Purchase Order Maintenance

Menu Path: Purchasing $Images\bluerarw.gif$ Purchase Order Maintenance

Note You can only access Purchase Order Maintenance if the Can Enter/Update PO's check box is selected for your user ID in User Extended Options. If the check box is cleared, you can only access Purchase Order Inquiry.

Purpose

Create and maintain various types of purchase orders.

Overview

Use Purchase Order Maintenance to create standalone purchase orders, and edit, void, and copy existing purchase orders. You can also use it to edit purchase orders generated from other sources (for example, Min-Max Buying Recommendations, DRP, and Drop Ship and Special Order Create).

Changing the Status of Purchase Orders

You can use Purchase Order Maintenance to update a purchase order's status to Ordered for purchase orders generated in Min-Max Buying Recommendations or Drop Ship and Special Order Create.

To change the status for these orders:

Enter the order number in the Purchase Order # field.
Click the Edit button in the ribbon.
Select the Ordered check box.
Click the OK button in the ribbon. After the status is changed to Ordered, the on order inventory is updated and products can be received.

Note Products cannot be received for a purchase order that is finalized and has a status of Approved. You can receive in goods only after a purchase order has been ordered, and the purchase order status is Ordered.

Purchase Order Maintenance has the following tabs:

Tab	Purpose
Main	Enter information such as the supplier, type of order, shipping and billing locations, and the order required and shipping dates.
Items	Select items for the order. You may also assign additional charges specific to an item in this process.
Additional Charges	Add miscellaneous charges or discounts to the order.
Ship To	Enter or verify the ship-to address for an order. The ship-to address defaults to the address for the location prefix entered in the Ship to Location field on the Main tab. You can manually change the address or enter a supplier's address until the purchase order is received.
Bill To	Verify the bill-to address for an order, and enter contact information. The supplier's invoice is sent to this address. The bill-to address displayed on this tab is the address for the location prefix entered in the Bill to Location field on the Main tab. The bill-to address can be updated in Location Maintenance.
Ship From	Enter the address from which products for the purchase order are shipping. This defaults to the primary ship-from address of the supplier for the purchase order.
Relationships	View receipts, vouchers, and work orders associated with a purchase order so that you can track the progress of the order.
Shipments	View shipment and container information related to an order.
Other Information	This tab provides 20 user-defined fields for the purchase order. The label names and validations for these fields are set up in User Defined Fields Maintenance.

For information on purchase order classes, see Purchase Order Class Types FAQ.

