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Tue, 2014-07-01 07:49 — proy
Overview
A Purchase Order is an authorization to a vendor to deliver specified goods or services at a stipulated price. Once accepted by the supplier, the purchase order becomes a legally binding purchase contract.
As with requisitions, users can create purchase orders with multiple items, which in turn, can be delivered in multiple drops over multiple fiscal years. A single requisition, multiple requisitions, or no requisitions, can be used to define a purchase order. Although a purchase requisition is not mandatory (if the parameter ‘Allow creating Purchase Orders without Requisitions.’ is True) in the purchase process, the PO is usually created by an authorized buyer after officially approving the corresponding purchase requisition(s). Once the PO is sent and the vendor has accepted it, it becomes a legally binding purchase contract between the two organizations.
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Purchasing ► Purchase Order
Purchase Order Screen Fields and Tabs
| Field | Description |
| Code | Unique identification code manually entered by users or automatically generated based on parameters. |
| Workflow Status | Depending on the Workflow Configuration Setting for this Entity the basic Stages are: Created, Approval Requested, Approved, Void, Closed, Cancelled, Acknowledged. Default value is created. |
| Workflow Process Status | Depending on the Workflow Configuration Setting for this Entity the basic Stages are: Created, Approval Requested, Approved, Void, Closed, Cancelled, Acknowledged. Default value is created. |
| Rollover | Select this check box if Purchase Orders (or non-completed portions) will be transferred to the next Fiscal Year once Year End Procedures have been completed. The system will enable this function only if the parameter Allow Purchase Orders to Rollover to Next Fiscal Year is set to True. |
| Is Template | Select this checkbox to define the current Purchase Order as a Template for future Purchase Orders. |
| Purchase Order Date | Specify the date the Purchase Order will be issued. Default is current date. |
| Reference Number | This field indicates reference number will be used to store reference or tender or any other number to support purchase. |
| Expiry Date | This field define the date when the Purchase Order will expire. |
| Fiscal Year | Fiscal year for the Budget that will be affected by the Purchase Order. |
| Fiscal Period | Fiscal period for the Budget that will be affected by the Purchase Order. |
| Attached Requisition | This field is to attach/relate the approved Purchase Requisition to the Purchase Order. If the Parameter ‘Allow creating Purchase Orders without Requisitions’ is False, then the user will not be able to select ‘None’. If the Parameter ‘Allow creating Purchase Orders with Multiple Requisitions’ is False, then the user will not be able to select ‘Multiple’. If both parameters is False, then this field will be ‘Display Only’ with the value ‘Single’. |
| Delivery Date From | Read only field. Calculated from the Delivery Drop Date, it would be the lowest delivery date on the drops. |
| Delivery Date To | Read only field. Calculated from the Delivery Drop Date, it would be the highest delivery date on the drops. |
| Order Status | Default value is "Open". Shows if the Purchase Order is open and can be converted to Expense Vouchers. When a Purchase Order is fully converted into Expense Vouchers the status will automatically change to Closed. |
| Posting Status | This is related to the publishing of the Purchase Order (e.g., Saved or Temp Saved). |
| Temp Number | System generated number created when a Purchase Order is Temp Saved. |
| Not Posted Reason | Reason why the Temp Purchase Order was not saved in the system. |
| Currency | Select currency type from the list. If a currency has been specified in the Supplier’s record, then that Currency will appear by default. Users must specify if the Purchase Order is in dollars and if it includes Taxes (Domestic or Foreign). Users can specify Domestic Tax Amount and/or Foreign Tax Amount. |
| Exchange Rate | Read only field. Displays the value specified in the Currency Table. |
| Goods/Services Domestic Amount | System calculated values based on the total Domestic amounts of all the Goods/Services in the Purchase Order. |
| Goods/Services Foreign Amount | System calculated values based on the total Foreign amounts of all the Goods/Services in the Purchase Order. |
