Purchase Orders

Approves the current purchase order.

This button is available if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.

Cancels the purchase order, which changes its status to Canceled.

This command cannot be used if the purchase order has associated purchase receipts.

An order with this status cannot be edited, and no receipts can be associated with it. You can later manually change its status to On Hold (by clicking the Reopen Order button) and edit the order.

Removes the link to a sales order in the drop-ship purchase order (that is, the drop-ship purchase order from which the user linked the documents), cancels the drop-ship purchase order, creates another purchase order of the Normal type, and copies all lines from the originating drop-ship purchase order to the new purchase order of the Normal type with the corresponding Goods for IN or Non-Stock line types.

This command appears only if the Drop-Ship option is selected in the Type box on this form. The command is unavailable if the purchase order has at least one document applied.

Creates a sales order from a drop-ship purchase order.

This command appears only if the Drop-Ship option is selected in the Type box on this form.

Emails (according to the settings of the PURCHASE ORDER mailing) the order to the vendor specified in this order.

For more information, see Mailings for Customers.

Creates an intercompany sales order in which the current branch is specified as the customer and the lines of the current purchase order are copied.

This command is displayed only if the Inter-Branch Transactions feature has been enabled on the Enable/Disable Features (CS100000) form and the vendor specified in the purchase order is a related company or branch extended as vendor.

Opens the Reassign Approval dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.

This command is available if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.

Rejects the current purchase order. After an order has been rejected, you can change its status to On Hold, correct the order, and subject the order to approval again.

This command is available if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.

Reopens the purchase order which changes its status to On Hold and makes it available for editing.

This command is available if the purchase order has the Canceled, Completed or Closed status and is not linked to a change order. For information on how to reopen a purchase order linked to a change order, see Change Orders for Commitments: Commitment Reopening.

Removes the interconnection of the sales order and the drop-ship purchase order.

This command appears only if the Drop-Ship option is selected in the Type box on this form. The command is available if the purchase order has values specified in the Sales Order Type and Sales Order Nbr. boxes in the Ship To section on the Shipping tab of this form.

Validates the account addresses through integration with a specialized third-party software or service.

This command appears only if the Address Validation feature is enabled on the Enable/Disable Features (CS100000) form.

• Current Line To recalculate prices and discounts for the selected line of the document
• All Lines: To recalculate prices and discounts for all lines of the document

A check box that indicates (if selected) that when you click OK, the system does the following for the selected line or all lines (depending on the option selected in the Recalculate box):

• Updates the item price with the current price if the price has been changed on the Sales Prices (AR202000) form.
• Checks whether the state of the Ignore Automatic Line Discounts check box for the item price has been changed on the Sales Prices (AR202000) form. If it has, the system does the following:
  • If it has been cleared, applies or updates the automatic line discounts if the discounts have been changed
  • If it has been selected, removes any automatic line discounts that have been applied

With the current check box selected, the system updates document discounts as well as group discounts related to the lines with updated prices. The system updates discounts regardless of the state of the Recalculate Discounts check box in this dialog box.

A check box that indicates (if selected) that the system must override the prices that have been modified manually in the Unit Price or Ext. Price column with the current prices. After the manual prices are overridden in the document, the system clears the Manual Price check boxes in the appropriate document lines.

This check box is available for selection if the Set Current Unit Prices check box is selected.

A check box that indicates (if selected) that when you click OK, the system will recalculate and apply automatic line discounts, group discounts, and document discounts, even if prices have not been changed for the selected line or lines.

The system will recalculate automatic line discounts for the line or lines if the Ignore Automatic Line Discounts check box is cleared. If the Ignore Automatic Line Discounts check box is selected for any line, the system will not recalculate or apply any automatic line discounts to the line.

If the Recalculate Discounts check box is selected and a manual line discount has been applied to any line of the document, the system will preserve the manual line discounts. The system will override the manual line discount only if the Override Manual Line Discounts check box has also been selected.

If the Recalculate Discounts check box is selected and manual group or document discounts have been applied, the system will preserve these discounts. The system will override the manual, group, or document discounts only if the Override Manual Group and Document Discounts check box has also been selected.

This check box is shown on the form if the Customer Discounts feature has been enabled on the Enable/Disable Features (CS100000) form.

If the check box is cleared, the system will preserve the manual line discounts in the processed lines.

This check box is shown on the form if the Customer Discounts feature has been enabled on the Enable/Disable Features (CS100000) form and is available only if the Recalculate Discounts check box is selected.

A check box that indicates (if selected) that when you click OK, the system will remove any manual group and document discounts from the document, and will apply the applicable automatic group or document discounts if the conditions for applying these discounts are met.

If the check box is cleared, the manual group and document discounts will remain unchanged in the document.

This check box appears on the form if the Customer Discounts feature has been enabled on the Enable/Disable Features (CS100000) form and is available only if the Recalculate Discounts check box is selected.

A box for searching for the company's address.

You can do the following by using this box:

• Find a company address by a postal code if no other address details are available: If you enter the postal code into this box, the system displays the address options with the cities and country (and the state, if the country has states) that are valid for the postal code.
• Find a full address by a street address: If you enter the street address into this box and select the address, the system will fill in the country (and the state, if applicable), city, and postal code on the form.

The web service selected as an address provider on the Site Preferences (SM200505) form searches for the information that matches your search criteria and lists all the search results below this box. You can click the needed value in the list, and the web service populates the box with this value and displays the address in the map area.

The area that displays the map, which takes most of the space of the dialog box. Depending on the address provider, Google Maps or Bing Maps can be used.

In this area, you can view the existing company location. If you click the Address Lookup button, the company address is shown in the dialog box as a location on the map.

A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegation set up for the current business date.

If the check box is cleared and if the new approver is not available and has a delegation set up for the current date, the system will reassign the selected records to the delegate if the delegate is available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until it assigns an approver that has no active delegations set up for the current date or it detects a loop in the chain of delegations (in which case you will have to specify a different approver).

