Editing a purchase order

To edit a purchase order:

1. Select Ordering>Purchase Orders. A list of purchase orders appears. Highlight the purchase order you want to edit.

   Is the list too long? You can filter the list with the Filter and Contains fields up above. More info... You can also sort the list by any column. More info..

   Also,

   If you have a multi-warehouse operation, make sure you have selected the correct warehouse from the Warehouse drop-down up above.

2. Select Edit up above. The purchase order displays. General purchase order information is up above and a list of purchase order items is below.
3. Edit the fields as necessary. For information about specific fields, see Purchase order field descriptions.
   General Purchase Order Information (In the top section of the screen)
   PO Date	The date of record for the purchase order. Requires proper formatting (mm/dd/yyyy).
   Partial Receipt Allowed	Whether you allow part of the purchase order to be received. If this box is not checked, the purchase order must be received in its entirety or not at all.
   Ordered by	The person who placed the order.
   Due Date	The date the purchase order is due.
   Dept #	The department number or the department within your operation that is the recipient of the goods on the purchase order.
   Group #	The number of the department sub-group within your operation that is the recipient of the goods on the purchase order.
   Priority	The priority for the purchase order. Receipts you create from this purchase order inherit the priority, although you can change it on the receipt. This field is sorted in lexicographical order, so note that in order to have priority "1" documents listed first, enter "01" in this field.
   Status	The PO status is one of the following: Saved - This state indicates that the purchase order has been created. From this status, you can edit, copy, dispatch, receive, or cancel a purchase order. Approved - This state indicates the purchase order is dispatched for receiving. From this status, it is no longer editable. (You can undispatch the order if you need to edit it again.) You can receive or cancel it from here. In Progress - This state indicates that the purchase order is ready to be received. From this status, you can receive items or close the purchase order. Closed - This state indicates that all items have been received against the purchase order, or the purchase order has been manually closed before all items were received. When the last item on the purchase order is received, the purchase order is automatically closed. Cancelled - The order has been cancelled. No more actions can be taken on the purchase order.
   Owner	Often used for 3PL (3rd Party Logistics) operations to specify the owner of the items on the PO. Enter only if applicable. Type in a full or partial name to look up an owner from your company's business affiliates. More info... If you enter an Owner on the PO, then all of the other business affiliates on the document must have a Business Affiliate Owner that is either not set or is set to the Owner on the PO, and all of the purchase order items must have an item master Owner that is either not set or is set to the Owner on the PO. The Code of the business affiliate is listed when viewing the purchase order.
   Broker	If applicable, the third-party agent or intermediary responsible for conducting transactions and services on your company's behalf or on behalf of the owner of the items on this PO. More info... The Code of the business affiliate is listed when viewing the purchase order.
   Carrier	The carrier providing inbound transportation logistics services for this PO. More info... The Code of the business affiliate is listed when viewing the purchase order.
   PO #	Alphanumeric ID generated by the system when the PO is saved, unique per warehouse. Before the PO is saved, this field displays "Appears when saved".
   External #	Alphanumeric ID from an external system, if this order was created by a 3rd party system and imported into SmartTurn. Must be unique per warehouse in SmartTurn. This field is only displayed if an External # is present.
   Warehouse	The warehouse to which the PO applies.
   Complete date	The date the PO was either cancelled, manually closed by the user, or fully received. A PO that is in the Saved, Approved, or In Progress state does not have a Complete date because it is not yet fully received, and it hasn't been cancelled or closed. If you partially receive a PO over several days, the PO will have a Complete date when you receive the last item.
   Date created	Date the system created the purchase order.
   Created by	User who created the PO.
   Source	Whether the PO was created within the SmartTurn system (Internal), or whether it was integrated using a Web Services Connector (External).
   Vendor tab
   Vendor	Vendor name. Type in a full or partial name to lookup an owner from your company's business affiliates. More info... The Code of the business affiliate is listed when viewing the purchase order.
   Vendor contact	Vendor contact person.
   Vendor phone	Vendor contact person phone.
   Vendor address fields	Vendor address. Select the Map It link to view the address graphically.
   Ship To tab
   Company	Where the goods on the PO are being shipped.
   Ship to contact	Contact person where the PO goods are being shipped.
   Ship to phone	Phone number of the contact where the PO goods are being shipped.
   Ship to address fields	Address where the goods on the PO are being shipped. Select the Map It link to view the address graphically.
   Billing tab

   General Billing Information The Billing Tab is only present if this document has an Owner specified in the header.
   Billing Status	The status of the billing section: Saved, Closed, or Cancelled.
   Total Billable Amount	The total amount to bill the Owner. The sum of the Totals of each line in the Billing Lines table.
   Billing Lines table
   Line #	The system generated line number for the billing line.
   Charge Type	The name of the charge type.
   General Ledger Code	The general ledger account number associated with the charge type.
   Billing Basis	The Billing Basis answers the question: "How should the amount to bill be calculated?" The options for Billing Basis are per Document, per Line, per Unit of Measure, and ad Hoc (only used for manually added billing lines).
   Computed Qty	The system's suggestion of the quantity to bill. (The Total for the line is calculated as Qty multiplied by Rate; Computed Qty has no effect on the total for the line.)
   Qty	The actual amount to bill, including the unit of measure for billing lines with Billing Basis of per Unit of Measure. (The Total for the line is calculated as Qty multiplied by Rate.)
   Description	A description of what is being billed, such as you might place on an invoice. Optional.
   Rate	The unit amount to charge.
   Total	The total for the line, calculated as Qty multiplied by Rate.

