Purchase Order Item

Overview

A Purchase Order is composed of Purchase Order Items. Each Item may refer to a Good or a Service.

Purchase Order Item screen Fields

Field	Description
Item Number	Read only field. Serial, system generated number starting with 1 for each Purchase Order.
Bid Award Reference	Reference number of Bid Award.
Status	Read only field. Shows if the Purchase Order Item is open and can be converted into an Expense Voucher. Possible values: Open/Closed. Default value is Open.
Item	User must select one Item from the Item Catalogue. Once the Item ID has been selected, the following information will be automatically populated onto the following fields: Item Category, Unit of Measure, Unit Price Fc, Coding Block and Description.
Item Category	Once the Item is selected, the selected Item Category ID will appear. It is used if the goods to be acquired require being in a category.
Unit of Measure	If the Item ID is selected, the system will reproduce the Unit of Measure defined for the Item, which won’t be possible to be modified.
Unit Price Dc	To capture the Domestic Unit Price of the Item.
Unit Price Fc	To capture the Foreign Unit Price of the Item.
Quantity	This field indicates original quantity of purchase order. This field is automatically populated by the system.
Received Quantity	Calculated/Updated Read Only Field, will be updated automatically by the system when a 'Goods/Services Received/Returned Note' is created against the current item.
Outstanding Quantity	Calculated/Updated Read Only Field, this is equals Original Quantity - Received Quantity.
Estimated Price Dc	System calculated values (Unit Price x Quantity, for Dc).
Estimated Price Fc	System calculated values (Unit Price x Quantity, for Fc).
Tax Amount Domestic	Displays the calculated Domestic Tax amount as defined in Tax Information.
Tax Amount Foreign	Displays the calculated Foreign Tax amount as defined in Tax Information
Net Amount Domestic	Calculated field, shows the domestic net amount for the Item.
Net Amount Foreign	Calculated field, shows the foreign net amount for the Item.
Price Tolerance	The Purchase Order is created for a lower or higher Quantity/Price than the original Requisition. If the Default Tolerance Percentage for Price parameters have been defined, then they will be the default values in these fields, even though they can be changed, if required. The system will reject Received Goods, Returned Goods and Expenditure Vouchers against the Purchase Order if any of the levels established here would be exceeded.
Quantity Tolerance	The Purchase Order is created for a lower or higher Quantity than the original Requisition. For avoiding excess Quantity, the system allows to specify a Quantity Tolerance (or variation). Default Tolerance Percentage for Quantity parameters have been defined, then they will be the default values in these fields, even though they can be changed, if required. The system will reject Received Goods, Returned Goods and Expenditure Vouchers against the Purchase Order if any of the levels established here would be exceeded.
Coding Block	GL Coding Block. Search function in the CoA Group with the attribute Budget Execution equal to True and to the offset Coding Block imposed.
Language	Language of the Description.
Description	Description of the Purchase Order Item. Value copied by the system if user selected the Item.
Purchase Order Item Drops	In this section are defined the Purchase Order Item Drops (see details in “Adding Purchase Order Item Drops”).
Attachments	Collection of zero or more attached files that can be used as supporting documentation for the Purchase Order Item (see details in the document “How to Perform Common Tasks”).
Pictures	Collection of zero or more images. The system allows BMP, GIF and JPG data files, and it will display the image of the first file.

Purchase Order Item Drop

Overview

System allows to create multiple drops per Purchase Order Item. Before a new Item Drop is created, the system will verify that the amounts for each Purchase Order Item is not exceeding.

Purchase Order Drop Screen Fields

Fields	Description
Drop Number	This is system generated unique identification number.
Status	Automatically assigned by the system to show if the Item Drop is open and can be converted to an Expense Voucher.
Auto Close PR Drop	Default value is false. This is applicable only when the PO is related to a PR. If users switched this to TRUE, then system will automatically close the relevant Purchase Requisition Item Drop.
Fiscal Year	Fiscal Year of the Voucher. Default value is the current Fiscal Year. If parameter "Allow Purchase Orders to Rollover to Next Fiscal Year" is set to True, then the system will allow the creation of Drops for future Fiscal Years, otherwise, only the current Fiscal Year can be used.
Fiscal Period	Fiscal Period of the Voucher. Default value is the current Fiscal Period.
Delivery Date From	Starting Delivery Date of the Drop.
Delivery Date To	Ending Delivery Date of the Drop.
Quantity	Specify the quantity of the Item ordered that needs to be delivered in the specified dates. Using the Item Price, the system will compute the Total Domestic for the Item Drop and it will populate the field Amount Dc with the calculated value. If the Item Price was published using Foreign Currency and Price, the amount calculated in the Foreign Currency will be copied into Amount Fc field.
Received Quantity	This field will be updated automatically by the system when a 'Goods/Services Received/Returned Note' is created against the current item.
Outstanding Quantity	Shows the outstanding quantity which is yet to be received. This is system calculated.
Amount DC	Enter here the Drop’s Domestic amounts. The system will validate that the total Drops matches the amount specified in the Purchase Order Item.
Amount FC	Enter here the Drop’s Foreign amounts. The system will validate that the total Drops matches the amount specified in the Purchase Order Item.
Tax Amount DC	Calculated/Updated field, displays the calculated Domestic Tax amount as defined in Tax Information.
Tax Amount FC	Calculated/Updated field, displays the calculated Foreign Tax amount as defined in Tax Information.
Total Amount DC	System calculated field, Total amount is equal to "Amount DC + Tax Amount DC".
Total Amount FC	System calculated field, Total amount is equal to "Amount FC + Tax Amount FC".
Receive Location	Refers to Institution where the item will be received.
Tax Information	For Items ordered in Domestic Currency, the user canusers can define the applicable Taxes to individual Drops. This includes the type of tax, and whether it is added or deducted from the drop. The total tax will be automatically calculated.
Attachments	System allows to attach files to support the purchasing process.

Tax Information

Overview

The objective of this tab to store tax related information for purchase order.

Tax Information screen Fields

Field	Description
Serial Number	Read only field, Auto-generated Serial Number starts with 1 for every new Order Drop Tax Information.
Tax	Id of respective Tax.
Price Includes Tax	It indicate whether the amount includes tax or not.
Tax Percentage	Tax Percentage of the Tax.
Added/Deducted	This field indicates if the tax amount is added to the goods price or deducted from it.
Tax Domestic Amount	Shows the Tax domestic amount, calculated by the system.
Tax Foreign Amount	Shows the Tax foreign amount calculated by the system.

Attachments

Overview

System allows to attach files to support the purchasing process.

Attachments Tab Screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments
Description	Description of the attachments
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc
Data Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Attachments

Overview

System allows to attach files to support the purchasing process.

Attachments screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Pictures

Overview

Application allows to upload zero or more pictures to support purchase order process. The system must display the first picture and allow files of type (BMP, GIF and JPG).

Pictures screen Fields

Field	Discription
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting pictures. File type can be: BMP, GIF and JPG etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.