FreeBalance Accountability Suite
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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. |