The type of sales order that will be created for the purchase order.

This box is mandatory.

The customer that will be specified for the sales order in the Customer box in the Summary area of the Sales Orders (SO301000) form.

This box is unavailable for editing. The customer is copied from the Ship To box on the Shipping tab of the current form.

The location that will be specified for the sales order in the Location box in the Summary area of the Sales Orders (SO301000) form.

This box is unavailable for editing. The location is copied from the Shipping Location box on the Shipping tab of the current form.

The customer order number that will be specified for the sales order in the Customer Order Nbr. box in the Summary area of the Sales Orders (SO301000) form.

This box is mandatory if the Require Customer Order Nbr. check box is selected on the General tab of the Order Types (SO201000) form for the type of the sales order that is selected in the Sales Order Type box in this dialog box.

The type of the purchase order, which can be one of these options:

• Normal: A purchase order for products and services that are purchased on credit or paid in cash. This is the most common type of purchase order.
• Drop-Ship: A purchase order for goods that are delivered directly from the vendor to the customer. The list of items and the shipping instructions are copied automatically from drop-ship sales orders to the drop-ship purchase order.

  This option appears only if the Drop Shipments feature is enabled on the Enable/Disable Features (CS100000) form.

• Project Drop-Ship: A purchase order for goods that are delivered directly from the vendor to the job site. The purchase order of the Project Drop-Ship type is always created without a sales order.

  This option appears only if the Projects feature is enabled on the Enable/Disable Features (CS100000) form and the PO check box is selected in the Visibility Settings section on the Projects Preferences (PM101000) form.

• Blanket: A purchase order for a large stock quantity that exceeds the quantity that is currently needed. This order reserves a particular quantity of the vendor's inventory for the company's future purchases.

  This option appears only if the Blanket and Standard Purchase Orders feature is enabled on the Enable/Disable Features (CS100000) form.

• Standard: A purchase order that includes the products purchased regularly in the same quantities from specific vendor and that can be processed repeatedly.

  You can use an order of this type as a template for normal orders. You can create multiple normal purchase orders that are based on and related to the standard purchase order. To create one of these orders, you add the entire standard purchase order (or any number of lines from it) to a new normal purchase order and make any needed edits to the item quantities. Unlike blanket purchase orders, standard orders have no expiration date, and their status does not change to Closed when all products in the related normal orders are received. The quantities of items on standard orders do not update the items' availability data.

  This option appears only if the Blanket and Standard Purchase Orders feature is enabled on the Enable/Disable Features (CS100000) form.

For more information, see Blanket Purchase Orders: General Information.

The system-generated status of the purchase order, which can be one of the following options:

• On Hold: The purchase order is a draft and can be edited manually.
• Open: The order has been processed in accordance with the settings on the Purchase Orders Preferences form but has not been completed yet.
• Pending Approval: The purchase order has not been approved by all the assigned persons. The purchase order's assignment for approval is performed according to the approval map selected for orders of this type on the Purchase Orders Preferences (PO101000) form.

  This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.

• Rejected: The order was rejected by one of the persons assigned to approve it.

  This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.

• Pending Printing: Printing is required for the document but has not been performed yet. The purchase order should be printed if the Print Order option is selected for the vendor location.
• Pending Email: Emailing is required for this document, but it has not been performed yet. The purchase order should be emailed if the Email Order option on the Vendors (AP303000) form is selected for the vendor location.
• Completed: All the ordered goods have been received, but at least one item has not been billed in full.
• Closed: All the ordered goods have been received and billed in full.
• Canceled: The order has been canceled by a user invoking the Cancel Order command on the More menu. An order with this status cannot be edited, and purchase receipts cannot be based on it.
• Awaiting Link: The drop-ship purchase order has at least one line with a stock or non-stock item that is not linked to a corresponding line of a sales order or at least one line has an inactive link.

  This status can be assigned only to drop-ship purchase orders.

The vendor from which the items will be purchased, by its ID. For transfer requests, it is a branch of your organization.

The list of vendors may be restricted based on the branch specified for the document. You can select a vendor whose settings permit the use of the branch selected in this document—that is, a vendor for which the Restrict Visibility To box on the Financial tab of the Vendors (AP303000) form is empty or contains the branch specified in this document (or the company or company group that contains the branch specified in this document).

The vendor location from which the items will be received.

This box appears on the form only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form.

The project with which the purchase order is associated.

This box appears on the form if the Projects feature is enabled on the Enable/Disable Features (CS100000) form and any of the following conditions is met:

• The Require Single Project per Document check box is selected on the General tab of the Accounts Payable Preferences (AP101000) form.
• The Project Drop-Ship option is selected in the Type box on the current form.

The total amount of all lines in the document before deductions, such as discounts and retainage—that is, the sum of the amounts in the Ext. Cost column on the Details tab.

The sum of the discounts in the Discount Amount column in lines on the Details tab.

The sum of the amounts in the Discount Amt. column in the lines with the Document type in the Type column on the Discounts tab if the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form.

If the Vendor Discounts feature is not enabled on the Enable/Disable Features (CS100000) form, you can enter a document-level discount manually. This manual discount has no discount code or sequence and is not recalculated by the system. If the manual discount needs to be changed, you have to correct it manually.

The total amount of the document.

This amount is calculated as follows:

Detail Total - Line Discounts - Document Discounts + Tax Total + Retainage Total

The total retainage amount for all lines added to the current purchase order, including retained taxes. This value is the sum of the Retainage Amount and Retained Tax values of purchase order lines.

This box appears on the form only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form and the Apply Retainage check box is selected on the Other tab for the purchase order.

The order's total amount (including taxes), which you must enter manually when you attempt to save the order with the Balanced status.

This box appears on the form only if the validation of purchase orders is required, as specified on the Purchase Orders Preferences (PO101000) form.

