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Use this form to create and modify purchase orders. Purchase orders are used to create, maintain, and inquire about orders. The form can be used in one of two modes:

  • – The first time that you open the form, it opens in the simple view. For more powerful access to purchase order information and to enable the advanced tabs, buttons, and fields, click .

  • – If you change the view to , the next time that you open the form, it opens in view for more comprehensive and complete access to your purchase orders. Click to return to the overview view of your purchase orders.

Tasks that use this form

Navigating the form

The following links and tables provide descriptions for the controls in this form.

Tabs

Upper pane

Tab

Description

Overview tab

View and change a list of purchase orders.

General tab

View and edit information about the purchase order selected on the tab.

Setup tab

View and change the buyer group, order, pool, and language information for the purchase order selected on the tab.

View the address information about the vendor.

Set up delivery information for the order.

Enter price and discount information for the order.

View posting records for the order.

Enter and view information about foreign trade and intercompany.

View the intercompany orders that are related to this purchase order.

Dimension tab

View and change the dimensions for the purchase order selected on the tab.

Lower pane

Tab

Description

Enter and view information about the item number for the purchase order selected on the tab in the upper pane.

General tab

View and edit purchase line and administration information about the purchase order selected on the tab in the upper pane.

Setup tab

View and edit inventory, delivery, return, and posting information about the purchase order selected on the tab in the upper pane.

View address information for the purchase order selected on the tab in the upper pane. Your company's address usually is the default delivery address. However, when the purchase order is of the type, the delivery address is the customer's address because the items are delivered directly to the customer from the vendor.

View detailed information related to the order line and the item.

Enter price and discount information for the line.

View reference information for the line.

View project information for the line.

Specify if the purchase is for either an existing fixed asset or new fixed asset.

Dimension tab

View and change the dimensions of the inventory for the purchase order selected on the tab.

Buttons

Upper pane

Button

Description

–or–

displays a limited selection of purchase order information. displays all available fields.

Note Note

In the view, some of the tabs, buttons, and fields that are described here are not visible.


Print or post the available documents.

Add or view additional order information.

Print a pro forma purchase order, receipt list, packing slip, or invoice.

Note Note

You can print the documents, but you cannot post them.


Open a menu with the following items:

  • – Copy from all existing purchase orders, packing slips, and invoices.

  • – Only copy from purchase orders, packing slips, and invoices that were previously posted from the current order.

  • – Copy from invoices previously posted to the current invoice account and convert the signs.

  • – Only copy lines from all sales orders.

  • – Create release orders from blanket purchase orders.

  • - Edit any open transactions.

  • - Verify and correct payment balance settings for the selected transaction.

    Note Note

    (BEL) This option is available only if the configuration key for Belgium and the configuration key are selected.


View general records related to the order.

Maintain or view trade agreements, prices, and discounts.

View the relevant intercompany documents relating to the intercompany purchase order:

  • – View the relevant intercompany sales order for the record that you selected.

  • – View the relevant original sales order for the record that you selected.

  • – View the picking list for the intercompany sales order for the record that you selected.

  • – View the packing slip for the intercompany sales order for the record that you selected.

  • – View the intercompany invoice journal for the record that you selected.

Lower pane

Button

Description

Add or view additional order line information.

Open other forms that let you perform additional functions for the line.

View master and forecast scheduling information for the line.

Calculate multiline and total discounts, or supplementary items.

View and reserve inventory transactions.

View intercompany information that relates to the lines:

  • – View the intercompany on-hand quantities for the item on the line.

  • – Remove the link to the intercompany purchase line.

Fields

Field

Description

A unique field used to identify a purchase order. It must be specified when you create a purchase order.

For more information, see More on Purchase Order Field.

Select a vendor (supplier) from a list of all existing vendors.

For more information, see More on Vendor account field.

Invoice account is used if the account number of the vendor you want to pay is different from the vendor who received the purchase order.

For more information, see More on Invoice account field.

Select a purchase order type. If you created a blanket order and saved it, you cannot change the blanket order to a different purchase type. You must delete the blanket order and create a new purchase order.

The order status is automatically updated and indicates how far the purchase order has progressed in its cycle. For more information, see PurchTable_PurchStatus_More - Status.

