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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.

See Also

Purchase orders

Viewing purchase orders

Viewing a list of purchase order items across all POs

Creating a purchase order

Importing purchase order item data

Editing a purchase order

Copying a purchase order

Dispatching a purchase order

Undispatching a purchase order

Cancelling a purchase order

Receiving a purchase order

Exporting a purchase order to a spreadsheet

Closing a purchase order

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