This button appears on the toolbar only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.

Opens the Add Purchase Order dialog box, so that you can select an existing purchase order with the Open status and include it in the current document.

This button appears on the toolbar only if the Blanket and Standard Purchase Orders feature is enabled on the Enable/Disable Features (CS100000) form and the current purchase order has the Normal or the Drop-Ship type.

Opens the Add Purchase Order Line dialog box, from which you can select lines that are not completed from an existing purchase order and include them in the current document.

This button appears on the toolbar only if the Blanket and Standard Purchase Orders feature is enabled on the Enable/Disable Features (CS100000) form and the current purchase order has the Normal or the Drop-Ship type.

Opens the Demand dialog box, which displays open sales order lines linked to this purchase order.

This button appears on the toolbar only if the current purchase order has the Normal type.

This button is available only if the current purchase order was automatically generated for sales order lines with the Mark for PO check box selected and with the Purchase to Order option selected in the PO Source column on the Details tab of the Sales Orders (SO301000) form.

The identifier of a stock or non-stock item that you purchase.

Stock items are maintained on the Stock Items (IN202500) form, while non-stock items are maintained on the Non-Stock Items (IN202000) form.

You can also enter an alternate ID in this box; the system will search for the corresponding stock or non-stock item, and replace the alternate ID you entered with the inventory ID. You can enter an alternate ID of the Vendor Part Number, Global, Barcode, or GTIN/EAN/UPC/ISBN type. The alternate ID must comply with the INVENTORY segmented key defined on the Segmented Keys (CS202000) form.

For more details on alternate IDs, see Managing Item Cross-References.

The subitem code of the variety of the item with this inventory ID. If the value in the Qty. on Receipts column is greater than zero or if there are any unreleased receipts linked to this order line, you cannot change the subitem for this line.

This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.

• Goods for IN: This line is a stock item not linked to any sales order.
• Non-Stock: This line is a non-stock item for which the Require Receipt check box is selected on the Non-Stock Items (IN202000) form.
• Service: This line type is a non-stock item for which the Require Receipt check box is cleared on the Non-Stock Items (IN202000) form.
• Freight: This line is a freight expense to be posted directly to an expense account without allocation. The default freight expense account is specified in the Freight Expense Account element on the Purchase Orders Preferences (PO101000) form.
  Note: If you need to allocate the freight expenses, add them as landed costs.
• Goods for SO: This line is linked to a sales order line marked for purchasing.
• Non-Stock for Drop-Ship: This line is linked to a sales order line marked for drop-shipment.

  This option is available for a non-stock item for which the Require Receipt check box is selected on the Non-Stock Items (IN202000) form.

• Drop-Ship: This line is linked to a sales order line marked for drop-shipment.
• Goods for RP: This line is intended for replenishment.
• Description: This is an informational line (text line).
• Goods for MFG: The line is linked to a production order. When the item is received, it is allocated to the production order.
• Non Stock for MFG: The line is linked to a production order.

  This option is available for a non-stock item for which the Require Receipt check box is selected on the Non-Stock Items (IN202000) form.

• Goods for Project: This line is a stock item in a project drop-ship purchase order.
• Non-Stock for Project: This line is a non-stock item in a project drop-ship purchase order, and for the item, the Require Receipt check box is selected on the Non-Stock Items (IN202000) form.

The warehouse to receive the item listed in this line of the order.

By default, the system specifies the warehouse in a newly added line based on the option selected for this purchase order in the Shipping Destination Type box on the Shipping tab of this form:

• If Warehouse is selected, the system copies the warehouse specified on the Shipping tab.
• If Branch is selected, the system copies the warehouse from the settings of the item specified in the line—that is, from the Default Warehouse box on the General tab of the Stock Items (IN202500) or Non-Stock Items (IN202000) form.

This column is available only if the Multiple Warehouses feature is enabled on the Enable/Disable Features (CS100000) form.

This column is hidden in project drop-ship orders.

The sum of the following quantities of the item in all lines of the related child orders, which are specified for those orders on the Details tab of the current form:

• The sum of the item's quantities in the Order Qty. column for all incomplete lines and lines with the Service type
• The sum of the item's quantities in the Qty. on Receipts column for all completed lines

This column appears only if the purchase order has the Blanket type.

The quantity of the item in the Order Qty. column minus the quantity in the Qty. on Orders column in a line of a blanket purchase order.

This column appears only if the purchase order has the Blanket type.

If the purchase order has the Normal type, the quantity of the item that has been received in all related purchase receipts, including the unreleased returns, minus the items that have been returned in all related purchase returns, including the unreleased returns.

If the purchase order has the Blanket type, this quantity is calculated as the sum of the quantities of the item in this column in the related lines of all child orders that have been created for this blanket purchase order.

If the Vendor Discounts feature is not enabled on the Enable/Disable Features (CS100000) form, the percent of the discount that has been entered manually or calculated based on the discount amount entered manually for this line item.

If the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form, the percent of the line-level discount that has been applied manually or automatically. If the Manual Discount check box is selected, you can enter the percent manually and the discount amount will be calculated automatically.

If the Vendor Discounts feature is not enabled on the Enable/Disable Features (CS100000) form, the amount of the discount that has been specified manually or calculated based on the discount percent entered manually.

If the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form, the amount of the line-level discount that has been applied manually or automatically to this line. If the Manual Discount check box is selected, you can enter the discount amount manually and the discount percent will be calculated automatically.

The code of the line discount that has been applied to this line automatically.

This column appears in the table only if the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form.

The identifier of a discount sequence that has been applied to this line.

The column is hidden by default and available only if the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form.

The percent of the retainage amount to be retained from the line amount. The default percent value is copied to each newly added purchase order line from the Retainage Percent box on the Other tab.

