PURCHASE ORDERS – PO ENTRY / EDIT SCREEN

Update 22 Init 21

 

1.0    This screen is used to enter and edit Purchase Orders..

 

2.0    Fields

1.1        Query Drop Down and Query Field.   The drop down at the top of the screen allows you to search for POs in various statuses.  For some of the queries, a value in the Query Field (the field to the right of the drop down) will be required.  After making a selection from the drop-down and entering a value in the field (if necessary), click the Search button and a list of POs meeting the criteria will be displayed.   Double click on the one of the POs and will be brought up on the screen for editing or review.

 

1.1.1        The Query List will be sorted based on the System Setting POs: Query Search Results Sorting.

 

1.2        PO #.  This is the PO # which is a unique number within Coreflex.  It is generated automatically when Create New Button is clicked.

1.3        Status.  The Status of the PO.  This screen processes New and Awaiting Receipt statuses.

1.4        Vendor #.  The vendor being ordered from.  Use the Setup Vendors screen to add or update Vendors in Coreflex.

1.5        Reference #.  Vendors Reference # for this PO. 

1.5.1        The prompt name can be changed using the system setting POs: Reference Field Name

1.6        User Field1.  Typically this field would hold the Container # of the items being delivered.

1.6.1        The prompt name can be changed using the system setting POs: User Defined Field 1 Name.

1.7        Priority.  Priority of this PO.

1.8        Ship Method.  Method of shipment of the goods to the warehouse.

1.9        PO Date.  Entry or issue date of the PO.

1.10    Carton Qty.  Number of total Cartons Expected to be received.

1.11    Ref 2.  Alternate Reference or descriptive # for the shipment.

1.11.1    The prompt name can be changed using the system setting POs: Reference Field 2 Name.

1.12    User Fields 2-5.  Additional Information fields.

1.12.1    The prompt names can be changed using the system setting POs: User Defined Field 2-5 Name.

1.13    ETA.  The expected delivery date of the goods to the warehouse.

1.14    Comments.  PO Comment.

1.15    Cncl Reason.  When Pos are Cancelled, a reason is collected from the user.  This Cancel Reason is displayed here for Cancelled Pos only.

1.16    Productid.  The Coreflex Productid being ordered.

1.17    Cost.  Unit cost of item being ordered.

1.18    Qty.  Qty of the item being ordered.

1.19    UOM.  Unit of Measure for the item being ordered.

 

2.0    Buttons

2.1        Search.  Searches the POs using the Query Drop-Down and Query Field at the top of the screen.  Double click on a PO in the resulting list to review or edit it on this screen.

2.2        Create New.  Clears the screen and generates a blank PO with a status of New and a unique PO Number.  The format of the number is controlled through System Settings:

2.2.1        POs: PO Date Prefix – used to prefix the PO with a date

2.2.2        POs: PO Prefix - used to prefix the PO with an alpha-numeric character or string.

2.2.3        Pos: PO Precision – Determines how many digits to keep to the right of the Prefixes

2.2.4        The default number has a date prefix using the year-month-day plus a 23 digit counter.

2.3        Save.  Saves all information entered in fields above the items list.  Always click this button after editing header fields before adding or updating items.

2.4        Entry Complete.  Click this after all the items have been added to the PO.  The PO will go to a status of Awaiting Receipt.

2.5      Scan Items.  Click this when the po items are to be added using the PO Scan Receiving screen. This requires Feature ASN/PO Scan Receiving. The PO will go to a status of In Scanning and can be brought up on the PO Scanning screen.

2.6        Edit.  Changed the status of the PO from Awaiting Receipt back to New.  This allows editing of the PO Items.

2.7        Print.  Prints the Purchase Order.

2.6.1        By default, the button will print the format in the system setting Printers: Purchase Order Format which can be overridden by the Printers: Purchase Order Template setting

2.6.2        The user can select from a list of print format by changing the setting Pos: Manually Select Print Format to Yes.  The formats suggested may be changed using the system settings Printers:  Po Format 1 Form thru Po Format 5 Form and Printers:  Po Format 1 Name thru Po Format 5 Name.

2.8        Hold.   Clicking this button will change the PO status to Order Held.  A reason will be requested and the reason will be added to the PO Comment.

2.9        Release.  This button is only available if the PO is in an Order Held status.  Clicking this button will change the PO status to New.  A reason will be requested and the reason will be added to the PO Comment Cancel.

2.10    Cancel.  Sets the PO to a Cancelled Status after collecting a Cancel Reason.  No changes to the inventory will result from this, even if some items have been received on the Purchase Order.

2.11    Create/Assign Bins.  Pops up a screen which will automatically assign and/or create bins for the products on the PO. 

2.12    Totals.  Pops up a screen which will show the order lines and totals.

2.13    View Details.  Pops up the View Order Screen which displays more details regarding the PO Items

2.14 More.  Displays the PO Data screen which allows the entry of Addresses, Bill Category, and Charge Codes to the PO. 

2.15    Add Item.  Click this button after you have entered a productid, qty, cost and uom for a product to add it as a line on the Purchase Order.  Clicking enter on the UOM field “clicks” this button and adds the line automatically.

2.16    Update Item.  This accepts new values for the Productid, Qty, Cost, and UOM of the highlighted PO Line.

2.17    Cancel Item.  Sets the PO line to a cancelled status.

2.18    Update Desc.  This allows you to change the description of an item on the PO Line.  This will not change the description stored in the product master.  There are system settings which work with this button:

2.18.1    POs:  Allow Description Edit (Type).  Determines what type of products (as set in the products Item Code) can have their Descriptions Edited.  Defaults to Notes Only.

2.18.2    POs:  Allow Description Edit (Status).  Determines what status the PO Line must be in to be edited.  Defaults to In Entry.

2.19    Change Location.  Pops up a dialog which allows the destination location for the PO Items on the highlighted line to be changed.  Optionally, the destination location for all lines can be changed.

2.20    Select Products.  Pops up the Search Products dialog which allows you to search for products using productid, description, category fields, and various inventory queries to add to the Purchase Order.