Overview
Purchase Orders applet handles the creation and management of Purchase Orders.
Purchase Orders are created to track the fulfillment of goods and services (e.g. Supplies, Sub-consultant contracts, etc.).
Creating a new Purchase Order consists of assigning a unique PO Number, PO Name, Requester, PO Date and applicable line-items. All other fields are considered optional and are used as needed to support your firm's requirements for Purchasing.
Purchase Orders are processed (Submitted, Approved, Issued, etc.) on a line-item basis. As such each Purchase Order must include at least one line-item.
Each line-item should include all information necessary to support the requirements of the Purchase Order. Additionally, if using Convert to Purchase Journal, each line-item should support your A/P and Billing requirements for the Purchase Journal entry. This may include attributes such as: Project, Expense Code, G/L Account, etc. Note, many attributes can be pre-defined using the Items applet.
While each Purchase Order may have varying levels of complexity, line-items can be added manually in the grid, added by using a pre-defined Item or copied from an existing PO (Add from PO).
Field Definitions
Toolbar Buttons
| • | Save - Saves the Purchase Order |
| • | New - Create a new Purchase Order |
| • | Copy - Creates a Copy of the loaded Purchase Order |
| • | Delete - Deletes the loaded Purchase Order. Note this deletes the entire Purchase Order. To delete individual rows, highlight the row(s) and use the Delete key. |
| • | Documents - Loads the Documents dialogue from which documents can be uploaded, viewed, modified and/or deleted. |
| • | Submit - Submits the Purchase Order for approval. InFocus supports line-item approval. |
| • | Recall - Recall a previously submitted Purchase Order |
| • | Reject - Reject all lines on a submitted Purchase Journal |
| • | Approve - Approve all lines on a Purchase Order |
| • | Issue - Issue an approved Purchase Order to the Vendor. Launches the Issue Purchase Order dialogue. |
| • | Cancel - Cancels an issued Purchase Order |
| • | Add from PO - Copies a line-item from an existing Purchase Order. Launches the Add from PO dialogue. |
| • | Convert to Purchase Journal - Converts a received Purchase Order to a Purchase Journal for standard A/P Processing and Billing. Launches the Convert to Purchase Order dialogue. |
| • | Print - Print the loaded Purchase Order |
PO Header
| • | PO Lookup (upper right) - Search by PO Number or internal ID |
| • | Requester - Employee requesting the purchase order. Required. Each logged in employee can select themselves or any employee to which they are assigned as a Delegate. |
| • | PO Number - Purchase Order number. Required and must be unique. Auto Codes are supported. |
| • | PO Name - Purchase Order name. Required. |
| • | PO Date - Purchase Order date. Required. |
| • | Required By - Date the Purchase Order should be fulfilled by. This field also supports plain text (e.g. "ASAP"). |
| • | Bill To - Bill to address. Default set in Global Settings. |
| • | Approver - Default approver for Purchase Order line-items. InFocus supports line-item approval. |
| • | Vendor - Vendor responsible for fulfilling the Purchase Order |
| • | Vendor Address - Vendor address, typically a Pay To address |
| • | Terms - Vendor terms (e.g. 15 Days) |
| • | F.O.B. - Terms related Freight On Board |
| • | Shipping - Shipping terms |
| • | Ship To - Ship to address for shipped goods. Allowable Ship To addresses are sourced from Global Settings (AD>Global Settings>Purchasing tab), Employees (HR>Employees>Purchasing tab) and/or Vendor (AP>Vendors>Purchasing tab) settings. |
| • | Custom Comment Box 1 (top) - User definable text to display on the printed Purchase Order (e.g. Reference #, etc.). Defined via AD>Global Settings>Purchasing tab. |
| • | Custom Comment Box 2 (bottom) - User definable text to display on the printed Purchase Order (e.g. Reference #, etc.). Defined via AD>Global Settings>Purchasing tab. |
| • | Template - When checked, the Purchase Order is marked as a Template. |
| • | Approval Status - Status of the PO in the approval process. Based on the sum status of all line-items. |
| • | Completion Status - Status of the PO in the fulfillment process. Based on the sum status of all line-items. |
PO Line Items
Purchase Orders uses standard Purchasing Columns.