If the Change Orders feature is enabled on the Enable/Disable Features (CS100000) form, when a change order is processed for a purchase order, the retainage percent and amount are updated based on the values in the corresponding change order line. For more information, see Change Orders for Commitments: Commitment Updates on Release of Change Orders.

This column appears in the table only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form and the Apply Retainage check box is selected for the current purchase order on the Other tab.

The amount to be retained from the line amount.

If the Change Orders feature is enabled on the Enable/Disable Features (CS100000) form, when a change order is processed for a purchase order, the retainage percent and amount are updated based on the values in the corresponding change order line. For more information, see Change Orders for Commitments: Commitment Updates on Release of Change Orders.

This column appears in the table only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form and the Apply Retainage check box is selected for the current purchase order on the Other tab.

The amount calculated (after the discount has been taken) for the item.

An alternate ID of the item specified on the Cross-Reference tab of the Stock Items (IN202500) or Non-Stock Items (IN202000) form. The system can insert alternate IDs of the Vendor Part Number, Global, or Barcode type in this column.

If there are several alternate IDs specified for the item, the system displays an alternate ID with the highest priority. The system determines the priority of alternate IDs as follows:

• The first alternate ID with the Vendor Part Number type that has the same vendor as the vendor specified in the document and the same UOM as the UOM specified in the UOM column on the Details tab of the current form for this item.
• The first alternate ID with the Vendor Part Number type that has the same vendor as the vendor specified in the document and no UOM specified.
• The first alternate ID with the Global type that has the same UOM as the UOM specified in the UOM column on the Details tab of the current form for this item.
• The first alternate ID with the Global type that has no UOM specified.
• The first alternate ID with the Barcode type that has the same UOM as the UOM specified in the UOM column on the Details tab of the current form for this item.
• The first alternate ID with the Barcode type that has no UOM specified.

For more information on using alternate IDs, see Item Cross-References.

The minimum quantity of the item, expressed as a percentage of the ordered quantity, that is required for the item to be accepted at the warehouse if the Receipt Action is Rejected. A larger quantity can be accepted as long as its percentage of the ordered quantity is less than the percentage specified as Max. Receipt (%).

The default value is specified for the vendor on the Vendors (AP303000) form.

The maximum quantity of the item, expressed as a percentage of the ordered quantity, that is required for the item to be accepted at the warehouse if the Receipt Action is Rejected. If a larger quantity arrives, the item will not be accepted. A smaller quantity can be accepted as long as its percentage of the ordered quantity is greater than the percentage specified as Min. Receipt (%).

The default value is specified for the vendor on the Vendors (AP303000) form.

The minimum percentage of the ordered quantity for the inventory item that must be received to complete the purchase order line.

The default value of this column is copied from the Threshold Receipt (%) setting of the vendor on the Vendors (AP303000) form.

The action that should be perform when the ordered item is received if its quantity is greater than the Max. Receipt value or less than the Min. Receipt value calculated based on the line's ordered quantity. The following options are available:

• Reject: The item specified in this line of the purchase order will be rejected.
• Accept but Warn: The item specified in this line of the purchase order will be accepted, but the system will display a warning.
• Accept: The item will be accepted.

The expense account used to record the purchased non-stock item.

The system determines the expense account by using the following rules:

• For a line with a non-stock item that does not require receipt (an item with the Service line type), this is the account specified in the COGS/Expense Account box on the GL Accounts tab of the Non-Stock Items (IN202000) form.
• For a line with a non-stock item that requires receipt (an item with the Non-Stock Item line type), this is the account specified for the source, which is selected in the Use COGS/Expense Account From box on the Posting Classes (IN206000) form for the item's posting class. This account is debited on the release of an inventory receipt.
• For a line with a stock item (an item with the Goods for IN line type), the column is empty.
• For a line of a project drop-ship purchase order, this is the account defined by the settings specified for a project in the Use Expense Account From box on the Defaults tab of the Projects (PM301000) form.
• For an intercompany purchase order, if this is a line with a non-stock item for which the Purchases option is selected in the Post Cost to Expenses On box on the Price/Cost tab of the Non-Stock Items (IN202000) form, the system inserts the expense account it copies from the following source, based on the option selected in the Use Intercompany Expense Account From box on the Accounts Payable Preferences (AP101000) form:
  • If Vendor Location is selected, the expense account specified in the Expense Account box on the GL Accounts tab of the Vendor Locations (AP303010) form for the vendor location selected in the Summary area of the current form.
  • If Inventory Item is selected, the expense account specified in the Expense Account box on the GL Accounts tab of the Non-Stock Items (IN202000) form for the non-stock item selected in the line.

  For a line of an intercompany purchase order with no item specified, the system always inserts the expense account copied from the Expense Account box on the GL Accounts tab of the Vendor Locations (AP303010) form for the vendor location selected in the Summary area of the current form.

The subaccount used to record the purchased non-stock item, which the system determines as follows:

• For a non-stock item that does not require receipt (an item with the Service line type), this is the subaccount that is generated in accordance with the rule defined in the Combine Expense Sub. From box of the Accounts Payable Preferences (AP101000) form.
• For a non-stock item that requires receipt (an item with the Non-Stock Item line type), this is the subaccount that is generated in accordance with the rule specified in the Combine Expense Sub. From box on the Accounts Payable Preferences (AP101000) form.

  If the subaccount mask associated with the non-stock item—that is, I— is selected in the Combine Expense Sub. From box on the Accounts Payable Preferences (AP101000) form, the subaccount is generated according to the rule which is specified in the Use COGS / Expense Account From box on the Posting Classes (IN206000) form for the posting class of the non-stock item.

• For a line with a stock item (an item with the Goods for IN line type), the column is empty.
• For a line of a project drop-ship purchase order, this is the account defined by the value specified for the project in the Combine Expense Sub. From box on the Defaults tab of the Projects (PM301000) form.
• If the vendor specified in the purchase order is the supplied-by vendor, the system uses the subaccount of the pay-to vendor as the value for the segment in which L is specified (which in this case indicates the subaccount associated with the vendor location) in the combined subaccount mask. For more information about relations between supplied-by and pay-to vendors, see Managing Vendor Relations.