The currency code attached to the vendor is copied automatically when the purchase order is created. For more information, see Currency.

The project number for the current purchase order. The field is automatically populated when you create a purchase order from Project. For more information, see SalesTable_ProjId_More.

An order which is used to create release order.

The date on which the record was created.

The purchase name is automatically filled in with the vendor's name. However, you can change that name to any name appropriate for searching and printing.

The full name of the contact person.

Select a vendor (supplier) from a list of all existing vendors. For more information, see More on Vendor account field.

Use this field to pay a different vendor account number than the one that you placed the purchase order with. For more information, see More on Invoice account field.

Select this check box for a new supplier that you do not expect to place any more orders with.

The Web site address is initiated by the vendor but can be overwritten.

The e-mail address of the vendor's contact person.

The order status is automatically updated and indicates how far the purchase order has progressed in its cycle. For more information, see PurchTable_PurchStatus_More - Status.

Description of the current document type.

Type or select a buyer group generated in the form.

The employee who ordered the purchase. The employee must be set up in the employee table. Select the employee from the lookup field.

The user who requested the items, if the purchase order was created from a purchase requisition. The field is blank if multiple users requested items that are included in the same purchase order.

To view the requisitioner, or originator, information for each purchase order line, click the tab in the lower pane.

You can group your purchase orders into pools for filtering and selection purposes. Enter a pool in the form.

The language used for item names and to print external journals.

The posting profile selected for the purchase depends on how the purchase is posted in the ledger.

When the purchase is created, the posting profile is copied from the field in the form. For more information about the setup and functionality of the posting profile, see Posting profiles.

This field is generally used when updating credit notes. You can use the settlement type to specify how the transactions created are to be settled during an invoice update. For more information, see Settlement type PurchTable_SettleVoucher_More.

Select a number sequence group ID. This is set up by using the form.

Type or select the vendor's tax group. For more information, see Sales tax group field.

The tax exempt number that is used to extract statistics.

Indicates whether order line sales prices include sales tax.

The enterprise number that is used to identify companies.

The name or company name on the delivery address.

Specify the region for the delivery (in the United States, this is the county).

Specify the state for the delivery.

The unique ID of the country/region that can be attached to, for example, customers and vendors.

If you set up a default warehouse for the vendor, it will automatically be transferred to the purchase header when a new purchase from the vendor is created. For more information, see Identify the warehouse.

The address where the items are to be delivered.

Additional delivery address information, such as office location. The information is copied from the employee information for the user who requested the items using a purchase requisition.

The delivery date applies to the order as a whole and is printed on the purchase order. When you create purchase lines, the delivery date is copied from the purchase header to the lines. Be sure to specify the correct delivery date in the lines, because the purchase lines are used in requirements planning, with the inventory receipt of the item expected on the given date.

If you attached modes of delivery to the vendor, they will be copied automatically when the purchase order is created. You can select another mode of delivery from the lookup field. Information about the mode of delivery can be useful when you enter expected freight expenses for the current purchase.

If you attached terms of delivery to the vendor, they will be copied automatically when the purchase order is created. For more information, see Delivery terms.

Enter a freight zone that can be used to calculate freight expenses. This is not used in the purchase function.

Enter the freight slip type that will be used when the current purchase is received from the vendor. The information can be used as search criteria when mass printing different types of freight slips.

If you attached terms of payment to the vendor, they will be copied automatically when the purchase order is created. Click to select other payment terms for the current purchase. When the invoice for the current purchase is updated, the due date for payment of the invoice will be determined based on the selected terms of payment.

Enter the last day of payment. The last day of payment is independent of terms of payment.

Note Note

You can also set a due date in the form on the tab. You cannot use a payment schedule and a due date at the same time.


The method of payment is automatically copied from the vendor setup in the form.

If you want to change the method of payment for the current order, click the list to see more options.

Specify payment handling for the current method of payment.

Enter a payment plan that may have been set up with the vendor for the current purchase order. For more information, see Payment schedules.

If there are cash discount terms attached to the vendor, they will be copied automatically when the purchase order is created. For more information, see Cash discount.

Discount in the percentage.

If you attached a price group to the vendor, it is copied automatically when the purchase order is created. For more information, see Price group.