| Domestic Tax Amount | System calculated domestic amounts from the respective values of the Purchase Order Items. |
| Foreign Tax Amount | System calculated foreign amounts from the respective values of the Purchase Order Items. |
| Total Domestic Amount | System calculated domestic amounts plus Taxes from all Purchase Order Items. |
| Total Foreign Amount | System calculated foreign amounts plus Taxes from all Purchase Order Items. |
| Voucher Source | System generated value that indicates the creation source of the Voucher. Default value is Manual. |
| External Source Voucher | Read Only Field field, will be updated by the system if the Voucher Source attribute equals 'Other External Source', to show the source of the external voucher (imported from external applications). |
| Source Document Number | Read Only Field field, shows Source Document Number if External Voucher Source. |
| Batch Number | Read Only Field field, shows the Batch Number for imported PO’s. |
| Obligation | Users can enable the system to automatically create an Obligation for the Purchase Order created. |
| Vendor | Users can select ID of the Vendor that is supplying the Goods/Services. |
| Payment Terms | Payment terms are automatically populated according to the Vendor selected. |
| Delivery Mode | Delivery mode Means by which purchased goods are delivered from the supplier to your organization. |
| Delivery Terms | A delivery term is a special condition that applies to the delivery of procured goods from a supplier. |
| Purchasing Vehicle | ID of the Purchasing Vehicle (e.g., Small Purchases). Used to determine the Purchase Order workflow and approvals. |
| Purchasing Office | Purchasing Office ID, If the Institution that the creating user (employee) belongs to is defined as Purchasing Office, then default equals the user's Institution Code. |
| Ship To | This is the location where the purchase order will be shipped to. The ‘Ship To’ institution will be a receiving location. |
| Invoice To | The office where the Invoice is sent to. |
| Inspected At | The Location where the Purchase Order is inspected. |
| Requester | This fields indicates the ID of the Requester. It is the office that creates the Requisition. |
| Buyer | The Buyer is the employee authorized to purchase Goods or Services. |
| Credit Card Buy | To indicate if the current purchase will be paid through Credit Card. This filed will be disabled if the attribute 'Purchasing Vehicle Credit Card Allowed' is False in the relevant Purchasing Vehicle Entity, Default is False. |
| Credit Card Number | Reference to the Credit Card that will be used to pay the current purchase, this attribute will be disabled if the 'Credit Card Buy' attribute is False. If the Parameter 'Restrict Credit Cards to Institution ID' is True then the system will only allow Credit Cards that are linked to the institution of this voucher in the Credit Card Entity. |
| Project ID | Users can use project code for reference. |
| Created by | Populated automatically by the system at creation time of the record. |
| Creation Date | Populated automatically by the system at creation time of the record. |
| Approved by | Populated automatically by the system when corresponding workflow reaches its last Approval stage. |
| Approval Date | Username that approved the PO. |
| Language | Language the Purchase Order is documented in. |
| Description | Describes the purpose of the PO. Can also be used to capture contextual information that supports a purchasing policy exception. |
| Template Name | Purchase Order Template name. |
| Special Instructions | Special delivery instructions, etc. |
| Sole Source Justification | Criteria justifying the selection of a Sole Source Supplier (i.e., Open Purchase Order, etc.). |
| Is Contract Amendment | The users will need to select this attribute if PO is against amendment in Contract. |
| Managed Contract | If Contract Amendment field value is true, this field is mandatory. Users can look up and select the contract. |
| Use Percentage | To indicate if the PO will use percentage. |
| Purchase Order Items | Collection of one or more purchase order items. |
| Clauses | For some POs, users may wish to attach one or more standard legal clauses. Collection of zero to many Clauses linked to the Purchase Order. |
| Attachments | Collection of zero to more attachments, which will be used as supporting documents. |
| Purchase Order Financial Coding Block | This entity will have the list of Financial Coding Blocks that will be used as main fund source for entire Items within the Purchase Order. |