The accrual account to record the item amount on the purchase order; this account is used for stock items and non-stock items for which a receipt is required.

The account selected in this box should be configured as a control account for the purchase orders subledger. That is, for this account, PO should be selected in the Control Account Module column on the Chart of Accounts (GL202500) form. For more information on control accounts, see Control Accounts: General Information.

The project with which this purchase order line is associated, or the non- project code if this line is not associated with any project.

The column is shown if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form and the PO check box is selected in the Visibility Settings section of the Projects Preferences (PM101000) form.

The project task with which this purchase order is associated. If you select a project that has the default project task, this project task is automatically populated in the column.

The column is shown if the Project Accounting feature is enabled on the Enable/Disable Features (CS100000) form and the PO check box is selected in the Visibility Settings section of the Projects Preferences (PM101000) form.

The cost code with which this document is associated to track project costs and revenue.

The column is shown if the Cost Code feature is enabled on the Enable/Disable Features (CS100000) form.

The date when the item is expected to be received.

By default, the system inserts the date specified in the Date box of the Summary area if the purchase order was created directly on this form. If the purchase order was created through the Create Purchase Orders (PO505000) form, the system inserts the date as follows:

• If the purchase order has the Normal type and the line is linked to any sales order lines, the date is copied from the Ship On column for a corresponding line in the Line Details dialog box of the Sales Orders (SO301000) form.
• If the purchase order has the Drop-Ship type and the line is linked to any sales order lines, the date is copied from the Requested On column for a corresponding line on the Details tab of the Sales Orders (SO301000) form.
• If the purchase order has the Normal type and the line is linked to any service order lines, the date is copied from the Ship On column for a corresponding line in the Line Details dialog box of the Service Orders (FS300100) form.
• If the purchase order has the Normal type and the line is linked to any production order lines, the system inserts the date of the Production to Purchase item plan displayed in the Allocation Date box on the Inventory Allocation Details (IN402000) form for the item.
• If the purchase order of the Normal type is created to replenish stock items through purchases, the default order date is inserted.

A check box that indicates (if selected) that the purchasing of the item requested by this line of the purchase order has been completed. Completed lines are not added to a purchase receipt created for the purchase order.

If the line has become completed, and it has a linked sales order line, the Completed check box remains cleared in this sales order line on the Sales Orders (SO301000) form, and on the Details tab, the system shows a warning message in this line about the completion of the linked purchase order line. For details, see Purchases for Sale: Linking Sales and Purchase Documents.

The document the bill is to be prepared based on.

The column displays Order if the Allow AP Bill Before Receipt check box is selected for the order on the Other tab; otherwise, the column displays Receipt.

A check box that indicates (if selected) that at least one expired compliance document is related to this document line. If the check box is cleared, there are no expired compliance documents related to the line.

This column is available only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.

The number of the sales order that was created for the drop-ship purchase order. The number is a link you can click to view the sales order on the Sales Orders (SO301000) form.

The system automatically specifies this number when you create a drop-ship purchase for a sales order or a sales order for a drop-ship purchase order.

The number of the sales order line to which the purchase order line is linked. This is the number displayed in the Line Nbr. column of the Details tab of the Sales Orders (SO301000).

The system automatically specifies this number when you create a drop-ship purchase for a sales order or a sales order for a drop-ship purchase order.

A check box that indicates whether this line of the drop-ship purchase order has an active link to a line of the sales order. The system selects this check box (and thus considers the link active) when you create a drop-ship purchase order for the sales order.

When a line of a drop-ship purchase order is linked to a line of a sales order—that is, the SO Linked check box is selected—you cannot change the details of this line.

The identifier or description of the stock item that you want to find.

You can type a string from the item's alternate ID of the Global or Vendor Part Number type specified for the item on the Cross-Reference tab of the Stock Items (IN202500) form. You can also leave the box blank to filter information by other criteria.

For more details on alternate IDs, see Managing Item Cross-References.

An alternate ID of a stock item that you want to find.

You can type a string from the item's alternate ID of the Barcode or GTIN/EAN/UPC/ISBN type specified for the item on the Cross-Reference tab of the Stock Items (IN202500) form. You can also leave the box blank to filter information by other criteria.

For more details on alternate IDs, see Managing Item Cross-References.

The warehouse where the item you want to find is stored. You can leave the box blank to view information for all warehouses.

This box appears in the dialog box only if the Multiple Warehouses feature is enabled on the Enable/Disable Features (CS100000) form.

The subitem of the item for which you want to view the availability information.

This box appears in the dialog box only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.

The dialog box also has a table where the inventory items matching your selection criteria are listed. The table has the following columns. The table toolbar includes only standard buttons. For the list of standard buttons, see Tables.

The subitem code for the variation of the stock item (particular size, color, brand, or material), if subitems are used in your system.

This column appears only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.

If both the Inventory box and the Barcode box are empty in this dialog box, the system displays the alternate ID with the highest priority. The system determines the priority of alternate IDs as follows:

1. The first alternate ID with the Vendor Part Number type that has the same vendor as the vendor specified in the document and the same UOM as the UOM specified in the Purchase Unit column for this item
2. The first alternate ID with the Vendor Part Number type that has the same vendor as the vendor specified in the document and no UOM specified
3. The first alternate ID with the Global type that has the same UOM as the UOM specified in the Purchase Unit column for this item
4. The first alternate ID with the Global type that has no UOM specified
5. The first alternate ID with the Barcode type that has the same UOM as the UOM specified in the Purchase Unit column for this item
6. The first alternate ID with the Barcode type that has no UOM specified
7. The first alternate ID with the GTIN/EAN/UPC/ISBN type that has the same UOM as the UOM specified in the Purchase Unit column for this item
8. The first alternate ID with the GTIN/EAN/UPC/ISBN type that has no UOM specified
9. The first alternate ID with the Customer Part Number type that has the same UOM as the UOM specified in the Purchase Unit column for this item
10. The first alternate ID with the Customer Part Number type that has no UOM specified

The dialog box has the following buttons.