For information on processing purchase order returns, see Processing Returns to Suppliers FAQ.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Purchase Order Maintenance window.
New	Click this button to create a new purchase order.
Edit	Click this button to edit the selected purchase order. If the order was previously ordered and you are not allowed to edit ordered purchase orders, PO Dates appears and only allows you to modify date and time data for the order.
Copy	Click this button to copy the selected purchase order to a new purchase order. All information from the original order is copied, including dates, so verify all information for the new purchase order before you click OK to save it. Note You cannot copy purchase orders that have a drop ship or transfer type purchase class.
Void	Click this button to void the selected purchase order. Note To void a blanket purchase order, first cancel all releases in Blanket Purchase Order Release Entry. After you void a purchase order, you cannot receive any more products for the purchase order. Everything that has been received can be reconciled in Voucher Entry regardless of whether the purchase order has been voided. Note Invoiced purchase orders and transfer type purchase orders cannot be voided. A voided purchase order will have one of these statuses: Voided - You have received in goods against this purchase order either in part or in full, but you can no longer receive in goods against this purchase order. You can perform accounts payable/purchase order reconciliation for the products that have already been received. Fully Voided - The purchase order has been voided in full. There are no receipts against this purchase order. You cannot receive against this purchase order or perform accounts payable/purchase order reconciliation.
Edit Items	Click this button to display PO Line Item Entry, which allows you to enter line items for the selected purchase order. This button is only available after you click the New, Edit, or Copy button in the ribbon.
Print	Click this button to display Purchase Order Print, which allows you to print the selected purchase order. This button is only available if you are viewing the latest revision of a purchase order. Note You can only print purchase orders that have been ordered unless your user ID has authorization to print unordered purchase orders. You cannot print a purchase order while you are creating or editing it.
Show Data	Click this button to refresh data if the Relationships or Shipments tab is displayed.
OK	Click this button to accept an action. This button is only available after you click the New, Edit, Copy, or Void button in the ribbon. Note If you edit the dates for a purchase order and date change reason codes are set up as required in Purchasing Control Maintenance, Date Change Reason Maintenance appears, and allows you to select a reason code for the date change.
Cancel	Click this button to cancel an action. This button is only available after you click the New, Edit, Copy, or Void button in the ribbon.
Labels	Click this button to display Receiving Labels Print, which allows you to generate receiving labels.
EDI	Click this button to create EDI 850 data to transmit to the trading partner. For information on setting up EDI for purchase orders, see EDI Purchase Order FAQ.
Users To Notify	Click this button to display Users To Notify, which allows you to select users to email when the product on the selected purchase order is received or when containers are created. Note If you want to notify people for specific line items only, click this button in PO Line Item Entry instead.
Additional Charges	Click this button to display Charge Entry, which allows you to view additional charges for a purchase order line item. This button is only available if the Items tab is displayed and you are not creating or editing the purchase order. The icon for this button includes a check mark if additional charges exist for the selected line item.
Accounts	Click this button to display PO Accounts, which allows you to view, enter, and edit general ledger accounts associated with the selected purchase order line item. This button is only available if you display the Items tab.
Blanket Release	Click this button to display Blanket Purchase Order Release Entry, which allows you to view, enter, edit, delete, and print blanket purchase order releases. This button is only available if the Items tab is displayed, and only enabled for blanket purchase orders. For more information on blanket orders, see Blanket Purchase Order Process Flow.
Line Item User Defined Fields	Click this button to display Line Item User Defined Fields, which allows you to view and enter data for user-defined fields associated with the selected line item. This button is only available if you click the Items tab.
Purchasing	Click this button to display User Extended Options, which allows you to set up purchase order options for your user ID.
Contacts	Click this button to display PO Supplier Contact, which allows you to view, create, and edit purchase order supplier contacts.
Supplier	Click this button to display Supplier Maintenance, which allows you to view, create, edit, and delete suppliers.
Audit Trail	Click this button to display PO Audit Detail, which allows you to view information about changes made to the selected purchase order.
Approval Detail	Click this button to display PO Authorization Detail, which allows you to view information about authorization for the selected purchase order.
Order	Click this button to display Order Edit, which allows you to view and update an order associated with the selected purchase order. Note If you are not authorized to use Order Edit, the Order Entry window appears instead, and allows you to view and update information for the associated order. If you are not authorized to use Order Edit or Order Entry, the Order Inquiry window appears instead, and allows you to view order information for the associated order.
Blanket Release (Inquiries)	Click this button to display Blanket Purchase Order Inquiry, which allows you to view detailed information for blanket purchase orders. This button is only available if you display the Items tab, and only enabled for blanket purchase orders.
View Date Change History	Click this button to display Purchasing Date Change Inquiry, which allows you to view date changes for the selected purchase order.
Production Monitoring Data Entry	If the icon for this button includes a check mark, a supplier production monitoring workflow exists for the purchase order. You can then click this button to display Monitoring Data Entry, which allows you to enter data for the workflow. If the icon for this button does not include a check mark, click this button to display Monitoring Data Entry Management, which allows you to manage workflows for supplier production monitoring data entry.
Drop Ship Confirm	Click this button to display Drop Ship Purchase Order Confirmation, which allows you to create confirmed pick demands and adjust inventory for sales orders associated with a selected drop-ship purchase order. This button is only available if you select a drop-ship purchase order and the Automatically Invoice Drop Ship Customers check box is cleared in Customer Service Control Maintenance.
Notes	Click this button to display Notes Entry, which allows you to view and enter notes for a selected purchase order or purchase order line item. Note After a purchase order is closed, you cannot edit notes for the order that were created before it was closed. However, you can create new notes.
Remarks	Click this button to display Remark Entry, which allows you to enter remarks for a selected purchase order or purchase order line item.
Attachments	Click this button to display Attachment Entry, which allows you to view and enter attachments for a selected purchase order. The icon for this button includes a check mark if attachments exist for the purchase order.
Re-Price PO	Click this button to recalculate line item prices for the selected purchase order. This button is only available if the Main tab is displayed, and is only enabled if you are editing a purchase order for which prices can be changed. Note Manually entered prices are not recalculated.
Quality Control Detail	Click this button to display Quality Control Detail Inquiry, which allows you to view defective product information for the purchase order. This button is only available if the Relationships tab is displayed. The icon for this button includes a check mark if defective products exist for the purchase order.

