More...Make the following menu selections to display these tabs:
eFinancials—Accounts Payable—Transactions—Purchase Order—(select a PO# or click Add Purchase Order) or
ePO—Purchase Order—(select a PO# or click Add Purchase Order)
There are three tabs for purchase orders: the General tab, the Shipping Information tab, and Authorization History tab.
Use the General Tab
to add or edit information for the purchase order or to adjust the default
allocations. What you see on the General tab depends on your setting for
the global policy, One
Allocation per PO line .More...
Note that here are two Fields Lists, as what appears on the General tab is different based on the policy.
Use the Shipping Information tab to add or edit information related to shipping the items on a purchase order.
Use the Authorization
History tab to view the authorization history of the purchase order.
Note that this tab only appears when authorization history exists. More...
Fields Lists
Notes
A red dot 
indicates a required field or
selection.
Display-only messages can appear below the fields. A sample message might be: This vendor does not have a W9 on file. Message display depends on selections made when setting up.
Add/Edit Purchase Orders Fields
Refer to the topic, Effect of Global Policies on Purchase Orders, for information about how the global policy One Allocation per PO Line affects whether fields for Warehouse Items appear in the tab.
Also, when the policy is turned off, then fields for UOM, Qty, and Unit Cost appear in the top of the screen under PO Order Lines, rather than in the bottom of the screen under Allocation Lines, as documented here.
General Tab Fields - One to Many Allocation
When the global policyOne Allocation per PO line is not checked (default), then the Purchase Order entry form can be seen as having these four sections:
PO #
The system-generated purchase order number. This number appears on lists and in reports. This field provides the default number on the Select POs for Invoice Tab, which displays during invoicing.
Vendor ID
The Vendor ID. Click the lookup 
to select or add another vendor from the Select Vendor
Tab.
The selected vendor's information appears in the Vendor Information boxes.
Status
The purchase order status. Select a status from the drop-down list. For more information, refer to Purchase Order Statuses. When adding, only certain statuses are possible.
Date
The default date for the of the purchase order. Click in the field to open an electronic calendar so that you can select a date.
This field provides the default date on the Select POs for Invoice Tab, which displays during invoicing.
Description
The description for the purchase order; for example, Office Supplies. This field provides the default description on the Select POs for Invoice Tab, which displays during invoicing.
Date Required
The date that you want the items on the purchase order to be delivered to you. Click in the field to open an electronic calendar so that you can select a date.
Job
The Job ID. Click the lookup to
select or add another Job ID from the Select Job Tab. The selected job's
name appears next to the field.
Taxable
Indicates whether tax is to be paid on the purchase order items. The default is unchecked. When the check box is checked, Tax Code and Tax Percent fields appear.
Submittals Required
Indicates whether a submittal is required.
Unchecked (default) = No, submittals are not required.
Checked = Yes, submittals are required.
Submittal Received
The date a submittal was received. Click in the field and an electronic calendar opens so that you can select a date.
Information for the selected vendor displays in the boxes.
Quantity
The quantity you are ordering. For example, if you were ordering 5 tablets, 4 boxes of pens, and 1 stapler, you would enter 5 for your first entry.
Description
The description of the item you are purchasing. A description defaults into the field from the line above, if there is one. Accept the default, or enter a new description, for example, enter Tablets for your first entry.
Tax Code
The Sales Tax Code applicable to the item, if
any. Click the lookup to select a Tax Code.
This field appears only if the Taxable check box is checked.
Tax Percent
The sales tax percentage applicable to the item, if any. This field defaults if you completed the tax amount on the General Tab when setting up the PropertyCompany.
Enter the percentage as a whole number without decimals. For example, enter 8 for 8% sales tax.
This field appears only if the Taxable check box is checked.
C/O
The Change Order associated with the item.
UOM
The unit of measure for the item you are ordering. For example, each if the tablets are sold individually.
Unit Cost
Enter the cost per item using the format 0000.00. For example, 1.95 for one tablet.
Refer to About Labor / Non-quantitative Items on a PO for additional information.
Extended Amount
The system-computed total cost of the item you are purchasing. The 5 tablets @ $1.95 each with 8% sales tax cost $10.53.
Delete Button
Click the Delete icon
to delete a purchase order line item. Note that you are
deleting one line item and not the entire purchase order.
Allocation selection
Use to apply an allocation that was set up during Allocations Setup.
Allocation ID
This field defaults to blank or to an allocation that is based on selections made on the Allocation tab during Allocations Setup.
If the allocation defaults and is correct, select the Allocate button to apply the allocation. Fields on the Allocation Tab default based on the allocations setup.