   Comments tab
   Comment	Optional comments about the purchase order. Limit 200 characters.
   History tab
   Date	Date the purchase order was modified.
   User	User who made the change.
   Event	The type of activity: Create, Edit, Cancelled, etc.
   PO Items table
   Line #	The system generated line number for the purchase order.
   Item #	The item master number. An item master is a master record for a type of inventory item. The item master includes the item description, materials and handling specifications, sales and fulfillment specifications, and warehouse-specific information.
   Description	The description of the item # from the item master.
   Product ID	The ID the vendor has assigned to the item.
   Lot #	The lot number assigned to the item. This field is only available if you customize the page.
   Ordered qty	The amount being ordered.
   Pending qty	The amount that has not been received. Calculated as Expected qty minus Received qty. This amount is 0 before the order is Approved and after the order is Closed.
   Received qty	The amount already received against the purchase order (only displayed for an existing purchase order).
   Expected qty	The total amount that can possibly be received against the purchase order. Usually, this amount is equal to the Ordered qty. However, if you over-receive or under-receive against this order, this amount is updated to reflect that change. The Ordered qty is not. For example, if you have a purchase order for 10 boxes of light bulbs and you receive 12 boxes, the Ordered qty is 10 boxes and the Expected qty is 12 boxes. This field is only available if you customize the page.
   Unplanned qty	The amount that has not yet been received or scheduled to be received. This amount starts out as equal to the Ordered qty, but decreases when you save or receive receipts. For example, if you have a purchase order for 10 boxes of light bulbs and you receive 4 boxes and create an expected receipt for 4 more boxes, the Unplanned qty is now 2 boxes. (If you cancel the expected receipt, the Unplanned qty goes up to 6 boxes, because you have received 4 boxes and do not have any other receipts scheduled against this purchase order.) This field is only available if you customize the page.
   Item Status	Saved, Approved, In Progress, Closed, or Cancelled. The item status follows the purchase order status, above.
   Current Unit Cost (Unit Cost)	The cost of the item (read-only). When you create a purchase order, the Current Unit Cost defaults to the purchase cost specified in the item master. When you edit the Ordered qty unit of measure or key in an Override Unit Cost for the item, this field is automatically updated when you save the purchase order. This field is listed as Unit Cost when you are viewing the purchase order.
   Override Unit Cost	The cost of the item in the Ordered qty units of measure, if different from the displayed Current Unit Cost.
   Total Item Cost	The line total (quantity x unit cost).
   Dim Wt	The total dimensional weight of the line item. The default value is calculated from the item master and the Ordered qty, but you can edit it here if needed. This field is only available if you customize the page.
   Cube	The total cube or volume of the line item. The default value is calculated from the item master and the Ordered qty, but you can edit it here if needed. This field is only available if you customize the page.
   Pallets	The total number of pallets of this line item. The default value is calculated from the item master and the Ordered qty, but you can edit it here if needed. This field is only available if you customize the page.
   Pallets Filled	The total number of pallets filled by this line item, calculated from the item master and the Ordered qty. This field is different from Pallets only when you have some partial pallets. For example, if 10 cs fit on one pallet and you have 15 cs, then you have 1.5 Pallets Filled, but 2 Pallets. This field is only available if you customize the page.
   Pallet Packing Ratio	The Ordered qty divided by the possible quantity given the number of pallets. It is a measure of how full the pallets are: the Pallet Packing Ratio is 1.0 only when all pallets are completely full. For example, if 10 cs fit on one pallet and you have 15 cs and 2 Pallets, then the Pallet Packing Ratio is (15 / 20) = 0.75. This field is only available if you customize the page.
   Totals
   Total amount	The sum of the total item costs from the PO Items table.
   Total weight	The total weight of the items on the order. The weight is listed separately for each different weight unit of measure for the items listed. For instance, if the item masters for all items listed use pounds as the weight unit of measure, Total weight is displayed in pounds. If some item masters use pounds and some use ounces, Total weight is displayed partly in pounds and partly in ounces.
   Total qty	The total quantity of the items on the order. The quantity is listed separately for each unit of measure on the order.

   If you edit the vendor information in the purchase order by overwriting the initial information you entered when you created the vendor, SmartTurn does not connect the newly entered information to the vendor in your business affiliates list. The new information stays on the purchase order, but the purchase order is the only place it appears.

4. Select OK.

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