Main Tab Fields and Buttons

Field or Button	Description
Purchase Order #	Enter a purchase order number to view or edit the order, or click the Lookup button to select an order number. Note If you click the Lookup button, you cannot select a transfer order. To select a transfer order, click the Transfer button. If you are creating a new order, the purchase order number is assigned automatically, and contains the ship-to location prefix. To select an existing order quickly, you can enter the location prefix, followed by a period, then the number. Example To display order number CH000000056, type ch.56. The order information appears when you press the Tab key.
Transfer	Click this button to select a transfer order you want to view or edit. This button is disabled in New or Edit mode.
Amendment Code	This field displays the amendment code if you are using amendments.
Purchase Class	Enter the purchase class that defines the type of purchase order, or click the Lookup button to select a purchase class. You can set up a default purchase class for your user ID in User Extended Options. For information on setting up purchase classes, see Purchase Class Maintenance. Note This field is disabled if one or more line items is entered for the purchase order.
Type	This field displays the type for the purchase class entered in the Purchase Class field. The type is selected for the purchase class in Purchase Class Maintenance, and can be one of the following: Blanket Drop Ship Group Purchases Quote Requisition Returns Special Order Transfer
Supplier Code	Enter the supplier code for the supplier from which you are purchasing products, or click the Lookup button to select a supplier code. After you enter a supplier code, the supplier's defaults, such as currency, payment terms, and payment method, are entered in the appropriate fields. Note This field is disabled for a drop-ship purchase order if a voucher is created for it, and for a regular purchase order if it is marked as ordered.
Supplier Name	Enter the supplier name for the supplier from which you are purchasing products, or click the Lookup button to select a supplier name. After you enter a supplier name, the supplier's defaults, such as currency, payment terms, and payment method, are entered in the appropriate fields. Note This field is disabled for a drop-ship purchase order if a voucher is created for it, and for a regular purchase order if it is marked as ordered.
Payment Terms	Enter the payment terms for the order, or click the Lookup button to select the payment terms.
Payment Method	Enter the payment method that will be used to pay the supplier, or click the Lookup button to select a payment method.
Bill to Location	Enter the location prefix for the location to which the supplier's invoice will be sent, or click the Lookup button to select a location prefix. You can set up a default location for your user ID in User Extended Options.
Name (Bill-To Location)	Enter the location name for the location to which the supplier's invoice will be sent, or click the Lookup button to select a location name. You can set up a default location for your user ID in User Extended Options.
Ship to Location	Enter the location prefix for the location to which the supplier will ship the ordered goods. You can set up a default location for your user ID in User Extended Options. This location prefix is used as the prefix in the purchase order number. Note This field is disabled if one or more line items is entered for the purchase order.
Name (Ship-To Location)	Enter the location name for the location to which the supplier will ship the ordered goods. You can set up a default location for your user name in User Extended Options. Note This field is disabled if one or more line items is entered for the purchase order.
Project #	Enter the general ledger project number for the order if one is associated with the order, or click the Lookup button to select a project number. Projects are defined in Project Maintenance.
Requisition #	Enter a requisition number for the purchase order.
Shipper ID	Enter the shipper ID of the carrier that will deliver the ordered products to the ship-to location, or click the Lookup button to select a shipper ID. This defaults to the default shipper ID for the selected supplier. For information on setting up shipper ID's, see Shipper Maintenance. Note If you change the shipper entered in this field, it changes the shipper for all line items on the purchase order.
FOB	Enter an FOB, or click the Lookup button to select an FOB. This field defaults to the FOB entered in the Default FOB field for the selected supplier in Supplier Maintenance. For information on setting up FOB's, see Freight On Board Maintenance.
Currency	Click the Lookup button to select the currency for the purchase order.
Originating Country	This field displays the country from which products for the purchase order are shipped. This is the country entered in the Country field on the Ship From tab.
Buyer	Enter the user ID for the purchase order's buyer, or click the Lookup button to select a user ID. This field default's to the user ID of the person entering the purchase order.
Originator	Enter the user ID of the person from which the purchase order originated, or click the Lookup button to select a user ID.
Supplier's Confirming Order #	Enter a supplier’s confirming order number, if one is provided. This is an information-only field and is not used logically elsewhere in the software.
Sales Contract Code	Enter a sales contract code associated with the purchase order, or click the Lookup button to select a sales contract code. For information on setting up sales contracts, see Sales Contract Maintenance.
First Customer Code / Customer Code	This field displays the customer code of the customer for the sales order associated with the purchase order, or the first customer code if multiple customers are associated with the purchase order. This field is only available if the purchase order is associated with a drop-ship sales order.
Customer Name	This field displays the customer name of the customer for the sales order associated with the purchase order. This field is only available if the purchase order is associated with a drop-ship sales order.
Sales Order #	This field displays the sales order number associated with the purchase order. This field is only available if the purchase order is associated with a drop-ship sales order.
Default Exchange Rate	This field displays the default exchange rate for the purchase order.
Use Override Exchange Rate	Select this check box to override the exchange rate for the purchase order. This check box is only available if you are authorized to override the exchange rate, and if the purchase order currency is not the functional ledger currency.
Override Currency Exchange Rate	Enter the currency exchange rate to use for the purchase order. This rate is used for receiving and as a default for voucher entry. This field is only available if you select the Use Override Exchange Rate check box.
VAT Taxable	Select this check box if VAT is assessed for the purchase order. This check box is selected automatically if the ship-to location is in a country that is not VAT-exempt for the order's purchase class and the ship-to country is not VAT-exempt. Note You cannot change this setting after a line item or additional charge is entered for the purchase order. Note This check box is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
VAT Exempt Reason Code	If the purchase order is not VAT taxable, but is being shipped to a VAT-taxable country, enter a VAT exempt reason code to explain why the purchase order is exempt from VAT, or click the Lookup button to select a VAT exempt reason code. For information on setting up VAT exempt reason codes, see VAT Exempt Reason Maintenance. This field defaults from the purchase class if a VAT exempt reason code is set up for the country of the ship-to address. If that is not set up, it defaults from the country. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