The description of the template item.

The value of this box is read-only and copied from the Description box of the Template Items (IN203000) form.

The warehouse where the items are stored.

This box is available only if the Multiple Warehouses or Multiple Warehouse Locations feature is enabled on the Enable/Disable Features form (or both features are enabled).

In the table, you can select matrix items by specifying attribute values and enter the quantity for each item. The table contains columns displayed for any template item selected in the Template ID box and columns with attribute values that are specific for the template item.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

The UOM of the matrix item.

If the Multiple Units of Measure feature is not enabled on the Enable/Disable Features (CS100000) form, the system copies the unit of measure that is specified for the matrix item in the Base Unit box on General tab (Unit of Measure section) of the Stock Items (IN202500) or Non-Stock Items (IN202000) form.

If the Multiple Units of Measure feature is enabled on the Enable/Disable Features form and you open this dialog box on the Sales Orders (SO301000), Opportunities (CR304000), or Sales Quotes (CR304500) forms, the system inserts the sales unit of measure that is specified for the matrix item. This default value is copied from the Sales Unit box on the Stock Items or Non-Stock Items form.

If the Multiple Units of Measure feature is enabled on the Enable/Disable Features form and you open this dialog box on the Purchase Orders (PO301000) forms, the system inserts the purchase unit of measure that is specified for the matrix item. This default value is copied from the Purchase Unit box on the Stock Items or Non-Stock Items form.

The identifier of the matrix item.

For an existing item, this value is copied from the Inventory ID box of the Stock Items (IN202500) or Non-Stock Items (IN202000) form (depending on whether the item is a stock or non-stock item). For a new item, the identifier is generated based on the settings specified on the Attribute Configuration tab of the Template Items form.

The description of the matrix item.

For an existing item, this value is copied from the Description box of the Stock Items (IN202500) or Non-Stock Items (IN202000) form (depending on whether the item is a stock or non-stock item). For a new item, the description is generated based on the settings specified on the Attribute Configuration tab of the Template Items form.

The default price of the matrix item.

For an existing item, this value is copied from the Default Price box of the Price/Cost Info tab of the Stock Items or Non-Stock Items form (depending on whether the item is a stock or non-stock item). For a new item, the default price is based on the settings on the Price/Cost Info tab of the Template Items form.

The item class to which the matrix item is assigned.

The value of this box is copied from the Item Class box of the General tab on the Template Items form.

The tax category to which the matrix item is assigned.

The value of this box is copied from the Tax Category box of the General tab on the Template Items form.

The dialog box has the following buttons.

The Selection area of the dialog box has the following elements.

The warehouse where matrix items are stored.

This box appears only if the Multiple Warehouses feature is enabled on the Enable/Disable Features (CS100000) form.

The dialog box has the following buttons.

The Selection area of the dialog box has the following element.

This box appears only if the Require Single Project per Document check box is cleared on the Accounts Payable Preferences (AP101000) form. If the Require Single Project per Document check box is selected, the box does not appear; the table lists the cost budget lines of the project specified for the subcontract in the Summary area of the current form.

In the table, you can select cost budget lines of the project.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

The cost code that is associated with the cost budget line.

The column is shown if the Cost Code feature is enabled on the Enable/Disable Features (CS100000) form.

The dialog box has the following buttons.

The dialog box has the following button.

The dialog box has the following buttons.

This dialog box also has a table that lists the purchase order lines. It includes the following columns.

The subitem of the item, if subitems are used in your system.

This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form.

The dialog box has the following buttons.

The identifier of the specific tax applied to the current purchase order.

The tax rate used for the tax.

The taxable amount for this document.

The tax amount for this tax and this document.

The retained taxable amount for this document.

This column appears only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form and the Apply Retainage check box is selected for the current purchase order.

The retained tax amount for this tax and this document.

This column appears only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form and the Apply Retainage check box is selected for the current purchase order.

The percent of deduction that applies to the tax amount paid to the vendor for specific purchases.

This column appears only if the VAT Reporting feature is enabled on the Enable/Disable Features (CS100000) form.

The percentage that is deducted from the tax amount paid to the vendor for specific purchases.

This column appears only if the VAT Reporting feature is enabled on the Enable/Disable Features (CS100000) form.

The type of the shipping destination, which is one of the following options: Branch (meaning a branch of your company), Customer, Project Site, Vendor, and Warehouse.

For a newly created purchase order, the system inserts the shipping destination type by using the following rules:

• If you have not specified a vendor yet in the Vendor box in the Summary area, the system inserts the Branch destination type and copies the values specified for the current branch in the Delivery Address section on the Delivery Settings tab of the Branches (CS102000) form to the Ship-To Address section on the Shipping tab of the current form.
• If you have specified a vendor in the Vendor box in the Summary area, and the Default Branch box in the Other Settings section on the General tab of the Vendor Locations (AP303010) form has a value for the vendor's location while the Warehouse box on the Purchase Settings tab of the same form is empty, the system inserts the Branch destination type and copies the values specified for default branch of the vendor's location in the Delivery Address section on the Delivery Settings tab of the Branches (CS102000) form to the Ship-To Address section on the Shipping tab of the current form.
• If you create a purchase order with the Normal, Blanket, or Standard type, and the default shipping warehouse is specified for the vendor in the Warehouse box on the Purchase Settings tab of the Vendors (AP303000) form or for a vendor's location in the Warehouse box on the Purchase Settings tab of the Vendor Locations (AP303010) form, the system inserts the Warehouse destination type and copies the values specified for this warehouse in the Address section on the Address tab of the Warehouses (IN204000) form to the Ship-To Address section on the Shipping tab of the current form.
• If you create a purchase order of the Normal or Blanket type on the Create Purchase Orders (PO505000) form, the system inserts the default shipping destination type for purchase orders, which is specified in the Default Ship. Dest. Type box on the Purchase Orders Preferences (PO101000) form.
• If you create a drop-ship purchase order on the current form or on the Create Purchase Orders (PO505000) form, the system inserts the Customer destination type.
• If you create a purchase order with the Project Drop-Ship type and specify a project in the Summary area, the system inserts the Project Site destination type.