If you attached a multiline discount group to the vendor, it will be copied automatically when the purchase order is created. For more information, see Multiline discount group.

If you attached a total discount group to the vendor, it will be copied automatically when the purchase order is created. For more information, see Total discount.

Type the total discount as a percentage. For more information, see Total discount %.

If you attached a line discount group to the vendor, it will be copied automatically when the purchase order is created. For more information, see Line discounts.

The miscellaneous charges group can be defined as various expenses attached to a purchase. For more information, see Misc. charges group.

The number assigned to purchase order.

Date when the purchase order is created.

The number assigned to the receipts list.

The date when the receipts list is created.

The number assigned to the packing slip.

The date when the packing slip is created.

The number assigned to the invoice.

The date when the invoice is created.

The terms of trade of the current order for Intrastat use. For more information, see About Intrastat.

Specify the means of transport for the current order for Intrastat reporting.

The port at which the current order is to be loaded. This is information for Intrastat use. For more information, see About Intrastat.

The code for the current statistical procedure.

Specify the region for the delivery (in the United States, this is the county).

Shows if this intercompany purchase order is the original order ( ) or the automatically generated order ( ). This field will be blank for a non-intercompany purchase order.

The vendor's reference.

Displays the Return Merchandise Authorization (RMA) number for the return item delivery. The number is provided by your supplier and is used for tracking a return item. The field is mandatory if the purchase type is .

Select a customer account. For more information, see SalesTable_CustAccount_More.

Select the order type from the lookup field. You can change an order type if an order has the status. For more information, see About purchase orders.

The status of the original sales order.

The status of the current document type.

A check mark indicates that the intercompany orders are delivered directly to the customer and that the delivery information is synchronized to the intercompany purchase and the intercompany sales order. This field can only be changed in the original sales order.

The customer requisition number.

Specify whether the vendor is an internal trading partner, that is, an intercompany organization. By default, the check box is selected if the vendor is defined as an intercompany organization in > .

The identifier of intercompany company accounts.

The order number.

Enter (on open transactions) or view the document date.

Note Note

When a customer or vendor invoice is entered, the actual date of the invoice is ordinarily used as the posting date. Both the due date and the cash discount date are, in that case, calculated from this date. Occasionally the user might want to calculate the due date and cash discount date based on a date different from the posting date.


Select or view a department. For more information, see Dimension (form).

Select or view a cost center. For more information, see Dimension (form).

Select or view a purpose. For more information, see Dimension (form).

This is a unique user-defined code that is assigned when items are created. We recommend that you not use special characters or spaces in the item number. Item numbers can be system generated by linking the item number to a number sequence. For more information, see Number sequences (form).

Select an item configuration to specify an item with specific attributes.

Note Note

If you work with purchase and sales orders, you cannot change the item configuration when you have updated order transactions, such as registration, packing slip, and invoice updates.


For more information, see Configuration.

The size of the item.

The color of the item.

Enter the warehouse in which you will store your items.

The item batch number. Batch numbers are set up using the Batch (form).

The item serial number. Serial numbers are set up using the Serial numbers (form).

Quantity of the item in its purchase unit. For more information, see Quantity.

The purchase unit is the unit in which the item is purchased. The unit measurement cannot be changed when the purchase order has been used in one or more transactions.

The purchase price per price unit. For more information, see Unit price.

The line discount amount per price unit. For more information, see PurchLine_LineDisc_More - Discount.

The line discount percentage. For more information, see Discount percent.

The line amount (including the discount).

The item description retrieved from the Item (form). You can change the description. This can be created in different languages, and used for printouts, queries, or dialog boxes.

The description of the item. This is copied from the field in the form. You can change this description. The item description, which you can display in different languages, is used on reports and in inquiries.

The external item number is used to specify the vendor's item number for the inventory item. For more information, see External.

The date on which the record was created.

The expected date of delivery of the item. For more information, see Delivery date.

You can complete the confirmed delivery date manually. For more information, see Confirmed.

Indicates how far the purchase line has progressed along its life cycle. For more information, see Line status.

To block posting of the current purchase line, enable this parameter.

If the item line is to be received as a whole, without partial deliveries, select this parameter.