VAT Supplier	If the purchase order is VAT taxable, enter the supplier code or name of the supplier collecting VAT for the order, or click one of the Lookup buttons to select the supplier code or name. These fields can default from several sources, using the following hierarchy: The purchase order supplier if the originating country is the same as the ship-to location The default VAT supplier from the purchase additional charge if it is entered The default VAT supplier from the supplier's ship-from address if it is entered The default VAT supplier from the purchase class if it is entered The default VAT supplier from the ship-to location if it is entered The default VAT supplier from the ship-to country if it is entered Note You can edit these fields until the purchase order has been vouchered. Note These fields are only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Purchase Date	Enter the date the purchase order is created, or click the drop-down arrow to select a date. During new order creation, this defaults to the current date.
Ship Date	Enter the date the products will ship from the supplier, or click the drop-down arrow to select a date. During new order creation, this defaults to the current date.
Required Date	Enter the date by which you want to receive goods in the ship-to location, or click the drop-down arrow to select a date. During new order creation, this defaults to the current date. If you need to inquire on a purchase order status based on the required date, you can select the Expedite check box, and then use Purchase Expedite Inquiry to view order status based on this date.
Delivery Date	Enter the date goods are to be delivered to the ship-to location, or click the drop-down arrow to select a date. This date is used to calculate a promise date during order entry, and to determine the delivery date for DRP. During new order creation, this defaults to the current date. This date is used as the default delivery date for line items entered on the purchase order. If you edit this date for a previously saved purchase order, all line items that have the same delivery date are also changed. Example You enter 10/11/2020 in this field for a new purchase order and create two line items. Both default to have a delivery date of 10/11/2020. You change the delivery date for the second line item to 10/12/2020, and save the order. You then edit the order and change the date in this field to 10/13/2020. When you save the order, the delivery date for the first line item is also changed to 10/13/2020, but the delivery date for the second line item is not changed.
Delivery Time	Enter the time of day that goods are to be delivered to the ship-to location, and click the Lookup button to select AM or PM.
Final Change Date	Enter the date of the last change that can be made to this purchase order, or click the drop-down arrow to select a date. You should not change an order after this date, unless you change this date. During new order creation, this defaults to the current date. A warning message appears when you change a purchase order after this date if the Warn If the Final Change Date Is Prior to Updated Date check box in Purchasing Control Maintenance is selected. The date in this field is also used for DRP. If you are using DRP, there is functionality that can assist in determining if there will be excess inventory during a given time period, e.g. the month of October. For example, circumstances may have changed: orders cancelled, forecasts changed, etc. If there is excess inventory in a given time period, the software can then, as part of its DRP algorithms and logic, determine if there are purchase orders that can be changed; perhaps production or shipment/delivery dates can be pushed out. It will exclude purchase orders for which the date entered in the Final Change Date field has passed. This could indicate that production is already done, the order is already on a container being shipped, etc. If this is the case, the software will not alert a user to review the purchase order and change it.
Voided on	This field displays the date that the purchase order was voided or is being voided. This field is only available if the purchase order was voided or you are currently voiding it.
Voided Reason	Click this button to display Voiding Reason, which allows you to enter the reason you are voiding an order, or view the reason an order was previously voided. This button is only available if the purchase order was voided or you are currently voiding it.
Purchase Order Status	This field displays the status of the purchase order in the order process flow. For more information, see Purchase Order Status.
Voucher Status	This field displays the status of the accounts payable voucher for the order. This field may display the following: Invoiced - A voucher was entered and reconciled against the purchase order in Voucher Entry. Fully Invoiced - All products and additional charges are reconciled against the purchase order.
EDI Transmission Status	This field displays the status of EDI transmission to the trading partner for the purchase order. It displays one of the following statuses: On Hold To Be Transmitted Transmitted This field is only available for a purchase order if the supplier is set up as an EDI trading partner and the EDI button in the ribbon has been clicked for the purchase order.
Rush	Select this check box to mark the order as a rush order, and if you want to be able to inquire about this order in Purchase Expedite Inquiry. Custom messages can be printed on a purchase order if this check box is selected.
Finalized	Select this check box to indicate that the purchase order is finalized. This check box is selected by default when you create a new purchase order. A finalized purchase order is considered to be a purchase order requisition, and the purchase order status is Approved. However, you cannot receive in goods when the purchase order is in this status. You must complete the purchase order transaction by ordering the purchase order before you can receive goods for the purchase order.
Ordered	Select this check box to order a purchase order that has not yet been ordered. This check box is only enabled when you edit a purchase order that was previously marked as finalized and saved. Products cannot be received until a purchase order is marked as ordered. If you create a new purchase order and approval is not required, a Question dialog box appears after you click OK, which asks if you would like to order the purchase order. If you click Yes in this dialog box, the purchase order is ordered and the Ordered check box is selected automatically. When a purchase order is ordered, the on order inventory is increased for the products on the purchase order. Note For blanket purchase orders, on order inventory is not increased. For more information, see Blanket Purchase Order Process Flow.
Expedite	Select this check box to mark the order as an expedited order, and if you want to be able to inquire about this order in Purchase Expedite Inquiry.
WMS Export Method	Click the Lookup button and select one of the following methods for exporting data for the purchase order to a WMS: API - Export purchase order data to a WMS using an API. No - Do not export purchase order data to a WMS. WMS - Export purchase order data to a WMS. This overrides the default settings for the location. This field is only available if the ship-to location for the purchase order uses a third-party WMS and users are allowed to change the export method for purchase orders in the location.
Printed	This check box is selected if the purchase order has been printed.
Times Printed	This field displays the number of times the purchase order has been printed.
First Printed by	This field displays the user ID for the first person who printed the purchase order.
First Printed Date	This field displays the date the purchase order was first printed.
First Printed Time	This field displays the time the purchase order was first printed.
Last Printed by	This field displays the user ID of the last person who printed the purchase order.
Last Printed Date	This field displays the date the purchase order was last printed.
Last Printed Time	This field displays the time the purchase order was last printed.