  When the Project Drop-Ship shipping destination type is specified, the system copies the values of the Bill-To and Project Address sections on the Addresses tab of the Projects (PM301000) form from the selected project to populate the shipping contact information and address.

• Vendor: You can specify this type only manually.

The particular destination of the selected type. The value of this box depends on the value specified in the Shipping Destination Type box as follows:

• For Branch, the box displays the branch that is selected in the Company and Branch Selection menu in the Info area.
  Attention: You cannot select another branch in this box. If you have access to multiple branches, you can select the required branch in the Company and Branch Selection menu.
• For Customer, you can select a customer from the list.
• For Vendor, you can select a vendor from the list.

The box is displayed only if Branch, Customer, or Vendor is selected in the Shipping Destination Type box.

The list of values may be limited based on roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. You can select a customer or vendor whose visibility is not restricted, that is, the following settings are specified on the Customers (AR303000) or Vendors (AP303000) form:

• The Restrict Visibility To box is empty for the customer or vendor—that is, the customer's or vendor's visibility is not restricted.
• A branch, company, or company group is specified in the Restrict Visibility To box for the customer or vendor, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company or a company within the company group.

This box is not displayed if the purchase order has the Project Drop-Ship type.

The location of the particular destination to which the items are to be shipped. The value of this box depends on the value specified in the Shipping Destination Type box as follows:

• For Branch, the shipping location is the delivery address specified on the Delivery Settings tab of the Branches (CS102000) form.
• For Customer, you can select the location from the list if multiple locations are defined for the customer on the Locations tab of the Customers (AR303000) form.
• For Vendor, you can select the location from the list if multiple locations are defined for the vendor on the Locations tab of the Vendors (AP303000) form.

This box is displayed only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form and the Branch, Customer, or Vendor is selected in the Shipping Destination Type box.

This box is not displayed if the purchase order has the Project Drop-Ship type.

The type of the sales order that is related to the purchase order.

The system specifies this type if any of the following conditions is met:

• A purchase order of the Drop-Ship type is created from a sales order.
• A sales order is created from a purchase order of the Drop-Ship type.
• A purchase order of the Normal type is created for a line or lines of a sales order, in which Purchase to Order is selected in the PO Source column on the Details tab of the Sales Orders (SO301000) form.

This box is not displayed if the purchase order has the Project Drop-Ship type.

The number of the sales order that is related to the purchase order.

The system specifies this number if any of the following conditions is met:

• A purchase order of the Drop-Ship type is created from a sales order.
• A sales order is created from a purchase order of the Drop-Ship type.
• A purchase order of the Normal type is created for a line or lines of a sales order, in which Purchase to Order is selected in the PO Source column on the Details tab of the Sales Orders (SO301000) form.

This box is not displayed if the purchase order has the Project Drop-Ship type.

The warehouse of your company that will receive and store the items from the vendor.

The box is displayed only if the Multiple Warehouses feature is enabled on the Enable/Disable Features (CS100000) form and if Warehouse is selected in the Shipping Destination Type box of this section.

This box is not displayed if the purchase order has the Project Drop-Ship type.

A button you click to open the Address Lookup dialog box.

For the description of the dialog box, see Address Lookup Dialog Box.

This button is displayed on the form if the Address Lookup Integration feature is enabled on the Enable/Disable Features (CS100000) form and if the integration with web map services has been set up, as described in Integrating MYOB Acumatica with Web Map Services.

A check box that indicates (if selected) that the address has been validated with a third-party specialized software or service.

This element appears on the tab only if the Address Validation feature is enabled on the Enable/Disable Features (CS100000) form.

A button you click to open the Address Lookup dialog box.

For the description of the dialog box, see Address Lookup Dialog Box.

This button is displayed on the form if the Address Lookup Integration feature is enabled on the Enable/Disable Features (CS100000) form and if the integration with web map services has been set up, as described in Integrating MYOB Acumatica with Web Map Services.

This check box appears on the tab only if the Address Validation feature is enabled on the Enable/Disable Features (CS100000) form.

The amount of the discount. This column is available for editing for document discounts and external discounts.

This column appears in the table only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form and the Apply Retainage check box is selected for the current purchase order.

The discount percent if the discount is defined to be calculated as a percentage. This column is available for editing for document discounts and external discounts.

The code of an external discount. You can enter this code for informational purposes when you manually enter an external discount in the document.

A brief description of the discount, which helps users to identify it.

The reference number of the purchase order related to the purchase receipt or return listed in the row. If a blanket order is selected, the order is a child order of the blanket order. If any other type of purchase order is selected on the form, the column contains the number of the selected order.

The date when the purchase order was created.

The status of the purchase order.

The ordered quantity of the items in the purchase order.

The type of the document (Receipt or Return).

The reference number of the document.

The date of the document.

The status of the document.

The total quantity of all received or returned items in the listed receipt or return.

The class of the change order, which is defined on the Change Order Classes (PM203000) form.

The number of the change order that affect the project revenue within the project.

The status of the change order, which can be one of the following:

• On Hold: The change order is a draft that can be edited but cannot be released.
• Pending Approval: The change order is pending the approval of the employee who has been assigned to approve the change order.
• Rejected: The employee who was assigned to approve the change order has rejected it.
• Open: The change order is ready to be released.
• Closed: The change order has been released.