When you create a purchase line, an item issue lot is generated in the inventory. This field shows the number of the lot. This number is used by the system for reserving and marking the lot.

Note Note

This lot number will not be generated if the purchase order is of the type , because no inventory transactions are made.


The quantity of the item order in inventory units. This value is used as a default value when the packing slip is updated. The quantity is calculated from the value in the field multiplied by any conversion factor. Define the conversion factor in the dialog box.

The quantity of inventory units not yet physically received. The quantity is calculated from the value in the field multiplied by any existing conversion factor. Define the conversion factor in the dialog box.

The quantity for which you want to post the purchase, in inventory units. When you post the purchase using the quantity parameter, this quantity value is proposed. The value is calculated from the value in the field multiplied by any conversion factor. Define the conversion factor in the dialog box. For more information, see Receive now.

When you create a purchase order of the type , you must fill in this field. Select a return action from the drop-down list.

Return actions are defined in the form. Click > > > .

No inventory transactions will be created for the line.

By specifying an over-delivery percentage for the order, you can limit how large the over-delivery can be. If the percentage is exceeded during the invoice or packing slip update, the system will issue an error message and end the update.

You can set the parameter on the tab in the form.

By specifying an under-delivery percentage for the order, you can limit how large the under-delivery can be. If the percentage is exceeded during the invoice or packing slip update, the system will issue an error message and end the update.

You can set the parameter on the tab in the form.

The delivery date is the expected date of the delivery of the item. For more information, see Delivery date.

The delivery type of the current order line.

By entering an account number in the field you can enter a purchase directly in an expense account, although ignoring the item group's attachment to certain expense accounts in the posting setup for the item group.

Note Note

The accounts on the tab in the selection list can be defined by vendor group or vendor in the form.


The item's tax group is copied from the item's base data to the purchase order line. During invoice updating of the purchase, tax-related transactions are generated automatically. See Item sales tax groups (form)for more information about how to set up item tax groups. See Sales tax codes (form)for information about how to set up tax codes and rates.

The vendor's tax group is copied to the purchase order and, from there, to the purchase order line. During invoice updating of the purchase, tax-related transactions are generated automatically. See Item sales tax groups (form)for more information about how to set up tax groups. See Sales tax codes (form)for information about how to set up tax codes and rates.

The code for the section heading on the 1099 form that you want to use for the current purchase line. You must set up the code as information about the vendor in the field in the form. The information is then copied for each new purchase line.

The line's tax amount reported on the 1099 form. A form is created for the purchase if you marked the field for the vendor.

Specify the state for the delivery.

By setting the length of this extended data type (AmountMST) you can control how many characters should be available for all fields that inherit from this type.

The standard display length is set to 20 characters and 20 decimals. If the field is set to 0, the default Windows setting is used.

Adjust the and fields as follows:

  • The requirement to display large amounts.

  • The currencies the company uses.

Item tagging is mandatory.

Case tagging is mandatory.

Pallet tagging is mandatory.

The name or the company name of the delivery address.

Enter the street name of the address.

The ZIP/postal Code for the delivery address.

The city for the ZIP/postal Code.

Specify the region for the delivery (in the United States, this is the county).

Specify the state for the delivery.

The unique ID of the country/region that can be attached to, for example, customers and vendors.

The address where the items are to be delivered.

Additional delivery address information, such as office location.

The user who requested the item, if the purchase order was created from a purchase requisition.

The customer requisition number.

The customer's reference.

The item's tax group is copied from the item's base data to the purchase order line. During invoice updating of the purchase, tax-related transactions are generated automatically. See Item sales tax groups (form)for more information about how to set up item tax groups. See Sales tax codes (form)for information about how to set up tax codes and rates.

The vendor's tax group is copied to the purchase order and, from there, to the purchase order line. During invoice updating of the purchase, tax-related transactions are generated automatically. See Item sales tax groups (form)for more information about how to set up tax groups. See Sales tax codes (form)for information about how to set up tax codes and rates.

Type the item number or enter it by clicking the field. For more information, see Item number.

Enter the quantity received in the purchase unit on either a packing slip or an invoice. Use this field when updating a packing slip or invoice with the quantity parameter . This parameter is used to transfer the quantity received to the field in the dialog box as a proposal, where the final packing slip or invoice update occurs.