Items Tab Fields and Buttons

Field or Button	Description
Items	This grid displays information for line items on an order entered in PO Line Item Entry, including the net landed cost for the items. For more information, see Purchase Order Maintenance Items Grid Columns.
Lines Total	This field displays the total amount of the line items, including additional charges for line items with a PO supplier type.
Total Item VAT	This field displays the total VAT amount of the line items, including VAT amounts of additional charges for line items with a PO supplier type. For more information on additional charges, see Purchase Additional Charge Maintenance. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Lines Total W/VAT	This field displays the total amount of the line items, including additional charges for line items with a PO supplier type, and any VAT amounts for both. For more information on additional charges, see Purchase Additional Charge Maintenance. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Additional Charges	This field displays the total amount of additional charges for the order with a PO supplier type. These charges are entered on the Additional Charges tab. For more information on additional charges, see Purchase Additional Charge Maintenance.
Total Add Chrg VAT	This field displays the total VAT amount of additional charges for the order with a PO supplier type. For more information on additional charges, see Purchase Additional Charge Maintenance. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Additional Charges W/VAT	This field displays the total amount of additional charges for the order with a PO supplier type, including any VAT amount. For more information on additional charges, see Purchase Additional Charge Maintenance. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Other Charges	This field displays the total amount of additional charges for the order and line items with an Other or None supplier type. For more information on additional charges, see Purchase Additional Charge Maintenance. Note Other type charges for which the purchase order supplier is selected are not included in this amount.
Total Other Chrg VAT	This field displays the total VAT amount of additional charges for the order and line items with an Other or None supplier type. For more information on additional charges, see Purchase Additional Charge Maintenance. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Other Charges W/VAT	This field displays the total amount of additional charges for the order and line items with an Other or None supplier type, including any VAT amounts for both. For more information on additional charges, see Purchase Additional Charge Maintenance. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Supplier Total	This field displays the sum of the values in the Lines Total and Additional Charges fields, which is the total amount owed to the supplier.
VAT Total	This field displays the total VAT amount for the purchase order, which is the sum of the Total Item VAT, Total Add Chrg VAT, and Total Other Chrg VAT fields. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Grand Total	This field displays the total amount of all lines and additional charges, and is equal to the sum of the Lines Total, Additional Charges, and Other Charges fields.