If the field is blank, no default allocation has
been set up. You can click the lookup icon to select an
allocation to apply. You can also enter allocations information in the
next few fields.
Allocate Button
Click to apply allocations.
Allocation lines
Line sequence number
The system-generated line number for the allocation detail lines.
Property IDCompany ID
The PropertyCompany
ID. Click the Lookup icon to display the
Warehouse ID
The Warehouse ID. Click the Lookup icon to display the Select Warehouse Item pop-up and select a Warehouse ID / Item ID combination.
Item ID
The Item ID. Click the Lookup icon to display the Select Warehouse Item pop-up and select a Warehouse ID / Item ID combination.
Item Description
A description of the Warehouse Item, which defaults into the field when the Warehouse ID / Item ID is selected. This field is editable.
Job
The Job ID. Click the Lookup icon to display the Select Job pop-up and select a Job ID.
Phase
The Phase for the allocation detail. Click in the field and type the phase.
Cost
The Cost ID for the allocation detail. Click in the field and type the Cost ID.
Cost Type
The Cost Activity Type for the allocation detail.
Click the Lookup icon to display the Cost Activity Type
pop-up and make a selection. Cost Activity Type is set up in Job
Cost Setup.
UOM
The unit of measure for the invoice appears based on what you entered when the estimate was set up. This field only appears if the global policy for Invoices, Use Qty and UOM in Invoice Entry, is selected.
Quantity
Enter a quantity for the PO. This field only appears if the global policy for Invoices, Use Qty and UOM in Invoice Entry, is selected.
Unit Cost
Enter a unit cost value for the line.
Expense
The Expense Code for the allocation detail. Click
the Lookup icon to display the Select
Expense Code Tab
and select an expense code for the allocation. The cost of this item will
be allocated to this account.
Acctg Date
This field defaults to the PO date. Accept the default date, or enter another accounting date using the format mm/dd/yyyy. Or use the Calendar Button to select a date.
This date is the date of record for the purchase order and it is used to determine the period in which posting occurs. The date is affected by the following global policy, which appears on the PO Tab: Rollover open PO to new Period. Based on the selection made for that policy, the system can automatically update this date as part of the accounts payable period close.
Description
Type the description for the allocation line item or click the Lookup
icon to display the Select
Standard Text pop-up and select Standard Text to use for the description.
This field may be automatically populated with a default value based on the Default value for allocation line description policy on the PO global policies tab. If so, you can keep the default value or type another description. The global policy options are:
None
If this option is selected, you must type a description for each allocation line item.
Expense Code Description
If this option is selected, the system automatically populates the Description field for each allocation line item with the associated expense code description during PO Entry. The value is populated when you type or select the Expense Code for the allocation line item.
Line Item Description
If this option is selected, the system automatically populates the Description field for each allocation line item with the PO Description during PO Entry. The value is populated when you tab through the Allocation drop-down list.
Prior line description
If this option is selected, the system automatically populates the Description field for each allocation line item with the description from the previous allocation line item. The value is populated when you tab through the Description field for each allocation line item.
Amount
The amount being allocated to the expense code. Accept the system-computed amount, or enter another amount.
If the amount entered is less than the total amount of the Purchase Order, a new detail line will automatically be created, and the new amount will show the remainder of the invoice total.
Buyout Amount
The buyout amount. This amount updates the Buyout field in Job Cost.
More Information (icon)
Click the icon 
to open the More
Information pop-up. You can add or edit the fields Building
or Unit; you can also add or
edit freeform notes in the Notes
box.
The Building and Unit fields appear only when the setup GL Accounts Track Units? option is turned on.
If there is a check mark on the icon 
, this indicates that there is information saved. Rest the
cursor over the icon and the tool tip reads More
Information Available. Click the icon to open the pop-up.
Note that there is a global policy on the Other tab that determines whether the Bldg/Unit information is to be validated. If the policy is on, then if both fields are entered the unit must exist in the building specified.
Budget (icon)
Click the Budget icon 
to display
the budget pop-up and check the affect of the purchase order
on the budget. This button displays only when you select the option Show budget graph during PO and Invoice processing
on the user policy Other Tab.
It is also affected by the global policy, Journal Entries affect the budget, on the global policies Budgets Tab.
Delete (icon)
Click the Delete icon
to delete an allocation. Note that you are deleting one
allocation and not the entire purchase order.
Allocated Total
The system-computed total of the allocation.
Below the lines
Subtotal
The system-computer subtotal for the purchase order, not including tax.
