accounted for on an AP Invoice/Credit Memo. This is a calculated field and can only be changed by changing the 'Qty Ordered' of one or more line items on the Items Grid of the Purchase Order Record View or by entering and/or posting AP Invoices/Credit Memos that are linked to one or more PO line items. It is calculated as the sum of each line items [Qty Ordered] - [AP Qty Posted] - [AP Qty Unposted] and is formatted to the Item's 'Unit Decimals' or 'Weight Decimals' depending on the Item's UOM. This is formatted to two decimal places and is not stored in the database.

AP Qty UnPosted

Identifies the sum of the quantities of the line items that have been included on "UnPosted" AP Invoices and AP Credit Memos. This is a calculated field that is formatted to two decimal places and is not stored in the database..

When AP Invoices and/or Credit Memos, with line items that reference a Purchase Order are entered, but not posted, this value is updated.

AP vs IM Posted Qty

Identifies the difference between the quantities accounted for on "Posted" AP Invoices/Credit Memos and "Posted" Inventory Receipts for the line item. This is a calculated field that is formatted to two decimal places and is not stored in the database. It is calculated as [IM Qty Posted] - [AP Qty Posted].

A zero value means there is no difference between the sum of the line items quantities of "Posted" AP Invoices and "Posted" Inventory Receipts.
A positive value indicates more Qty has been received than has been paid for.
A negative value indicates more Qty has been paid for than has been received.

When AP Invoice, AP Credit Memo, and/or Inventory Receipt transactions with line items that reference a Purchase Order are posted, this value is updated.

Buyer

Identifies the person responsible for issuing the Purchase Order. This is not required and can be edited from the 'Buyer' field on the 'Home' tab of the Purchase Order Record View.

Database Field: ERPx_APPoHeader.Buyer

Comment

This is not required and can be edited from the 'Comment' field on the 'Home' tab of the Purchase Order Record View. This is always editable even after the Purchase Order is 'Closed'.

Database Field: ERPx_APPoHeader.Description

Created

This field is required but is not editable.

Database Field: ERPx_APPoHeader.CreatedDate

Created By

This field is required but is not editable.

Database Field: ERPx_APPoHeader.CreatedBy

Currency

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

Database Fields: ERPx_MFCurrency.CurrencyID, ERPx_APVendor.CurrencySK

Discount Percent

Identifies the Discount % associated with the Payment Terms of the Vendor. This is not editable on the transaction.

Database Fields: ERPx_MFPaymentTerms.DiscountPercent, APPOHeader.DiscountPercent

Expire By

This is required and can be edited from the 'Expire By' date field on the 'Home' tab of the Purchase Order Record View. This is editable until the Purchase Order is 'Closed'.

Database Field: ERPx_APPoHeader.ExpireDate

IM Qty Fully Received

Identifies whether the 'Qty Ordered' of all the Purchase Order items have been fully Received. If the 'IM Qty Remaining' for a Purchase Order item is <= 0, the item is considered "Fully Received" in terms of quantity (units or weight). If all the Purchase Order items are "Fully Received" in terms of their quantities, this will display as "Yes" otherwise it will be blank. This allows users to easily determine which PO's have quantities that have not yet been received. This is a calculated field and is not stored in the database.

IM Qty Posted

Identifies the sum of the line items that have been included on "Posted" IM Receipts. This is a calculated field that is formatted to two decimal places.

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 'IM Qty Posted' value is updated from posted AP Invoices and Credit Memos that reference the Purchase Order Item.

Database Field: ERPx_APPoHeader.ReceivedQty

IM Qty Remaining

Identifies the sum of the quantity of the line items that has not yet been accounted for on Invoice Receipts. This is a calculated field and can only be changed by changing the 'Qty Ordered' of one or more line items on the Items Grid of the Purchase Order Record View or by entering and/or posting Inventory Receipts that are linked to a PO line item. It is the sum of the line items [Qty Ordered] - [IM Qty Posted] - [IM Qty Unposted]. This is formatted to two decimal places.

This is a calculated field that is not stored in the database.

IM Qty Unposted

Identifies the sum of the line items that have been included on "UnPosted" IM Receipts. This is a calculated field that is formatted to two decimal places and is not stored in the database.

When IM Receipts, with line items that reference a Purchase Order are entered, but not posted, this value is updated.

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

Last Updated

This field is required.

Database Field: ERPx_APPoHeader.LastUpdated

Last Updated By

This field is required.

Database Field: ERPx_APPoHeader.LastUser

Ordered

This is required and can be edited from the 'Ordered' date field on the 'Home' tab of the Purchase Order Record View. This is editable until the Purchase Order is 'Closed'.