Additional Charges Tab Fields and Buttons

Field or Button	Description
Charge Type	Enter the type of additional charge, or click the Lookup button to select an additional charge type. For information on setting up additional charge types, see Purchase Additional Charge Maintenance. If the Freight Free check box is selected, you cannot select freight charges for this field. Note For transfer purchase orders, you cannot enter an additional charge for which PO is selected for the Suppler Type option in Purchase Additional Charge Maintenance.
Currency	Click the Lookup button to select the currency for the additional charge. For additional charges set up with Other for the Supplier Type option, this defaults to the default currency for the supplier of the charge. Otherwise, it defaults to the currency entered in the Currency field on the Main tab.
Amount Type	These radio buttons indicate how the additional charge is calculated, and is based on how the additional charge is set up in Purchase Additional Charge Maintenance.
Effect on Order	Select whether the amount will be added to or subtracted from the order.
Amount/Percentage	Enter a monetary value or percentage of the additional charge. You can enter an amount, percentage, per unit charge, per unit weight charge, per receipt charge, first receipt charge, or total receipt charge based on how the additional charge is set up in Purchase Additional Charge Maintenance.
Freight Free	Select this check box if the purchase order is freight free. If this check box is selected, you cannot select freight charges for the Charge Type field. Note This check box does not indicate whether specific purchase order line items are freight free.
VAT Taxable	Select this check box if VAT is assessed for the additional charge. Note This check box is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance. This check box is only enabled for PO or Other supplier type purchase additional charges.
VAT Class Code	If the additional charge is VAT taxable, enter a VAT class code associated with the additional charge, or click the Lookup button to select a VAT class code. For information on setting up VAT class codes, see VAT Class Maintenance. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance. This field is only enabled if the VAT Taxable check box is selected.
VAT Amount	This field displays the VAT amount for the additional charge. This amount is calculated based on the current rate for the VAT class entered in the VAT Class Code field. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
VAT Exempt Reason Code	If the additional charge is not VAT taxable and the purchase order is being shipped to a VAT-taxable country, enter a VAT exempt reason code to explain why the additional charge is exempt from VAT, or click the Lookup button to select a VAT exempt reason code. For information on setting up VAT exempt reason codes, see VAT Exempt Reason Maintenance. This field defaults from several sources in the following hierarchy: Purchase Order Purchase additional charge Purchase class Default VAT exempt reason for the country from which the order is shipping Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance. This field is only enabled for PO or Other supplier type purchase additional charges, and is only enabled if the VAT Taxable check box is cleared.
VAT-Inclusive Amount	This field displays the sum of the additional charge amount and the VAT amount. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
VAT Supplier	If the additional charge is VAT taxable, enter the supplier code or name of the supplier collecting VAT for the additional charge, or click one of the Lookup buttons to select the supplier code or name. Note These fields are only available if Show is selected for the VAT Display Level field in Tax Control Maintenance. These fields are only enabled if the VAT Taxable check box is selected.
Supplier Code	Enter a supplier code (if applicable), or click the Lookup button to select a supplier code.
Supplier Name	Enter a supplier name (if applicable), or click the Lookup button to select a supplier name.
Comment	Enter a comment for the additional charge.
Enter	Click this button to add the additional charge to the order. After you add the charge, it displays in the Additional Charges grid.
Delete	Click this button to delete the additional charge selected in the Additional Charges grid.
Additional Charges	This grid displays all additional charges entered for an order. This grid includes the following columns: Type - This column displays the type for each additional charge. Revision - This column displays the revision for each additional charge. Supplier Code - This column displays the supplier code for each additional charge. Supplier Name - This column displays the supplier name for each additional charge. VAT Supplier Code - This column displays the VAT supplier code for each additional charge. This column is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance. VAT Supplier Name - This column displays the VAT supplier name for each additional charge. This column is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance. Amount (PO Curr) - This column displays the actual amount of each additional charge in the currency for the purchase order. Shipment # - This column displays the shipment number for each additional charge. PO Currency - This column displays the currency for the purchase order. Entered Currency Amount - This column displays the original amount of each additional charge in the currency for the additional charge. Amount Type - This column displays the calculation method for each additional charge. Entered Currency - This column displays the currency in which each additional charge is entered. VAT Rate - This column displays the VAT rate for each additional charge. This column is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance. VAT Amount (Entered Currency) - This column displays the VAT amount for each additional charge in the currency in which each additional charge is entered. This column is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance. VAT Class Code - This column displays the VAT class code for each additional charge. This column is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance. VAT-Inclusive Amount (PO Curr) - This column displays the amount of each additional charge including VAT in the currency for the purchase order. This column is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance. VAT-Inclusive Amount (Entered Currency) - This column displays the amount of each additional charge including VAT in the currency in which each additional charge is entered. This column is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance. VAT Amount (PO Curr) - This column displays the VAT amount for each additional charge in the currency for the purchase order. This column is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance. VAT Taxable - The check box in this column is selected for each additional charge for which VAT is assessed. This column is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance. VAT Exempt Reason Code - This column displays the VAT exempt reason code for each additional charge that is exempt from VAT. This column is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance. Unrounded VAT Amount (PO Curr) - This column displays the unrounded VAT amount for each additional charge in the currency for the purchase order. This column is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Lines Total	This field displays the total amount of the line items, including additional charges for line items with a PO supplier type. For more information on additional charges, see Purchase Additional Charge Maintenance.
Total Item VAT	This field displays the total VAT amount of the line items, including VAT amounts of additional charges for line items with a PO supplier type. For more information on additional charges, see Purchase Additional Charge Maintenance. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Lines Total W/VAT	This field displays the total amount of the line items, including additional charges for line items with a PO supplier type, and any VAT amounts for both. For more information on additional charges, see Purchase Additional Charge Maintenance. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Additional Charges	This field displays the total amount of additional charges for the order with a PO supplier type. For more information on additional charges, see Purchase Additional Charge Maintenance.
Total Add Chrg VAT	This field displays the total VAT amount of additional charges for the order with a PO supplier type. For more information on additional charges, see Purchase Additional Charge Maintenance. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Additional Charges W/VAT	This field displays the total amount of additional charges for the order with a PO supplier type, including any VAT amount. For more information on additional charges, see Purchase Additional Charge Maintenance. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Other Charges	This field displays the total amount of additional charges for the order and line items with an Other or None supplier type. For more information on additional charges, see Purchase Additional Charge Maintenance.
Total Other Chrg VAT	This field displays the total VAT amount of additional charges for the order and line items with an Other or None supplier type. For more information on additional charges, see Purchase Additional Charge Maintenance. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Other Charges W/VAT	This field displays the total amount of additional charges for the order and line items with an Other or None supplier type, including any VAT amounts for both. For more information on additional charges, see Purchase Additional Charge Maintenance. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Supplier Total	This field displays the total amount owed to the supplier for the purchase order.
VAT Total	This field displays the total VAT amount for the purchase order, which is the sum of the Total Item VAT, Total Add Chrg VAT, and Total Other Chrg VAT fields. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Grand Total	This field displays the total amount of all lines and additional charges, and is equal to the sum of the Lines Total W/VAT, Additional Charges W/VAT, and Other Charges W/VAT fields.