Tax
The system-computed amount for tax on the purchase order.
Total
The system-computer total for the purchase order, which equals Subtotal + Tax.
Click to print a .pdf copy the purchase order.
Save
Click to save changes.
Refer to Procedures for additional information.
General Tab Fields - One to One Allocation
When the global policyOne Allocation per PO line is checked, then the Purchase Order entry form can be seen as having these four sections:
PO #
The system-generated purchase order number. This number appears on lists and in reports. This field provides the default number on the Select POs for Invoice Tab, which displays during invoicing.
Vendor ID
The Vendor ID. Click the lookup to select or add another vendor from the Select Vendor
Tab.
The selected vendor's information appears in the Vendor Information boxes.
Status
The purchase order status. Select a status from the drop-down list. For more information, refer to Purchase Order Statuses. When adding, only certain statuses are possible.
Date
The default date for the of the purchase order. Click in the field to open an electronic calendar so that you can select a date.
This field provides the default date on the Select POs for Invoice Tab, which displays during invoicing.
Description
The description for the purchase order; for example, Office Supplies. This field provides the default description on the Select POs for Invoice Tab, which displays during invoicing.
Date Required
The date that you want the items on the purchase order to be delivered to you. Click in the field to open an electronic calendar so that you can select a date.
Job
The Job ID. Click the lookup to
select or add another Job ID from the Select Job Tab. The selected job's
name appears next to the field.
Taxable
Indicates whether tax is to be paid on the purchase order items. The default is unchecked. When the check box is checked, Tax Code and Tax Percent fields appear.
Submittals Required
Indicates whether a submittal is required.
Unchecked (default) = No, submittals are not required.
Checked = Yes, submittals are required.
Submittal Received
The date a submittal was received. Click in the field and an electronic calendar opens so that you can select a date.
Address information for the selected vendor displays in the boxes.
Use to apply an allocation that was set up during Allocations Setup.
Amount to Allocate
The amount to allocate to the line at the bottom of the page. This field only appears when the global policyOne Allocation per PO line is checked.
Allocation ID
This field defaults to blank or to an allocation that is based on selections made on the Allocation tab during Allocations Setup.
If the allocation defaults and is correct, select the Allocate button to apply the allocation. Fields on the Allocation Tab default based on the allocations setup.
If the field is blank, no default allocation has
been set up. You can click the lookup icon to select an
allocation to apply. You can also enter allocations information in the
next few fields.
Allocate (button)
Click to apply allocations.
Purchase Order/Allocation Lines (combined)
Line sequence number
The system-generated line number for the allocation detail lines.
Property IDCompany ID
The PropertyCompany
ID. Click the Lookup icon to display the
Warehouse ID
The Warehouse ID. Click the Lookup icon to display the Select Warehouse Item pop-up and select a Warehouse ID / Item ID combination.
Item ID
The Item ID. Click the Lookup icon to display the Select Warehouse Item pop-up and select a Warehouse ID / Item ID combination.
Item Description
A description of the Warehouse Item, which defaults into the field when the Warehouse ID / Item ID is selected. This field is editable.
Job
The Job ID. Click the Lookup icon to display the Select Job pop-up and select a Job ID.
Phase
The Phase for the allocation detail. Click in the field and type the phase.
Cost
The Cost ID for the allocation detail. Click in the field and type the Cost ID.
Cost Type
The Cost Activity Type for the allocation detail.
Click the Lookup icon to display the Cost Activity Type
pop-up and make a selection. Cost Activity Type is set up in Job
Cost Setup.
Tax Code
The Sales Tax Code applicable to the item, if
any. Click the lookup to select a Tax Code.
This field appears only if the Taxable check box is checked.
Tax Percent
The sales tax percentage applicable to the item, if any. This field defaults if you completed the tax amount on the General Tab when setting up the PropertyCompany.
Enter the percentage as a whole number without decimals. For example, enter 8 for 8% sales tax.
This field appears only if the Taxable check box is checked.
C/O
The Change Order associated with the item.
UOM
The unit of measure for the item you are ordering. For example, each if the tablets are sold individually.
Quantity
The quantity you are ordering. For example, if you were ordering 5 tablets, 4 boxes of pens, and 1 stapler, you would enter 5 for your first entry.
Unit Cost
Enter the cost per item using the format 0000.00. For example, 1.95 for one tablet.
Refer to About Labor / Non-quantitative Items on a PO for additional information.
Expense
The Expense Code for the allocation detail. Click
the Lookup icon to display the Select
Expense Code Tab
and select an expense code for the allocation. The cost of this item will
be allocated to this account.
