Purchase order

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.

Vendor account

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

For more information, see More on Vendor account field.

Invoice account

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.

Purchase type

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.

Status

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.

Currency

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

Project

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.

Blanket order

An order which is used to create release order.

Created date

The date on which the record was created.

Name

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.

Contacts

The full name of the contact person.

Vendor account

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

Invoice account

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.

One-time supplier

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

Internet address

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

E-mail

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

Status

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.

Document status

Description of the current document type.

Buyer group

Type or select a buyer group generated in the Buyer groupsform.

Orderer

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

Requisitioner

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 Addresstab in the lower pane.

Pool

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

Language

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

Posting profile

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 Posting profilesfield in the Accounts payable parametersform. For more information about the setup and functionality of the posting profile, see Posting profiles.

Settlement type

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.

Number sequence group

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

Sales tax group

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

Tax exempt number

The tax exempt number that is used to extract statistics.

Prices incl. sales tax

Indicates whether order line sales prices include sales tax.

Enterprise number

The enterprise number that is used to identify companies.

Delivery name

The name or company name on the delivery address.

County

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

State

Specify the state for the delivery.

Country/region

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

Warehouse

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.

Delivery address

The address where the items are to be delivered.

Attention information

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.

Delivery date

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.

Mode of delivery

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.

Delivery terms

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.

UPS zone

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

Call tag type

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.

Payment

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.

Due date

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

Note
You can also set a due date in the Postingform on the Setuptab. You cannot use a payment schedule and a due date at the same time.

Method of payment

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

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

Payment specification

Specify payment handling for the current method of payment.

Payment schedule

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

Cash discount

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 pct.

Discount in the percentage.

Price group

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.

Multiline disc. 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.

Total discount

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.

Total discount %

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

Line 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.

Misc. charges group

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

Purchase order

The number assigned to purchase order.

Date when the purchase order is created.

Receipts list

The number assigned to the receipts list.

The date when the receipts list is created.

Packing slip

The number assigned to the packing slip.

The date when the packing slip is created.

Invoice

The number assigned to the invoice.

The date when the invoice is created.

Transaction code

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

Transport

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

Port

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

Statistics procedure

The code for the current statistical procedure.

County of origin/destination

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

Origin

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

Vendor reference

The vendor's reference.

RMA number

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 Returned order.

Customer account

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

Order type

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

Status

The status of the original sales order.

Document status

The status of the current document type.

Direct delivery

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.

Customer requisition

The customer requisition number.

Intercompany

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 Basic> Setup.

Sales order

The identifier of intercompany company accounts.

Number

The order number.

Document date

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

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.

Department

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

Cost center

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

Purpose

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

Item number

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).

Configuration

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

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.

Size

The size of the item.

Color

The color of the item.

Warehouse

Enter the warehouse in which you will store your items.

Batch number

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

Serial number

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

Quantity

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

Unit

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.

Unit price

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

Discount

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

Disc. pct.

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

Net amount

The line amount (including the discount).

Item name

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.

Text

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

External

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.

Delivery date

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

Confirmed

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

Line status

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

Stopped

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

Complete

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

Lot ID

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

Quantity

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 Quantityfield multiplied by any conversion factor. Define the conversion factor in the Unit conversiondialog box.

Deliver remainder

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

Receive now

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

Return action

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

Return actions are defined in the Return actionform. Click Accounts payable> Setup> Purchase order> Return action.

Scrap

No inventory transactions will be created for the line.

Overdelivery

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 Accept overdeliveryparameter on the Updatestab in the Accounts payable parametersform.

Underdelivery

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 Accept underdeliveryparameter on the Updatestab in the Accounts payable parametersform.

Delivery date

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

Delivery type

The delivery type of the current order line.

Ledger account

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
The accounts on the Default accountstab in the selection list can be defined by vendor group or vendor in the Default account setup form.

Item sales tax group

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.

Sales tax group

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.

1099 box

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 1099 boxfield in the Vendorsform. The information is then copied for each new purchase line.

1099 amount

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

State

Specify the state for the delivery.

1099 state amount

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

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

Adjust the Display lengthand Decimalsfields as follows:

• The requirement to display large amounts.

• The currencies the company uses.

Item tagging

Item tagging is mandatory.

Case tagging

Case tagging is mandatory.

Pallet tagging

Pallet tagging is mandatory.

Delivery name

The name or the company name of the delivery address.

Street name

Enter the street name of the address.

ZIP/postal Code

The ZIP/postal Code for the delivery address.

City

The city for the ZIP/postal Code.

County

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

State

Specify the state for the delivery.

Country/region

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

Delivery address

The address where the items are to be delivered.

Attention information

Additional delivery address information, such as office location.

Requisitioner

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

Customer requisition

The customer requisition number.

Customer reference

The customer's reference.

Item sales tax group

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.

Sales tax group

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.

Item number

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

Receive now

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 Receive now. This parameter is used to transfer the quantity received to the Updatefield in the Posting purchase orderdialog box as a proposal, where the final packing slip or invoice update occurs.

Invoiced

The invoiced amount.

Invoice remainder

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 Balancefield when the purchase is invoice posted with the Packing slipquantity parameter in the Posting purchase orderdialog box.

Pending invoice

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

Received

Quantity of items received.

Deliver remainder

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

Registered

Quantity of items registered.

Arrived

Quantity of items arrived.

Ordered

Quantity of items ordered.

Line discount

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

Multiline discount

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

Multiline discount %

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

Price unit

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

For more information, see Price unit.

Purchase misc. charges

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.

Reference type

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).

Reference number

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

Reference lot

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 lot

Reference to the lot on the blanket order.

Number

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

Master plan

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

Purchase requisition ID

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

Bar code

The item's bar code in numbers.

Bar code setup

The item's bar code type.

Transaction code

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

Transport

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

Port

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

Statistics procedure

The code for the current statistical procedure.

State

Specify the state for the delivery.

Triangular deal

Indicate whether this is a triangular deal.

Project

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 Left adjustedor Right adjusted.

Category

The category that is used as a default.

Transaction ID

The identifier of the transaction.

Line property

The status that the transaction is attached to.

Sales currency

The currency in which the project is invoiced.

Sales price

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

Sales tax group

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

Item sales tax group

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

Unit

Type or select the project unit created in the Unitsform.

New fixed asset?

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 Fixed asset numberfield.

This field is available in the following circumstances:

• The Fixed asset numberfield is cleared

• The reference type is blank or None

• The line has quantities of zero or blank in the Markedfield of the Markingform

• The purchase type is Purchase order, Blanket order, or Subscription

• The Create asset during packing slip or invoice postingcheck box is selected in the General ledger parametersform

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

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

Fixed asset group

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 New fixed asset?check box is selected, and the item is in an inventory model group that uses an inventory model other than Standard cost.

Fixed asset number

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 New fixed asset?check box is cleared, and the item is in an inventory model group that uses an inventory model other than Standard cost.

Value model

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 Standard cost.

Transaction type

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 Standard cost.

Depreciation run date

The date that depreciation was processed.

Location

The location inside a warehouse. If you select Edit linesand Explode linesin the upper pane of the Shipmentor Receiveform, you can change the location number for the transfer order line.

Pallet ID

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

Serial number

The serial number dimension. If you select Edit linesand Explode linesin the upper pane of the Shipmentor Receiveform, you can change the serial number for the transfer order line.