Ship To Tab Fields and Buttons

Field or Button	Description
Ship-To Supplier Name	Enter a supplier name if you want to ship to a supplier address, or click the Lookup button to select a supplier name. Sometimes you may want to select a supplier’s (consolidator or freight forwarder, for example) address as the initial ship-to destination (especially for blanket type orders). If you select a supplier, the supplier's address information is entered on the Ship To tab.
Name	Enter the ship-to address name. This field defaults to the address name for the ship-to location entered in the Ship to Location field on the Main tab.
Address 1	Enter the first line of the ship-to address. This field defaults to the first line of the address for the ship-to location entered in the Ship to Location field on the Main tab.
Address 2	Enter the second line of the ship-to address. This field defaults to the second line of the address for the ship-to location entered in the Ship to Location field on the Main tab.
Address 3	Enter the third line of the ship-to address. This field defaults to the third line of the address for the ship-to location entered in the Ship to Location field on the Main tab.
City	Enter the city of the ship-to address, or click the Lookup button to select a city. This field defaults to the city of the address for the ship-to location entered in the Ship to Location field on the Main tab.
State/Province	Enter the state or province of the ship-to address, or click the Lookup button to select a state or province. This field defaults to the state or province of the address for the ship-to location entered in the Ship to Location field on the Main tab.
Postal Code	Enter the postal code of the ship-to address, or click the Lookup button to select a postal code. This field defaults to the postal code of the address for the ship-to location entered in the Ship to Location field on the Main tab.
Country	Enter the country of the ship-to address, or click the Lookup button to select a country. This field defaults to the country of the address for the ship-to location entered in the Ship to Location field on the Main tab.
County	Enter the county of the ship-to address, or click the Lookup button to select a county. This field defaults to the county of the address for the ship-to location entered in the Ship to Location field on the Main tab.
Contact	Enter the contact name for the ship-to address.
Phone	Enter the phone number for the ship-to address.
Fax	Enter the fax number for the ship-to address.
Email	Enter the email address for the ship-to address.
Excise ID	Enter the excise ID for the ship-to address if the location is used as a tax warehouse for excise tax purposes. This defaults to the excise ID for the ship-to address (or the customer's ship-to address if the order is a drop-ship order).