The invoiced amount.

The number of purchase units that have been packing-slip posted but not yet posted as invoiced. The value in the field is used as a default for the field when the purchase is invoice posted with the quantity parameter in the dialog box.

The packing slip quantity in purchase units that is displayed on purchase order invoices that have a status of .

Quantity of items received.

The number of purchase units not yet received. The value in this field is a default for the field when the purchase order is packing-slip updated with the quantity parameter in the dialog box.

Quantity of items registered.

Quantity of items arrived.

Quantity of items ordered.

A line discount amount can be entered. This is calculated as a discount per price unit. For more information, see PurchLine_LineDisc_More - Discount.

Contains the calculated multiline discount as an amount per price unit. For more information, see Multiline discount.

The calculated multiline discount as a percentage per price unit. For more information, see Multiline discount %.

The price unit specifies the quantity of the item that the purchase price covers.

For more information, see Price unit.

The purchase miscellaneous charge is calculated as a charge that is independent of the quantity on the purchase line. For more information, see Purchase misc. charges.

Shows the item reference number of the associated inventory lot. Each purchase order line, sales order line, and production order line has its own automatically generated inventory lot number and corresponding reference type. This identifies the lot as an item receipt (purchase, production) or an item issue (sale, production line).

Shows the number on the sales order line or production order line that the current purchase line is to cover or has covered.

Shows the inventory lot number of the associated sales order line or production order line. Each purchase order line, sales line, and production order line has its own automatically generated inventory lot number and corresponding reference type. This identifies the lot as an item receipt (purchase, production) or an item issue (sale, production line).

Reference to the lot on the blanket order.

The ID of the master schedule that generated the specific purchase line.

The ID of the planned order that generated the purchase line.

The identification of the purchase requisition that the purchase order line was created from.

The item's bar code in numbers.

The item's bar code type.

The terms of trade of the current order line for use with Intrastat. For more information, see About Intrastat.

Specify the means of transport for the current order for Intrastat reporting.

The port at which the current order is to be loaded. This is information for Intrastat use. For more information, see About Intrastat.

The code for the current statistical procedure.

Specify the state for the delivery.

Indicate whether this is a triangular deal.

Use this extended data type (ProjIDBase) to define the length and adjustment of the project number. Project numbers are alphanumeric.

  1. Enter the number of characters of the longest possible project number.

  2. Select or .

The category that is used as a default.

The identifier of the transaction.

The status that the transaction is attached to.

The currency in which the project is invoiced.

The sales price per unit calculated in the current sales currency.

Type or select a sales tax group code generated in the form.

Type or select an item sales tax group code generated in the form.

Type or select the project unit created in the form.

Select this check box to create a fixed asset when you post the packing slip or invoice. For purchases of assets, you can either create a new asset or enter the number of an existing asset in the field.

This field is available in the following circumstances:

  • The field is cleared

  • The reference type is blank or

  • The line has quantities of zero or blank in the field of the form

  • The purchase type is , , or

  • The check box is selected in the form

  • The item is in an inventory model group that uses an inventory model other than

For more information, see About assets created from Accounts payable.

Select a fixed asset group to provide default information for the new fixed asset, such as depreciation profiles and value models.

This field is available if the check box is selected, and the item is in an inventory model group that uses an inventory model other than .

The fixed asset number for the transaction.

When you enter a fixed asset number of an existing asset, you create an association between the purchase order and the fixed asset. You can also post an acquisition transaction for the asset, depending on your setup. For more information, see About assets created from Accounts payable.

This field is available if the check box is cleared, and the item is in an inventory model group that uses an inventory model other than .

The value model that is related to the current transaction.

This field is available only if the item is in an inventory model group that uses an inventory model other than .

The type of fixed asset transaction that will be created with the purchase.

This field is available only if the item is in an inventory model group that uses an inventory model other than .

The date that depreciation was processed.

The location inside a warehouse. If you select and in the upper pane of the or form, you can change the location number for the transfer order line.

The unique identifier for the pallet (Serial Shipping Container Code).

The serial number dimension. If you select and in the upper pane of the or form, you can change the serial number for the transfer order line.

See Also