Acctg Date
This field defaults to the PO date. Accept the default date, or enter another accounting date using the format mm/dd/yyyy. Or use the Calendar Button to select a date.
This date is the date of record for the purchase order and it is used to determine the period in which posting occurs. The date is affected by the following global policy, which appears on the PO Tab: Rollover open PO to new Period. Based on the selection made for that policy, the system can automatically update this date as part of the accounts payable period close.
Description
Type the description for the allocation line item or click the Lookup
icon to display the Select
Standard Text pop-up and select Standard Text to use for the description.
This field may be automatically populated with a default value based on the Default value for allocation line description policy on the PO global policies tab. If so, you can keep the default value or type another description.
Note
A description may default into the field from the line above, if there is one. Accept the default, or enter a new description, for example, enter Tablets for your first entry.
The global policy options are:
None
If this option is selected, you must type a description for each allocation line item.
Expense Code Description
If this option is selected, the system automatically populates the Description field for each allocation line item with the associated expense code description during PO Entry. The value is populated when you type or select the Expense Code for the allocation line item.
Line Item Description
If this option is selected, the system automatically populates the Description field for each allocation line item with the PO Description during PO Entry. The value is populated when you tab through the Allocation drop-down list.
Prior line description
If this option is selected, the system automatically populates the Description field for each allocation line item with the description from the previous allocation line item. The value is populated when you tab through the Description field for each allocation line item.
Amount
The amount being allocated to the expense code. Accept the system-computed amount, or enter another amount.
If the amount entered is less than the total amount of the Purchase Order, a new detail line will automatically be created, and the new amount will show the remainder of the invoice total.
Buyout Amount
The buyout amount. This amount updates the Buyout field in Job Cost.
More Information (icon)
Click
the notes icon to open the More Information pop-up. You
can add or edit the fields Building
or Unit; you can also add freeform
notes in the Notes box.
The Building and Unit fields appear only when the setup GL Accounts Track Units? option is turned on.
If there is a check mark on the icon , this indicates that there is information saved. Rest the
cursor over the icon and the tool tip reads More
Information Available. Click the icon to open the pop-up.
NOTE that there is a global policy on the Other tab that determines whether the Bldg/Unit information is to be validated. If the policy is on, then if both fields are entered the unit must exist in the building specified.
Budget (icon)
Click the Budget icon to display
the budget pop-up and check the affect of the purchase order
on the budget. This button displays only when you select the option Show budget graph during PO and Invoice processing
on the user policy Other Tab.
It is also affected by the global policy, Journal Entries affect the budget, on the global policies Budgets Tab.
Delete (icon)
Click the Delete icon
to delete a line. Note that you are deleting one line
and not the entire purchase order.
Below the lines
Subtotal
The system-computer subtotal for the purchase order, not including tax.
Tax
The system-computed amount for tax on the purchase order.
Total
The system-computer total for the purchase order, which equals Subtotal + Tax.
Click to print a .pdf copy the purchase order.
Save
Click to save changes.
Refer to Procedures for additional information.
Shipping
Information Tab Fields
Note
Refer to Procedures for additional information.
PO
The system-generated purchase order number. This number appears on lists and in reports. This field provides the default number on the Select POs for Invoice Tab, which displays during invoicing.
Vendor
The read-only Vendor ID and name, as selected for the Vendor field on the General tab.
Ship To Address
The complete ship-to address. You may use up to three lines for the address.
Zip/City/State
The city, state, and zip code associated with the ship to address.
Country
The country associated with the PropertyCompany address.
Shipping Instructions
The shipping instructions for the purchase order. Click in the field and type shipping instructions or click the Lookup
icon to display the Select
Standard Text pop-up and select Standard Text to use for the shipping instructions.
Buyer
The name of the buyer for the purchase order.
Confirming PO (check box)
Indicates whether this purchase order is a confirmation of an order placed by phone.
Unchecked (default) = No, not a confirmation.
Checked = Yes, a confirmation.
Right Top
Confirming To
Where the purchase order confirmation is to be sent. For example:
Value = 01, Description = Project Manager
Value = 02 = Description = Vendor
Click the Lookup icon to display
the Select Confirming To pop-up and select or add a value. Values are
set up in Job Cost Setup.
Freight on Board (F.O.B.)
The location where the purchaser becomes responsible for the goods being shipped. For example:
Value = Drop, Description = Drop Ship
Click the Lookup icon to display
the Select F.O.B. pop-up and select or add a value. Values are set up
in Job Cost Setup.