Bill To Tab Fields and Buttons

Field or Button	Description
Name	This field displays the address name for the bill-to location entered in the Bill to Location field on the Main tab.
Address 1	This field displays the first line of the address for the bill-to location entered in the Bill to Location field on the Main tab.
Address 2	This field displays the second line of the address for the bill-to location entered in the Bill to Location field on the Main tab.
Address 3	This field displays the third line of the address for the bill-to location entered in the Bill to Location field on the Main tab.
City	This field displays the city of the address for the bill-to location entered in the Bill to Location field on the Main tab.
State/Province	This field displays the state or province of the address for the bill-to location entered in the Bill to Location field on the Main tab.
Postal Code	This field displays the postal code of the address for the bill-to location entered in the Bill to Location field on the Main tab.
Country	This field displays the country of the address for the bill-to location entered in the Bill to Location field on the Main tab.
County	This field displays the county of the address for the bill-to location entered in the Bill to Location field on the Main tab.
Contact	Enter the contact name for the bill-to address.
Phone	Enter the phone number for the bill-to address.
Fax	Enter the fax number for the bill-to address.
Email	Enter the email address for the bill-to address.
Importer of Record Number	Enter the C-TPAT importer of record number for the bill-to address.

Ship From Tab Fields and Buttons

Field or Button	Description
Name	Enter a ship-from address name for the purchase order's supplier, or click the Lookup button to select the ship-from address name. This field defaults to the primary ship-from address name of the supplier for the purchase order. The address can be changed on a purchase order until the purchase order is received completely. For information on creating ship-from addresses for a supplier, see Supplier Maintenance.
Address 1	Enter the first line of the ship-from address for the purchase order. This field defaults to the first line of the primary ship-from address of the supplier for the purchase order.
Address 2	Enter the second line of the ship-from address for the purchase order. This field defaults to the second line of the primary ship-from address of the supplier for the purchase order.
Address 3	Enter the third line of the ship-from address for the purchase order. This field defaults to the third line of the primary ship-from address of the supplier for the purchase order.
City	Enter the city of the ship-from address for the purchase order, or click the Lookup button to select a city. This field defaults to the city of the primary ship-from address of the supplier for the purchase order.
State/Province	Enter the state or province of the ship-from address for the purchase order, or click the Lookup button to select a state or province. This field defaults to the state or province of the primary ship-from address of the supplier for the purchase order.
Postal Code	Enter the postal code of the ship-from address for the purchase order, or click the Lookup button to select a postal code. This field defaults to the postal code of the primary ship-from address of the supplier for the purchase order.
Country	Enter the country of the ship-from address for the purchase order, or click the Lookup button to select a country. This field defaults to the country of the primary ship-from address of the supplier for the purchase order. If you change the country in this field for a previously ordered purchase order, the Question dialog box appears, and allows you to select whether to update harmonization charge data for the order. You can change the country for drop-ship purchase orders.
County	Enter the county of the ship-from address for the purchase order. This field defaults to the county of the primary ship-from address of the supplier for the purchase order.
Phone #	Enter the phone number for the ship-from address for the purchase order. This field defaults to the phone number of the primary ship-from address of the supplier for the purchase order.
Fax #	Enter the fax number for the ship-from address for the purchase order. This field defaults to the fax number of the primary ship-from address of the supplier for the purchase order.
Email	Enter the email address for the ship-from address for the purchase order. This field defaults to the email address of the primary ship-from address of the supplier for the purchase order.
Supplier VAT ID	Enter the supplier's tax identification number for VAT. Note This field is only available if Show is selected for the VAT Display Level field in Tax Control Maintenance.
Excise ID	Enter the excise tax ID for the supplier's ship-from address if the address is a tax warehouse. This default's from the supplier's ship-from address.

Relationships Tab Fields and Buttons

Field or Button	Description
Receipts	This grid displays all necessary information about receipts for the selected purchase order. Double-click a receipt to display PO Receipt Inquiry, which allows you to view detailed information for the receipt.
Vouchers	This grid displays all necessary information about vouchers for the selected purchase order. Double-click a voucher to display A/P Detail, which allows you to view detailed information for the voucher.
Work Orders	This grid displays all necessary information about work orders associated with the selected purchase order. Double-click a work order to display Work Order Maintenance, which allows you to view and edit information for the work order. If you are not authorized to use Work Order Maintenance, Work Order Inquiry appears instead, and allows you to view information for the work order.

Shipments Tab Fields and Buttons

Field or Button	Description
Shipments and Containers	This grid displays shipment and container information for the purchase order. Select a shipment or container to view information about the line items included in it in the PO Items grid. Double-click a shipment to display Shipment Management, which allows you to view and modify shipment information.
PO Items	This grid displays purchase order line items for the selected shipment or container in the Shipments and Containers grid.

Other Information Tab Fields and Buttons

Field or Button	Description
Purchase Order User Defined 1-20	Enter the appropriate information in these purchase order user-defined fields. The label names and validations for these fields are set up in User Defined Fields Maintenance.