The cost code associated with the change order line.

This column is shown if the Cost Codes feature is enabled on the Enable/Disable Features (CS100000) form.

The reference number of the requisition associated with the purchase order, if any. To create the requisition, use the Requisitions (RQ302000) form.

This box appears only if the Purchase Requisitions feature is enabled on the Enable/Disable Features (CS100000) form.

The reference number of the purchase order of the Normal type to which this drop-ship purchase order has been converted.

This box appears only for purchase orders of the Drop-Ship type.

The reference number of the drop-ship purchase order from which this purchase order of the Normal type has been converted.

This box appears only for purchase orders of the Normal type.

A check box that indicates (if selected) that for this purchase order, you can prepare and process an AP bill before processing a purchase receipt.

The state of this check box is copied from the vendor's location settings on the Vendor Locations (AP303010) form.

A check box that indicates (if selected) that the current purchase order is subject to retainage. The default state of the check box is copied from the vendor settings specified on the Financial tab of the Vendors (AP303000) form.

This box appears only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.

This box appears on the tab only if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form and the Apply Retainage check box is selected for the current purchase order.

The document total that is exempt from VAT. This total is calculated as the taxable amount for the tax with the Include in VAT Exempt Total check box selected on the Taxes (TX205000) form.

The sum of the amounts in the Ext. Cost column of the Details tab for the lines with non-stock items that have the Require Receipt check box selected on the Non-Stock Items (IN202000) form and stock items. These are the lines that have a type other than Service, Freight, and Description in the Line Type column.

The box appears only if the Inventory feature is enabled on the Enable/Disable Features (CS100000) form.

The sum of the amounts in the Ext. Cost column of the Details tab for the lines with non-stock items that have the Require Receipt check box cleared on the Non-Stock Items (IN202000) form. These are the lines that have the Service type specified in the Line Type column.

This box appears only if the Inventory feature is enabled on the Enable/Disable Features (CS100000) form. If the Inventory feature is disabled, this value is shown in the Detail Total box in the Summary area.

The sum of the amounts in the Discount Amount column in lines on the Details tab.

The sum of the amounts in the Discount Amt. column in the lines with the Document type in the Type column on the Discounts tab if the Vendor Discounts feature is enabled on the Enable/Disable Features (CS100000) form.

If the Vendor Discounts feature is not enabled on the Enable/Disable Features (CS100000) form, this box shows the discount that you manually enter in the Document Discounts box in the Summary area of the form.

The type of the compliance document. The following document types are available:

• Certificate
• Insurance
• Lien Waiver
• Notice
• Other

If a project is specified, this compliance document is displayed on the Compliance tab of the Projects form for the selected project.

If a task is specified, this compliance document will be displayed on the Compliance tab of the Project Tasks form for the selected task of the Cost Task type.

The identifier of the vendor associated with the compliance document. If a vendor is specified, the current document will be displayed on the Compliance tab for the selected vendor.

The reference number of the payment that is associated with the compliance document.

The payment method associated with the vendor.

The reference number of the invoice associated with the compliance document. If an invoice number is specified, the current compliance document will be displayed on the Compliance tab of the Invoices and Memos form for the selected invoice.

The amount of the invoice.

The reference number of the payment associated with the compliance document.

The customer’s default payment method.

The account associated with the vendor (Expense account) or customer (Sales account).

The reference number of the bill associated with the compliance document. If a bill number is specified, the current compliance document will be displayed on the Compliance tab of the Bills and Adjustments form of the selected bill.

The bill amount to be paid for the document.

The number of the certificate.

The identifier of the customer associated with the compliance document. If a customer is specified, the current document will be displayed on the Compliance tab of the Customers form of the selected customer.

The name of the customer associated with the compliance document.

The date when the document is issued.

The date when the compliance document takes effect. You should specify the date manually while adding the document.

The name of the insurance company.

The identifier of the joint vendor associated with the compliance document. If a joint vendor is specified, the current document will be displayed on the Compliance tab for the selected vendor.

A check box that indicates (if selected) that the joint release has been received.

The amount covered by the lien waiver.

The amount of insurance liability specified for the compliance document. You should enter the amount manually while adding the document.

The method used to send the document.

The date when the payment is created.

The reference number of the payment.

The reference number of the project transaction associated with the compliance document.

The reference number of the purchase order associated with the compliance document. If a purchase order is specified, this compliance document will be displayed on the Compliance tab of the Purchase Orders form for the selected purchase order.

The inventory ID of the item in the purchase order line, which can be specified only if a purchase order has been selected.

The insurance policy number.

The date of the inventory receipt.

The date when the goods are received.

The person responsible for receiving goods.

A check box that indicates (if selected) that a joint payment is required.

The identifier of the revenue task within the project to which the compliance document relates. If a revenue task is specified, the current compliance document will be displayed on the Compliance tab of the Project Tasks form for the selected task of the Revenue Task type.

The identifier of the secondary vendor associated with the compliance document. If a vendor is specified, the current document will be displayed on the Compliance tab for the selected vendor.

The name of the secondary vendor associated with the compliance document.

The source of the payment, which is one of the following options:

• AP Bill
• PO/Sub
• Customer
• Project

The name of the sponsor organization.

The identifier of the subcontract associated with the compliance document. If a subcontract is specified, the current document will be displayed on the Compliance tab of the Subcontracts form for the selected subcontract.

The identifier of the item in the subcontract line, which can be specified only if a subcontract has been selected.

The date when the goods are shipped.

The Preferred Vendor Items (IN2025SP) inquiry form, which displays the list of the stock items for which the vendor of the selected purchase order is specified in the Preferred Vendor box on the Item Warehouse Details (IN204500) form or is selected as the default vendor on the Vendors tab of the Stock Items (IN202500) form.

The Vendor Details (AP402000) form, which displays the details of the vendor specified in the selected purchase order.