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.

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