Freight
The terms for payment of freight (shipping) charges. For example:
Value = Freight, Description = Freight
Click the Lookup icon to display
the Select Freight pop-up and select or add a value. Values are set up
in Job Cost Setup.
Ship Via
The name of the company that will deliver the order. For Example:
Value = FedEx A, Description = Federal Express Air
Value = Fedex G, Description = Federal Express Ground
Click the Lookup icon to display
the Select Ship Via pop-up and select or add a value. Values are set up
in Job Cost Setup.
Terms
The freight terms for payment of shipping charges. For example:
Value = N30, Description = Net 30
Value = 10N30, Description = 10% Net 30
Click the Lookup icon to display
the Select Terms pop-up and select or add a value. Values are set up in
Job Cost Setup.
Vendor Acknowledgment
Required (check box)
Indicates whether vendor acknowledgment is required for this purchase order.
Unchecked (default) = No, not a confirmation.
Checked = Yes, a confirmation.
Date Received
The vendor acknowledgment date for the purchase order. Click in the field to open an electronic calendar so that you can select a date.
Save button
Click to save changes.
Authorization History Fields
This information is display-only.
Note
Refer to Procedures for additional information.
PO
The purchase order number.
Vendor
The Vendor ID and Vendor Name.
PO Authorization
Purchase order authorization information, as entered by the approver of the purchase order.
User Fields Tab
Use the User Fields Tab to enter additional information about the purchase order.
Receive Purchase Orders Fields
Note
Filter Buttons
in column headers provide a way to change (filter) what
appears in the grid.
Column titles provide a way to sort the grid to more easily find what you are looking for. For more information on sorting, see To Sort a List in a Grid.
PO #
The read-only purchase order number. This number appears on lists and in reports. This field provides the default number on the Select POs for Invoice Tab, which displays during invoicing.
PO Date
The read-only date for the of the purchase order.
Description
The read-only description for the purchase order.
Vendor ID
The read-only Vendor ID and name.
Grid Header
Date Received
The date the purchase order was received. The date defaults to the login date. Click in the field to open an electronic calendar so that you can select a date.
Comment
Comments related to the receiving of the purchase order (optional). Click in the field to type comments.
Grid
Note
Job fields only display in the grid if the company is using Track Jobs and the global policy One Allocation per PO line is selected and are marked in the grid with an asterisk ( * ).
Line
The line sequence number for the line item that was ordered.
PropertyCompany ID *
The PropertyCompany identification associated with the item that was ordered.
Job *
The job identification associated with the item that was ordered.
Job Name *
The job name associated with the item that was ordered.
Phase *
The job phase associated with the item that was ordered.
Cost *
The job cost identification associated with the item that was ordered.
Cost Type *
The job cost type associated with the item that was ordered.
UOM
The unit of measure for the item that was ordered. Read only.
Description
The description of the item that was ordered. Read only.
Quantity
The quantity of the item that was ordered. Read only.
QTY Remaining
The quantity of the item that has not been received and so it remaining to be received. Read only.
Qty Received
The quantity that is being received using this form. Enter the quantity received in this field.
Pagination controls
Use pagination controls to go to another page of data.
Reset (button)
Click to reset the quantity back to the original number.
Save (button)
Click to save changes.
Procedures
To View Documents for a Purchase Order
To view documents for a Purchase Order, follow the procedures in this topic: Documents Tab.
for the purchase order you want to print. A printable
copy of the purchase order appears in .PDF format.
Note
For purchase orders that are over budget, the PDF version of the purchase order includes a "Pending Approval" watermark.
for
the purchase order you want to perform receiving for. The Receive Purchase
Order page opens.
for
the purchase order you want to void. On the Purchase Orders tab, the purchase
order status is updated to
Void. Only the Delete icon remains on the grid for the
purchase order. for the line item detail you want to delete. The
system deletes the line item detail immediately.
Note
You cannot delete a PO that has invoices or payments associated with it in the system. The Delete button is available only when the PO status is Pending, Revised, Open, or Backorder, and when no invoices or payments are associated with the PO.
for the purchase order you want to delete.Additional Information
About
Labor/ Non-quantitative Items on a PO
Purchase Orders allows the entry of a zero dollar line with an Amount/Extended Amount. This would be used in a situation where the line is for something that is not quantitative, for example hours (labor). In this case, the quantity entered as zero is treated like a quantity of 1 for the calculation but stored as 0.
This means that the Unit Cost must be entered for the value you want in the Amount / ExtendedAmount fields.
Effect of Global Policies on Purchase Orders
Effect of Policy Group Settings on Purchase Orders
See Also
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