Database Field: ERPx_APPoHeader.PODate

Payment Terms

This is required and can be edited from the 'Payment Terms' field on the 'Properties' tab of the Purchase Order Record View. This 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

PO #

Clicking on this link opens the Purchase Order Record View for the selected record. This is required, and can be edited from the 'PO #' field on the 'Home' tab of the Purchase Order Record View. This is editable until the Purchase Order is 'Closed'.

Database Field: ERPx_APPoHeader.PurchaseOrderID

PO Type

Identifies whether or not more than one AP Invoice and/or Inventory Receipt can be recorded against the Purchase Order. This is editable until the Purchase Order is 'Closed' and the options include:

Single Invoice and Receipt: If this option is selected, the Purchase Order can only be assigned to a single AP Invoice and a single Inventory Receipt transaction.
Multiple Invoices and Receipts: If this option is selected, the Purchase Order can be assigned to multiple AP Invoices and multiple Inventory Receipt transactions. Purchase Orders set to this Type must be manually Closed.

This lookup contains all the values in the APPOType Enumeration Class.

Database Field: ERPx_APPoHeader.POTypeEN

Purchase Contact Name

Identifies the Vendor Contact for Purchases. This is not required and can be edited from the 'Purchase Contact Name' field on the 'Properties' tab of the Purchase Order Record View. This is always editable even after the Purchase Order is 'Closed'.

Database Field: ERPx_APPoHeader.PurchaseContactName

Qty Ordered

Identifies the sum of the 'Qty Ordered' of all the line items on the Purchase Order. This is a calculated field that is formatted to 2 decimal places. The 'Qty Ordered' can be 0.00 but it cannot be negative. This is editable until the Purchase Order is 'Closed'.

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_APPoHeader.OrderedQty

Receive By

Identifies the date the Purchase Order should be fully received. This is not required and can be edited from the 'Receive By' field on the 'Properties' tab of the Purchase Order Record View. This is editable until the Purchase Order is 'Closed'.

Database Field: ERPx_APPoHeader.ReceiveBy

Reference

This is not required and can be edited from the 'Reference' field on the 'Home' tab of the Purchase Order Record View. This is always editable even after the Purchase Order is 'Closed'.

Database Field: ERPx_APPoHeader.Reference

Requisition #

This is not required and can be edited from the 'Requisition' field on the 'Home' tab of the Purchase Order Record View. This is always editable until the Purchase Order is 'Closed'.

Database Field: ERPx_APPoHeader.Requisition

Ship Via

Identifies how the purchase will be shipped. This is not required and can be edited from the 'Ship Via' field on the 'Home' tab of the Purchase Order Record View. This is always editable even after the Purchase Order is 'Closed'.

Database Field: ERPx_APPoHeader.ShipVia

Site ID

This is not required and can be edited from the 'Site Name' field on the 'Home' tab of the Purchase Order Record View. This is always editable until the Purchase Order is 'Closed'.

Database Field: ERPx_MFSite.SiteID, ERPx_APPoHeader.SiteSK

Source Transaction

Displays the Transaction ID of the originating transaction that the Purchase Order was created from. This is not required and will only display a value for Freight Purchase Orders that are automatically created from Inventory Transfers and Sales Orders and Returns.

Database Field: ERPx_APPoHeader.SourceTransactionID

Status

This is required and is always editable.

The Statuses that apply to Purchase Orders in this list view include:

Closed Purchase Orders are only visible from the Purchase Order History and/or Purchase Order Item History inquiries.

Database Fields: ERPx_APPOStatus.StatusName, ERPx_APPoHeader.POStatusSK

Transaction Class ID

This is required and comes from the 'Transaction Class' on the 'Properties' tab of the Purchase Order Record View. This is not editable.

Database Fields: ERPx_APTransactionClass.TransactionClassDescription, ERPx_APPoHeader.TransactionClassSK

Vendor Class ID

This is required and comes from the 'Vendor Class' assigned to the 'Vendor' that is selected on the 'Home' tab of the Purchased Order Record View. Because this defaults from the Vendor it is not editable on the transaction.

Database Field: ERPx_APVendorClass.ClassDescription, ERPx_APPoHeader.VendorSK

Vendor ID

This is required and represents the ID of the 'Vendor' on the 'Home' tab of the Purchase Order Record View. This is only editable by changing the Vendor assigned to the transaction.

Database Fields: ERPx_APVendor.VendorID, ERPx_APPoHeader.VendorSK

Vendor Name

This is required and represents the name of the 'Vendor' on the 'Home' tab of the Purchase Order Record View. This is only editable by changing the Vendor assigned to the transaction.

Database Fields: ERPx_APVendor.VendorName, ERPx_APPoHeader.VendorSK

Purchase Orders List View

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