Standard Columns
| • | Current (button) - Displays the current version of the Purchase Order (default) |
| • | Original (button) - Displays the originally Issued version of the Purchase Order |
| • | Line Num - Row number in the grid |
| • | Item - Item Code. Optional. Click the lookup for a list of available Items. |
| • | Quantity - Quantity, used to calculate Extended cost (e.g. Quantity * Unit Price). Required. |
| • | Unit - User definable Unit Type, configured in AD>List Management. |
| • | Unit Price - Price per Unit (e.g. $10.00 / Each, $100.00 / Dozen, $1500.00 / Day, etc.) |
| • | Extended - Cost extension (e.g. Quantity * Unit Price) |
| • | Description - Line-item description. Appears on Purchase Order report |
| • | Comments - Comments to appear on the Purchase Order report |
| • | Project Path - Project to be charged once Converted to Purchase Journal |
| • | Expense Code - Expense Code to govern line-item attributes when Converted to Purchase Journal (e.g. Markup, Direct G/L Base Code, etc.) |
| • | G/L Account - G/L Account to charge when Converted to Purchase Journal |
| • | Approved - Line-item approval status |
| • | Received - Line-item receipt status |
Additional Columns
Below are additional columns available by clicking the column chooser (gear icon).
| • | Extended (Rounded) - Cost extension, rounded to the nearest hundredth. |
| • | Approved By - User who approved the line item |
| • | Approved Date - Date approved |
| • | Approver Emp ID - Employee ID (internal) of the user who approved the line item |
| • | Approver Empname - Employee Name of the user who approved the line item |
| • | Approver Emp Code - Employee Code of the user who approved the line item |
| • | Base Cost XRate - Cost Exchange Rate in Base System Currency (Multi-Currency only) |
| • | Base Ext Cost Amount - Cost extension in Base System Currency (Multi-Currency only) |
| • | Base Ext Cost Amount Rnd - Cost extension, rounded to the nearest hundredth in Base System Currency (Multi-Currency only) |
| • | Comp Cost XRate - Cost Exchange Rate in Company Currency (Multi-Currency only) |
| • | Comp Ext Cost Amount - Cost extension in Company Currency (Multi-Currency only) |
| • | Comp Ext Cost Amount Rnd - Cost extension, rounded to the nearest hundredth in Company Currency (Multi-Currency only) |
| • | Create By - User who created the record |
| • | Create Date - Date created |
| • | Do Not Summarize - Used to indicate if matching line-items should not be summarized into one line. Defaults to False (e.g. by default matching lines will be summarized). |
| • | ECname - Expense Code Name |
| • | GLname - G/L Account Name |
| • | Last Reject Date - Date stamp of latest rejection |
| • | Last Rejection Reason - Reason for latest rejection |
| • | Modify By - User who last modified the record |
| • | Modify Date - Last date modified |
| • | PJLineID - Linked Purchase Journal Line ID. Established when processing Convert to Purchase Journal or by manually linking via AP>Purchase Journal>Link PO. |
| • | POItem Approval Status ID - Approval Status internal ID associated with the line item |
| • | POItem Approval Status Code - Approval Status Code associated with the line item |
| • | POItem Receipt Status ID - Receipt Status internal ID associated with the line item |
| • | Project ID - Project ID associated with the line item |
| • | Projectname - Project Name |
| • | Project Code - Project Code |
| • | Project Long Name - Concatenated project name (e.g. Million Dollar Bridge-Schematic Design-Task 1) |
| • | Purchase Order ID - Purchase Order ID associated with the line item |
| • | Purchase Order Name - PO Name associated with the line item |
| • | Submit By - User who submitted the Purchase Order |
| • | Submit Date - Date the Purchase Order was submitted |
| • | Transmit By - User who Issued the Purchase Order |
| • | Transmit Date - Date the Purchase Order was Issued |
| • | Unit Typename - Unit Type Name |
| • | Received By - User who marked the line-item received |
| • | Received Date - Date the line-item was received |
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